Workflows

Workflows are structured processes that guide you through specific tasks and procedures within your organization. They ensure consistency, compliance, and efficiency in completing work activities.

Understanding Workflows

What are Workflows?

Workflows are step-by-step processes that:

• Guide you through specific tasks
• Ensure consistent procedures
• Track progress and completion
• Maintain quality standards
• Provide audit trails

Types of Workflows

Task Workflows

• Standard operating procedures
• Quality control checklists
• Safety protocols
• Training modules

Approval Workflows

• Request approvals
• Document reviews
• Time-off requests
• Expense submissions

Process Workflows

• Multi-step procedures
• Handoff processes
• Escalation procedures
• Compliance workflows

Reporting Workflows

• Data collection
• Status updates
• Incident reporting
• Performance reviews

Accessing Workflows

Workflow Dashboard

1. Navigate to Workflows: Click "Workflows" in the sidebar
2. View Assigned Workflows: See all workflows assigned to you
3. Check Status: Review workflow progress and deadlines
4. Access Details: Click on workflows to view details

Workflow States

Active Workflows

• Currently in progress
• Require your action
• Have pending steps
• Need completion

Pending Workflows

• Waiting for prerequisites
• Scheduled for future start
• Awaiting approvals
• On hold status

Completed Workflows

• Successfully finished
• All steps completed
• Approved and closed
• Available for review

Overdue Workflows

• Past deadline
• Require immediate attention
• May need escalation
• Risk compliance issues

Executing Workflows

Starting a Workflow

1. Select Workflow: Click on an assigned workflow
2. Review Instructions: Read the workflow description and requirements
3. Check Prerequisites: Ensure you have necessary resources
4. Begin Execution: Click "Start Workflow" or "Continue"

Workflow Interface

Step Navigation

• Progress Bar: Shows overall completion percentage
• Step List: Displays all workflow steps
• Current Step: Highlighted active step
• Navigation Buttons: Move between steps

Step Types

• Information Steps: Read and acknowledge information
• Input Steps: Provide data or responses
• Decision Steps: Make choices or selections
• Action Steps: Perform specific tasks
• Review Steps: Verify previous inputs
• Task Schedule Steps: Complete one or more tasks that may include photo evidence and automated verification

Completing Steps

Information Steps

1. Read the provided information carefully
2. Click "Mark as Read" or "Acknowledge"
3. Proceed to the next step

Input Steps

1. Fill in required fields
2. Upload documents if needed
3. Validate your entries
4. Save and continue

Decision Steps

1. Review available options
2. Select appropriate choice
3. Provide justification if required
4. Confirm your decision

Action Steps

1. Perform the specified task
2. Document completion
3. Provide evidence if required
4. Mark as completed

AI Verification (Disclosure)

Some task steps may use automated verification to assess photo or text submissions and provide quality scores or feedback. In certain cases, your submissions may be processed by a third‑party AI service provider for the sole purpose of verification. No permanent storage of verification images is performed by the service, and communications are encrypted. Your organization administrators control whether automated verification is enabled for a given task.

Workflow Features

Progress Tracking

Visual Indicators

• Completed Steps: Green checkmarks
• Current Step: Blue highlight
• Pending Steps: Gray indicators
• Skipped Steps: Yellow warnings

Progress Metrics

• Percentage completed
• Steps remaining
• Estimated time to completion
• Deadline countdown

Collaboration Features

Comments and Notes

• Add comments to steps
• Communicate with supervisors
• Document decisions
• Share insights

Handoffs

• Transfer workflow to colleagues
• Assign specific steps to others
• Track handoff status
• Maintain accountability

Approvals

• Submit for supervisor review
• Track approval status
• Receive feedback
• Make required revisions

Documentation

Attachments

• Upload supporting documents
• Attach photos or videos
• Include reference materials
• Maintain evidence trail

Audit Trail

• Track all actions taken
• Record timestamps
• Document user interactions
• Maintain compliance records

Workflow Management

Prioritizing Workflows

Priority Levels

• High Priority: Urgent, immediate attention required
• Medium Priority: Important, complete within timeframe
• Low Priority: Standard, complete when convenient

Sorting Options

• By deadline
• By priority
• By progress
• By assignment date

Time Management

Deadline Tracking

• View all deadlines in calendar format
• Receive deadline reminders
• Track time remaining
• Plan workflow completion

Time Estimation

• See estimated completion times
• Track actual time spent
• Improve time planning
• Improve workflow efficiency

Workflow History

Completed Workflows

• Review past completions
• Access historical data
• Learn from previous executions
• Reference completed work

Performance Metrics

• Completion rates
• Average completion times
• Quality scores
• Improvement trends

Mobile Workflow Management

Mobile Features

On-the-Go Access

• View assigned workflows
• Complete simple steps
• Upload photos and documents
• Receive notifications

Offline Capability

• Work without internet connection
• Sync when connection restored
• Save progress locally
• Continue seamlessly

Mobile-Optimized Steps

• Touch-friendly interfaces
• Camera integration
• Voice input options
• GPS location capture

Mobile Best Practices

• Download workflows for offline access
• Use camera features for documentation
• Enable notifications for deadlines
• Sync regularly when online

Troubleshooting

Common Issues

Workflow Won't Start

• Check prerequisites are met
• Verify you have necessary permissions
• Ensure workflow is properly assigned
• Contact supervisor if issues persist

Can't Complete Step

• Review step requirements carefully
• Check for required fields
• Verify file upload requirements
• Seek help from colleagues or supervisors

Lost Progress

• Check auto-save functionality
• Look for draft versions
• Contact technical support
• Document lost work for recovery

Technical Errors

• Refresh the page or restart app
• Check internet connection
• Clear browser cache
• Report persistent issues

Getting Help

Workflow Support

1. Built-in Help: Look for help icons and tooltips
2. Supervisor Guidance: Contact your direct supervisor
3. Peer Support: Ask colleagues who've completed similar workflows
4. Technical Support: Report system issues
5. Training Resources: Access workflow training materials

Best Practices

Efficient Execution

Preparation

• Review entire workflow before starting
• Gather necessary resources and information
• Plan time for completion
• Understand requirements clearly

Execution

• Follow steps in order
• Complete thoroughly and accurately
• Document decisions and actions
• Seek clarification when needed

Quality Assurance

• Review work before submission
• Double-check required fields
• Verify attachments and uploads
• Ensure compliance with standards

Time Management

Planning

• Schedule workflow completion time
• Break complex workflows into sessions
• Prioritize by deadline and importance
• Allow buffer time for unexpected issues

Execution

• Focus on one workflow at a time
• Minimize distractions
• Take breaks for complex workflows
• Save progress frequently

Collaboration

Communication

• Use comments for clarification
• Communicate delays promptly
• Share insights with team members
• Provide constructive feedback

Teamwork

• Coordinate with colleagues on shared workflows
• Respect handoff timelines
• Support team members when needed
• Share best practices

Workflow Analytics

Personal Metrics

Performance Tracking

• Completion rates
• Average completion times
• Quality scores
• On-time delivery rates

Improvement Areas

• Identify bottlenecks
• Recognize patterns
• Set improvement goals
• Track progress over time

Learning and Development

Skill Building

• Identify skill gaps through workflow performance
• Request additional training
• Practice with training workflows
• Seek mentorship opportunities

Career Growth

• Demonstrate competency through workflow completion
• Take on more complex workflows
• Lead workflow improvements
• Share expertise with others

Compliance and Quality

Regulatory Compliance

Understanding Requirements

• Follow all regulatory guidelines
• Maintain required documentation
• Meet compliance deadlines
• Report compliance issues

Audit Preparation

• Keep detailed records
• Ensure workflow completeness
• Maintain evidence trails
• Be prepared for reviews

Quality Standards

Maintaining Quality

• Follow established procedures
• Meet quality benchmarks
• Continuous improvement mindset
• Learn from feedback

Quality Metrics

• Accuracy rates
• Completeness scores
• Timeliness measures
• Customer satisfaction

Workflows are essential tools for maintaining consistency, quality, and compliance in your work. Master their use to improve your efficiency and contribute to organizational success.