Workflow Templates (Deprecated Function)
Your Workflow templates establish an order of operations that can be activated for Projects or Deliverables when those items are created. A Workflow will automate common actions to offer time savings in managing your Projects. Your access to these settings is dependent on your version of ConceptShare.
Workflows also help ensure compliance with the desired processes by automatically creating items, providing a preset nomenclature, or updating them based on certain conditions. You can pause, stop, and restart Workflows to ensure that exceptions are easily managed by your administrators.
Groundwork for a Workflow Template
Begin by familiarizing yourself with the different actions and conditions available for ConceptShare Workflows for Projects and Deliverables. Review how these options may complement your established COM process.
Order of Operations
Determine the order of operations (create folders, add Resources, add To-dos, create Reviews or Deliverables), and then determine when the Workflow should pause before going to the next item. This will define the different stages for your Workflow.
Stages, Transitions, Actions, and Conditions
ConceptShare will process actions inside a stage simultaneously. Any condition on an action will determine if it happens or not; it will not be reevaluated if the result is initially false. The conditions for a transition mean the workflow is held at that stage until the condition is found to be true before proceeding to the next indicated stage. For example, if you want your Workflow to create a Review after the To-do called "Upload Assets" is marked as completed, you will want a stage between them so that the condition assigned to the transition will not proceed until the To-do status is set to Completed.
- Previous Stage, which are the Workflow stages that have been created thus far
- Project Status, which are the three default Project statuses (with the option for equal or not equal to)
- Deliverable Status, which are the three default Deliverable statuses (with the option for equal or not equal to)
- To-do Status, which are the three default To-do statuses with the ability to specify the To-do and Deliverable codes (with the option for equal or not equal to)
- Review Status, which are the three default Review statuses with the ability to specify the Review and, if applicable, Deliverable codes (with the option for equal or not equal to)
- Time Check, which can be a specific date, an Offset Date Time (specify a number of minutes), or a Relative Date Time (select the day of the week from the drop-down list). It is measured against either the start of the item, the start of the specific Workflow stage, or the current date and time.
- Execute Script, which is a coded script that will be available for future updates
Test Workflows by manually clicking the steps in a Project or Deliverable to ensure the flow is fluid and complete. Remember to try to account for as much user variance as possible.
Once you have the order of operations outlined, you can create Workflows.