1. Click on the Workflows Module icon on the navigation menu / task bar.
2. Click on the ‘Workflows’ button.
# - The number of the individual workflow (if can be numerical, alpha numeric or alphabetised)
Name – The name of the individual workflow
Organisation – The organisation that the workflow belongs to
Department – The department that the workflow belongs to
Done – the number of completed workflows
Next Due – The date this workflow is next due
View – Look at the workflow in more detail / Edit the workflow
Start – Start this type of workflow
Workflow – Details of an individual workflow of this type ‘In Progress’
Started On – The date that the in progress workflow was started
Due On – The date that this workflow is due to be completed
Status – The status of this individual workflow
Once a template of a workflow has been created you can initiate several individual workflows based on the template. In which case the summary will display all of those workflows of that type that are at the in progress stage.
You can filter the view of the summary page by selecting the Organisation and, or departments from the dropdown lists at the top of the page.
Workflows within Centrik have three styles.
All-in one (checklist) – a list of items, each item has its own status value.
Step by step – a step by step list, each section has its own status and actions area together with its own status value for each step.
Step by step with assignment – a step by step list but with the ability to allocate steps to users, roles, or departments.
All-in One (Checklist)
1. From the Workflow summary landing page, click on the ‘+ Define new Workflow’ button
Identifier – How this checklist will be viewed from the summary page, it can be numerical, alpha numerical or alphabetical
Name – The name of the checklist
Description – The description of the checklist
Workflow Style – The style of the workflow (All-in One (Checklist), Step by step, or Step by step With assignment)
Editable – Is this workflow editable when its being used, can you add additional Sections, and items
Approval – Does this workflow require signing-off before it is marked as completed
Organisation – The organisation that this workflow belongs to
Department – The department that this workflow belongs to
Dashboard Summary – Do you want this workflow to appear on the homepage as a dashboard
Emergency Workflow – The ability to choose if this is an emergency workflow, if designated as an emergency workflow a shortcut button is placed on the homepage
Record Item Completion Times – The ability to record dates or date and times for each checklist item
Interval – Is this an Ad-hoc, or one-off workflow, or does it occur after a set period of time (selectable via the dropdown list)
Last Conducted – The date when the workflow was last completed
Next Due – If a timed interval has been selected the next due date for this workflow
Max Days to Complete – The ability to select a maximum number of days to complete this workflow
2. Enter in the details for this workflow template.
3. Click on the ‘Save’ button.
Upon saving an additional area is enabled titled Contents, this is where you can add in your checklist items.
4. Click on the ‘+ Add Section’ button
5. Input a Section number and section name.
6. Click on the ‘Add’ button to add in your checklist items (add as many items as require)
7. Enter the checklist item in second box.
8. Click on the ‘Renumber’ button, this will allocate each item within the workflow with a number.
You are able to allocate a step to the workflow owner via a checkbox, any items that are entered in the incorrect order can be moved by using the double ended arrow (dragging and dropping). Any items entered that are not required can be deleted by using the ‘X’ button for each item
9. Click on the ‘Save’ button.
After saving a ‘Details’ button is enabled for each step, you are able to add in attachments for each step (if required)
10. Follow the same steps to add in additional sections (if required)
Navigating back to the workflow definition just created you are able to see the Section Name and number together with the number f items within each section.
This template is ready to use, you can start a version of this workflow from within the workflow itself (clicking on the ‘Start workflow’ button or via the ‘Start’ button on the workflow summary page by the name of that workflow.
Step by Step
A Step-by-step workflow is created in the same way as an All-in One (Checklist), the style of the workflow is selected as step by step, otherwise it’s the same process.
This style of workflow allows you to decide if a step is required (mandatory) or optional. This is achieved by checking the ‘Required’ checkbox for that workflow step.
1. Click on the ‘+ Define new Workflow’ button
2. Complete the template as for All-in one (Checklist) but select Step By Step as the style
3. Click on the ‘Save’ button
4. Click on the ‘Add’ button within the Contents area to add your steps.
5. An option to make this step mandatory is available, select the check box under the Required area to make a step mandatory.
6. Click on the ‘Save’ button.
As with the All-in One (Checklist) there is a details button available for each step, by choosing the step-by-step style you have more selectable options available. This will allow you to add additional detail to this step alongside marking it as completed.
7. Click on the ‘Details’ button within a step
8. Click on the ‘Add’ button.
9. In the Data Field area add the text that you want to be displayed
10. In the Content area select from the dropdown list available
Text – A single line text box
Text (multi-line) – A multi line text box
Number – Ability to add a number
Date – Add in a date field that can be selecting via a calendar view
Risk Assessment – Add in a Risk Assessment
Meeting – Add in a Meeting
Workflow – Add in a Workflow
Audit – Add in an Audit
Selecting a Risk Assessment, Meeting, Workflow, or an Audit within this area enables an additional field.
The additional area allows you to link a pre-existing Assessment, Meeting, Workflow, or Audit to this step or choose from a template Risk Assessment, an existing meeting, workflow, or audit.
11. If this is a required step, tick the Required checkbox
12. If you wish to create multiple items you can select the ‘Allow Duplicates’ checkbox
Step by Step with Assignment
Step by step with Assignment is created in the same way as an All-in One (Checklist), and a Step-by-Step workflow, however in this style of workflow you have the ability to assign a step to an individual, a department, or a role.
If assigned a step the user doesn’t require any access rights within the workflows system access area, they will also only see their steps of the workflow.
1. Click on the ‘+ Define new Workflow’ button
2. Complete the template as for All-in one (Checklist) but select Step By Step with Assignment as the style
3. Click on the ‘Save’ button
4. Click on the ‘Add’ button within the Contents area to add your steps, for each step there is an additional area available titled UserRole, it is this area where you can designate a step or assign a step to a specific user, role, or department. (All users, roles, and departments have to be part of your organisations department hierarchy and a user part of the contacts module). If the Workflow Owner check box is ticked, this step will be allocated to the individual designated as the workflow owner when a workflow is started.
5. To add a user, start typing the users name and select from the available list, to select a role, start typing the word Role, and select from the available list, to select a department start typing the word Department and select from the available list.
There is also the ability to capture due dates after the start of the workflow, or the number of days before the end of the workflow. Dates are calculated based on the workflow start date.
6. To add in a date period, type in the number of days within one of the available Days Due After Start, or Days Due Before End boxes
As with the Step-by-step workflow there is a details button available to add further options for each step
7. Once all steps have been entered, users, roles, or departments assigned to the required steps, and any date periods enter, click on the ‘Save’ button.
It is also possible to add users, roles, or departments to individual workflows after they have started. Start the workflow and use the ‘Edit’ button to add in the UserRole information, these individuals will be notified via Centrik and via Email.