Creating a Workflow

⚠️ Before creating a Workflow, you need to know exactly how your Rollout process should look like:

  • What are the statuses of your Clients during the Rollout?

  • For each of these statuses, which work steps are required in order to complete it?

  • Who is responsible for working on these steps?

  • Do you need different or additional work steps for individual client (groups)?

Defining the Statuses

Clients can move back and forth between the statuses of your Workflow.

The following two features will access the statuses you have defined, please take them into consideration before setting up your workflow:

The entire relationship to other features can be seen here.

To create a Workflow, please go to Settings -> Workflows and click on "Create Workflow".

The statuses are the foundation of your Workflow and represent the states of your Clients. Here is an example of a simplified Workflow:

We have 3 statuses: Staging, In Delivery and Completed.

In the next step, we need to assign Checklists to each of our statuses. As you can see, the last status can not have any Checklists as it is reserved for the final status of your Clients where no action should be necessary anymore.

Assigning the Checklists

In order for a Client to advance to the next Workflow status, all Checklist steps of the current status must be completed.

As a Rollout Manager, you are able to force-complete the status by clicking on the next status button on the and confirming your action in the popup.

If you have not created any Checklists yet, please save your Workflow draft and visit the following page:

Creating a Checklist

Inside a Workflow status, a Checklist can only occur once.

In our example, we will use:

The persistent Checklist will be highlighted if the persistency is applied. Also, conditional Checklists have a warning triangle in front of them. By clicking on it, the defined conditions are shown.

Staging Checklist

In the Staging Checklist, we are referencing some Custom Fields in the steps:

  • "Install operating system"

    • During the import, the Custom Field Operating System will be filled with the information from our device database

    • Purpose: When opening the Checklist, the technician will then automatically see the name of the pre-defined operating system & version to install

  • "Retrieve MAC address"

    • Here the technician is asked to retrieve the MAC address of the device he is about to prepare

    • Purpose: To store the value in the Custom Fields of the Client to retrieve it later

  • "Install software"

    • During the import, the Custom Field Software will be filled with the information from our device database

    • Purpose: When opening the Checklist, the technician will then automatically see the names of the pre-defined software packages to install

Like this, we can sync certain Custom Fields with Checklist step values without having the technician to open up a different view or tab.

Back-up Checklist (Persistent)

The goal of our Back-up Checklist would be, to assign it to a Client user and let them know which steps to take care of before the technician replaces their device. As a persistent Checklist, it will allow us to advance in the Workflow without being completed, as long as the next status still has it assigned.

For the step "Browser bookmarks are exported" a step-by-step description was added by clicking on the gray document button on the right. It will be shown down below.

Because it is a persistent Checklist that is part of all of our statuses, the Client user has time to work on the Back-up Checklist throughout both statuses, and it will not block us from moving from Staging to In Delivery.

However, before the Client can move from In Delivery to Completed, it must be finished.

Delivery Checklist

This will be the Checklist for our technicians to deliver the device.

It has two special steps:

  • "Select accessories the user has chosen"

    • Type: Custom Field - linked to Accessories

    • Purpose: Shows the linked Custom Field to interact with. The selected options will be also shown on the Fields Tab on the and on the Delivery Sheet. Depending on the selection, our conditional Accessories Checklist will show up.

  • "Let client user sign the Delivery Sheet"

    • Type: Delivery Sheet

    • Purpose: Shows a button which opens the Delivery Sheet on click. It is required to be signed in order for the Checklist step to be completed.

Accessories Checklist (Conditional)

In case the Client user has received certain accessories during the delivery, we want to show an additional Checklist. Depending on the selected options of the Accessories Custom Field which is part of our Delivery Checklist, we will show additional work steps for our technicians to be completed.

Why a conditional Checklist?

In our example, the customer asked the Rollout crew to let Client users who do not have a Lead Role (Client Group VIP) sign a "Pen agreement" if they want to get a Touch-Pen with their new device. The agreement states that they must pay a fee in case of loss.

The technicians will ask them during delivery and have to register their choice in our Delivery Checklist through the Custom Field Accessories.

So, we want our Checklist to only show up for Clients that

  • got the option Touch-Pen for the Custom Field Accessories

  • and that are NOT in the Client Group VIP

Here we combined a Custom Field rule Accessories with the value Touch-Pen with another group through AND. The other group says that the Client Group VIP must NOT be present. If the whole condition is met, the Checklist will be shown for that Client. If a group only has one rule (second, dark gray group in the image) the AND / OR buttons have no effect.

How our Workflow example will look in use

TBD

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