Flow management is one of Izzyplan's brightest features!
With it, you can automate the management of all your company's processes such as: Purchasing, Sales, Support, Requests, etc.
The Flow management module automates the creation of routine tasks, allows the connection of the requestor (who can be your client or collaborator), those responsible for executing the demands, the distribution of tasks and the management of deadlines.
In this tutorial we will create a Purchase flow as an example, with the following steps:
- Request
- Budget
- Approval
- Purchase
- Canceled
- Delivery
The concept of Deliverables and Tasks
In Flows we have two types of activities: Tickets and subtasks.
Tickets will go through the steps and for them to be carried out, subtasks linked to it can be registered.
Creating flow
To create a Workflow, access the system with the Administrator profile.
In the main menu on the left, click on Flows
Then click on the “New process” button.
A window will open with the flow settings.
Choose the “Flow” option and click “Next”.
General Settings
For settings, the window below will be displayed.
In the "Job name" field, define the name "Purchases".
Make a brief comment in the "Description" field.
Click “Next”.
Participants
Participants are all users who will have access to the Flow, whether they are Administrators, Collaborators or Stakeholders.
To enter a user or team, search and select in the "Team or user to add" field.
Then click “Next”.
Izzyplan has some pre-defined Flow step models.
You can use a template and change it later, or you can create a new one.
Let's create a new one.
Click "Create new".
Phases
Here you will be able to register and configure all steps of the Flow.
This is the main configuration of a flow.
Let's start by configuring all the steps. One of them we will define some rules and automations.
Following the previous step, the screen below will be displayed.
Click "Add step".
Tip: You can also "Select existing steps" to speed up setting up new flows.
In the window that will open, we have the settings for the Step that is being created.
Let's create the "Request" step, which is the first step.
Fill in the fields as follows:
- NAME: Request
- TYPE: New
- %CONCLUSION: 0
- COLOR: Put the color Orange
- DURATION: 0
Understand the step settings:
1.
NAME - Name of the step.
two.
TYPE - For the system to understand the status of the process, you will need to define the type of state. Options are available:
2.1.
New
2.2.
In progress
2.3.
On pause
2.4.
Completed
2.5.
Canceled
3.
% COMPLETION - Here you can define, in percentages, how close the tasks in this stage are to being completed.
4.
COLOR - Use colors to facilitate identification of the steps in the system.
5.
DEADLINE DURATION - Tasks that reach this stage will receive a deadline to be completed if you define a value in this field, that is, if you enter 5 in this field, the system will give a deadline of 5 days for the tasks to be completed like this who undertake this stage.
6.
TEAMS AND MEMBERS - You can define people or teams who will have the power to perform or change the tasks at this stage. If no people or teams are added, everyone with access to the project can change or edit tasks at this stage.
If you add a person and set them as "Responsible", the task will be automatically assigned to them when they take this step.
7.
FORM - You can add Dynamic Forms to a Flow step to collect additional information. You can add the same form in one or more steps or add different forms.
When adding a form to the step, you can define it.
7.1.
If it will be for:
·
Inclusion - The fields will be available for mandatory completion.
·
Collaboration - The fields will be available for non-mandatory filling.
·
Preview - The fields will only be available for viewing.
How it will be viewed:
·
Task Body - Displays the form in the body of the task window.
·
New Window - Displays a button to open the form in a new window.
8.
AUTOMATIC TASKS - When a Deliverable takes this step, the system can automatically create successor tasks that need to be performed. When creating automatic tasks, you can define:
8.1.
Task title
8.2.
Category
8.3. Description
Let's continue!
When you add the first step, it will be displayed in the diagram.
Drag the step cards on the diagram so they are organized.
Do the same process with other steps.
Create with the following settings:
·
Budget - Type: In progress | Blue color
·
Approval - Type: In progress | Purple color
·
Purchase - Type: In progress | Pink color
·
Canceled - Type: Canceled | Red color
·
Delivery - Type: Completed | Green color
You can view your flow as Diagram:
As list:
To configure the inputs and outputs of each step, you will need to be in “Diagram” view mode.
Click on the step exit you want. A dotted arrow will appear, take it to the blue arrow to enter the stage you want.
Soon, a blue arrow will appear following each step.
Once ready, it will look like this:
This way, Requests will necessarily go through this flow. You will be able to change the flow and redraw it at any time.
After completing these settings, click “Next”.
Automation
The next setting is the “Automation” tab where you can automate the creation of tasks in your flow by receiving emails.
The following step is not mandatory, you can skip this tab by clicking “Next”.
Exhibition
You can define which task information will be displayed for each User Profile in the system.
The following window will be displayed:
Choose what information will be displayed. Click “Save and Close”:
Ready!
We have a complete Flow configured to organize and optimize purchase requests in your company.
This same configuration process can be used to define any flow.
