The Workflows option can be accessed in the left menu.
Workflows can be created to set a series of tasks that a Manager / Employee / Group of Employee has to perform.
The workflow can be set as a one-off process, or can be repeated for an Event Date. It can be assigned employees to perform selected tasks, to complete the Workflow.
Any person in the organization can set up a workflow.
Workflows can be created without an Event date (which can be decided later). To do this, users will have to select the Event Date as “Decide Later”. Users will not be able to activate the Workflow until an Event Date is selected.
Step 1: Create Workflow from template or create a new one
By clicking on the Preview button on the list of predefined templates, users can view the details in the template and choose to click on the Customize button to add the template to his/her workflow. All the predefined values and Tasks will also be added into the new Template and customized.
You may also create a New Workflow by clicking on New Blank Workflow.
Step 2: Set up settings for Workflow
There is a new option now to schedule the workflow for repetitive tasks using the Automatic Scheduler.
It can be accessed via Workflows> select a workflow from the list> more actions> Automatic Scheduler.
Definitions of the terms used in Automatic Scheduler of a Workflow are as follows:
Workflow Name – Name for the Workflow is a mandatory field.
Event Date – The Date when the Workflow its corresponding Tasks start. The Employee has 3 options: 1) Select a date provided by the system, 2) Define a Custom event date or 3) Create a workflow without an event date (which is to be decided later).
Custom Date – If the Employee selects the Event Date as “Custom Date”, then the is required to fill in this field to decide on a Date for the workflow to start.
Event Time – The logged in user can select the Time on the Event Date when the Workflow starts and its corresponding Tasks to be assigned to respective employees as defined.
Repeats – This field defines whether the workflow can be repeated for the Trigger/Custom Date. The options are: No Repeat, Daily, Weekly, Fortnightly, Monthly, Biannually and Annually.
Who is this event for? – The login employee can select whether the workflow should fire for All (Including future Employees), Self (himself/herself) or Specific set of Employees only. If the last option is selected, then the next field gets enabled.
Select Employee – The login employee can define the list of employees for whom the workflow has to fire.
Effective From –The option can be selected as This Occurrences or Next Occurrences. This is to define whether the first occurrence of the event has to be considered or skipped.
Timezone – As locations of a company or branches or employees differ, timezones can be set so that the Workflow would trigger according to their respective timezones. By default, the system picks the timezone of the employee who is creating the Workflow.
Yuvo-san Status Update – This option is used to update the respective members of a workflow of the Workflow's ongoing status through the YuvoChat system. The options that can be set are: “No Status Update”, “Per Day” and “Per Task”
Create chat group – A Chat group is created for the Workflow and all its related members so that updates of the workflow status can be sent to the group.
Confirm your office workweek – This option defines the Office Work days based on which the Task can be triggered. If the date of trigger of the Task is on a holiday, then the Task would trigger on the previous work day.
Assign Admin rights – This checkbox can be selected and selected employees can be assigned as Admins and given Workflow editing rights.
Admin Name – The list of employees with whom the Workflow editing rights is to be shared is selected in this option.
Step 3: Create tasks and assign them to employees
Task – For workflow from the template there will be some predefined Task selected which may be used and changed. Otherwise, you can define the Task by clicking on Add New Task and create a new Task.
Title - Provide a Title for the Task.
Description - Provide a small description for the Task that is to be performed.
Assigned To - Select whether the Task is to be assigned to All Employees, Managers or a particular employee.
Tags - Add an existing one or create a new one to categorize your tasks.
Documents - Add documents from your drive or resource center.
Trigger Time - Define when the Task has to be triggered from the Date of the Event.
Set Task Duration - Define how much time the task needs for complete once started.
Reminders - We can define reminders which can be triggered before, after or at the time of the event, for the person to whom the Task is assigned.
All the occurrences of Workflow are populated here. The occurrences are populated only after the Workflow is Activated.
Step 4: Status of completion of tasks
This page shows all the upcoming occurrences for the Workflow and its status and details.
Event For – Shows which employee the workflow is triggered for.
Event Date – Shows the Date of the event for the selected employee, for which the workflow is activated.
Trigger Date – Displays the earliest date (of all the Tasks) when the Workflow will be triggered.
Status – The present status of the Workflow whether it is Ongoing, Triggering in Future or Completed.
Progress – Shows what percentage of Task has been completed/ How many Tasks of all the Tasks have been completed.
Action – By clicking on “View Task”, we can view the entire list of Tasks along with whom it is attached to, and its status.
There is a backend script that runs every hour, which activates Workflow and Task.