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Workflow Templates

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.  They also help to ensure compliance with the desired processes by automatically creating items, providing a pre-set nomenclature, or updating them based on certain conditions.  Workflows also allow you the control to pause, stop and restart them to ensure any exceptions can be easily managed by your Administrators.
 
 
Viewing Workflow Templates
 
To view or edit the Workflow Templates set up in your ConceptShare Account, click on the Cog in the top right corner and select Workflow Templates

 
 
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.

Determine the order of operations (create Folders, add Resources, add To-dos, create Reviews or Deliverables etc.)  Then determine when the Workflow should pause before going to the next item. This will define the different stages for your Workflow. 

Actions inside a stage will process simultaneously.  Any condition on an action will determine if it happens, or not; it won’t be re-evaluated 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 I want my Workflow to create a Review after the To-Do called “Upload Assets” is marked as completed - I want a stage between them so that the condition assigned to the transition won’t proceed until the To-Do Status = Completed.  

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 begin to create Workflows.
 
Creating a new Workflow Template


 

 
Click on the Add Workflow button, for either Deliverable or Project and the Add Workflow Dialogue will appear.
 

 
Name your Workflow, provide a description and set the initial stage.  If you wish to change this information later, click Edit Workflow on the left side.

Stages

Your Workflow begins with the first stage pre-populated as “Initial Stage”.  To rename it, click inside the Name field and type a new one. Add a Description.  Click on the Save button.


Workflow Stages are created by clicking the + symbol in the top centre of the dialogue box. The Stage Name and Description options appear on the left.  Click on the Save button when done.  Continue creating Stages as needed.
 

Transitions

Click on the chevron to the right of the name of the Stage and select Add Transition. In the drop down on the right, choose the Stage that will follow this one.  You can add more than one Transition to each Stage.  We will return later to add Conditions to the Stage Transitions to govern them.


 
Actions
Again click on the chevron to the right of the name of the Stage you want to work on and select Add ActionNOTE: it is important to open the correct Stage because items can be moved up or down inside their stage once they are created, but cannot be moved outside of their Stage. 



On the right, in the Type field, there is a drop down lists of Actions: Send Email, Set Project Status, Create To-Do, Set Deliverable Status, Add Project Resource, Remove Project Resource, Set Deliverable Phase, Create Review, Lock Assets, Create Folder, Execute Script, and Create Deliverable.
 
For all Actions the first step is to name the Action, this name will appear in left hand side of the Workflow.
The last step is to click on the Save button at the bottom right.
 
Send Email:
                Recipient: Begin to type an email or name to pull up a Team, Resource, or Role for the account to click on, or add an email that is not part of the account and click Add Email Address
                Subject: Ensure clarity in the subject as to why this is being received and avoid phrasing that is typically flagged by spam filters.
                Body: This is the content of the body of the email in text format
 
Set Project Status:
                Project: In the dropdown select Current Project, or choose the name of an existing project.
                Status:  Choose in the dropdown from Not Started, In Progress, or Completed.
 
Create To-Do:
                Name: Enter the name of the To-Do as it will appear in the To-Do Dashboard
                New To-Do Code: The code will auto populate, but it is valuable to edit it (by at least two or three characters) so that a naming change in the  project using the workflow doesn't alter the code.
                Instructions: Enter the instructions for the steps the assignee is to take.
                Status: Choose an initial status from Not Started, In Progress, or Completed.
                Assign To-Do: Begin to type an email or name to pull up a Team, Resource, or Role for the                 account to click on, or add an email that is not part of the account and click Click to Invite to                 create the resource.
                Deliverable: Defaults to Deliverable Code in a Project Template or in a Deliverable Template                choose from the dropdown options of Current Deliverable, Current Project,  or Deliverable Code.
                Deliverable Code: Enter the code for the deliverable here.
                Due Date: Select the due date if it will always be identical every time this workflow is run.
                Due Date time span (Days): If the due date should be relative to when this To-Do is created                 enter a time span for the due date.  For instance 3 will make the To-Do due three business days                 after this part of the workflow creates the To-Do.
                Reminders: Add up to four reminders to help ensure the To-Do is completed on time.  If the item                has already been completed the reminders will not fire.
 
Set Deliverable Status:
                Deliverable: Defaults to Deliverable Code
                Deliverable Code: Enter the system generated code for the deliverable here.
                Status: Choose a status from Not Started, In Progress, or Completed.
 
Add Project Resource:
                Contact: Begin to type an email or name to pull up a Team, or Resource for the account to click                 on, or add an email that is not part of the account and click Click to Invite to create the resource.
                Role: In the dropdown choose the name of an existing project role.
                Project: In the dropdown select Current Project, or choose the name of an existing project.
 
Remove Project Resource:
                Contact: Begin to type an email or name to pull up a Team, Role, or Resource for the account                 and click on it to select it.
                Project: In the dropdown select Current Project, or choose the name of an existing project.
 
Set Deliverable Phase:
                Deliverable: Defaults to Deliverable Code
                Deliverable Code: Enter the code for the deliverable here.
                Phase: From the dropdown select a Phase from those pre-created.
 
Create Review:
                Name: Enter the name of your review
                Code: The code will auto populate, but it is valuable to edit it (by at least two or three characters) so that a naming change in the  project using the workflow doesn't alter the code.
                Instructions: Enter the instructions to be used by the reviewers
                Project: In the dropdown select Current Project, or choose the name of an existing project.
                Deliverable: In the dropdown select Current Deliverable, None, or Deliverable Code.  *If Deliverable Code is selected a new box to enter the Code will appear below.
                Defer responses require other resource to review: defaults to No.  Set this to yes if  you want users to identify an alternative Resource to assign to the Review if they decide to Defer. Their response will then be needed to complete the review.  Otherwise leaving this box No indicates their deferral means that they are agreeable to letting the other reviewers determine the approval or rejection of the asset(s) in this review. 
               Review Comments Only: Yes or No, this limits the visible comments to only comments made                 during this review
                Allow Feedback: Yes or No, this limits the option for reviewers to make comments
                Auto Approve Rule: Off or If Everyone Approves.  If If Everyone Approves is selected and all                reviewers indicate approval the review will be marked as status Completed and if any Tags were                 indicated to be applied on approval they will be appended to the asset.
                Due Date: Select the due date if it will always be identical every time this workflow is run.
                Due Date time span (Days): If the due date should be relative to when this Review is created enter a time span for the due date. For instance 3 will make the Review due three business days after this part of the workflow creates the Review.
                Reminders: Add up to four reminders to help ensure the To-Do is completed on time. If the item has already been completed the reminders will not fire.
                Asset Filter Data: Click Update to set this. You can then filter to select the assets that will be attached to this review based on Name, Description, Folder, Review Code, and Tags.  

Click on the Save button once the criteria has been entered.  It is important to remember that these filters are actioned with an AND criteria. So if you specify tags Photo, June, the asset will need to have both tags applied in order for it to be added to this review.

                Tags Appended to an Asset on Approval: Once the asset is approved these (searchable) tags will be added to the asset. Common tags include: Approved, Finalized, or Authorized in addition to other tags to help identify the asset.
                Resources: Begin to type an email or name to pull up a Team, Resource, or Role for the account to click on, or add an email that is not part of the account and click Add Email Address
 
Lock Assets:
              Asset Filter Data: Click Update to set this.  You can then filter to select the assets that will be chosen based on Name, Description, Folder, Review Code, and Tags.  Click Save once the criteria has been entered.  It is important to remember that these filters are actioned with an AND criteria.
              Lock Assets: Check the checkbox to Lock the Assets, Uncheck to unlock the Assets. Locked assets can’t have further feedback or replies added to them.
 
Create Folder:
              Folder Name: Choose a folder name
              Create Folder in: In a Project Template, select from the dropdown Current Project, Parent Name or Parent ID.  In a Deliverable Template the options will be Current Deliverable, Parent Name, Parent ID.  For either type of workflow when Parent Name or ID is selected a new box will appear for you to enter the appropriate text. 
 
Execute Script: *Future enhancement not currently enabled.
              Script: From the Dropdown select the script name to execute
 
Create Deliverable:
              Deliverable Name: Enter the name of the Deliverable as it will appear in the Deliverable Dashboard
              New Deliverable Code: The code will auto populate, but it is valuable to edit it (by at least two or three characters) so that a naming change in the  project using the workflow doesn't alter the code.
              Project: In the dropdown select Current Project, or choose the name of an existing project.
              Status: Choose a status from Not Started, In Progress, or Completed.
              Owner: Begin to type an email or name to pull up a Resource for the account to click on, or to add an email that is not part of the account and click Add Email Address to create the new resource.  If not chosen the workflow will select the name of the Owner of the Project.
              Description: Provide a description of the purpose and scope of this deliverable.
              Tags: Tags are searchable fields in ConceptShare, apply any specific to this deliverable.
              Viewable by All: Check this box if all resources on the project should be able to view this deliverable, if it is unchecked, only resources assigned to this deliverable will be able to view it.
              Phase Group: From the dropdown select a Phase Group from those pre-created.
              Phase: From the dropdown select a Phase from those pre-created.
              Start Date: Enter a specific Date from the calendar to be used
              Start Date time span: If the start date should be relative to when this Review is created enter a time span for the due date, measured in Days. 
              Due Date: Select the due date if it will always be identical every time this workflow is run.
              Due Date time span (Days): If the due date should be relative to when this Review is created enter a time span for the due date. 
              Workflow Template: From the dropdown select a Deliverable Workflow Template from those pre-created.
 
Conditions


Click on the chevron to the right of the Transition, or Action name you want to work on and select Add Condition.   

Conditions on transitions will cause the workflow to wait at that stage until the condition has been satisfied. Conditions on Actions will determine if the action happens, or not based on whether the condition is found to be true when that stage is run.
 


On the right, in the Type field there is a dropdown list with all of the available Conditions:
For all conditions the last step is to click on the Save button.
 
Transitions: Allows progress to the indicated stage based on:
Actions: Allows execution of the action when the workflow stage fires based on:
                Previous Stage: These are the Workflow Stages that have been created thus far.
                Project Status: The three default Project Statuses (with the option for equal or not equal to) on either the current or a specified Project
                Deliverable Status: The three default Deliverable Statuses (with the option for equal or not equal to)
                Deliverable Phase: The customized Deliverable Phases created in Settings and will also let you specify which Deliverable Code to leverage.
                To-Do Status:  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: 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: Either a specific Date (select from the calendar), an Offset Date Time (select a number of minutes), or a Relative Date Time (select the day of the week from the drop down). This is measured against either the Start of the Item, The Start of this Workflow Stage, or the Current Date and Time.
                Execute Script: A coded script that will be available in future updates.
Save
 


Congratulations!

You can now set up Workflow Templates in ConceptShare. Always be sure to test your workflows to ensure that all functions perform as expected.  With Workflows established in ConceptShare this will make sure that the processes you establish will be executed more accurately and with less manual intervention needed to achieve your goals.


Further Reading:

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