1. From the Workflow summary landing page, click on the ‘+ Define new Workflow’ button
You are directed to a Workflow Definition page containing two sections, the first section relates to the type of workflow that you are going to create, if its editable, does it require sign-off plus any details regarding a workflow owner and organisation / departmental details. This will form your workflow template that can be used repeatedly.
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
Workflow Owner – The ability to add a workflow owner for this workflow type, its optional when creating and workflow owners can be added upon starting anew workflow
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
2. Complete the workflow details section
The last section to complete is the Timing section.
Interval – Is this an Ad-hoc, or one-off workflow, or does it occur after a set period (selectable via the dropdown list)
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.
3. Enter in the details for the timing section
4. Click on the ‘Save’ button.
Upon saving an additional area is enabled titled Contents, this is where you can add in your checklist items via sections and items, or steps within those sections.
5. Click on the ‘+ Add Section’ button
6. Input a Section number and section name
7. Click on the ‘Save’ button
We are now ready to add in steps to this created section.
8. Click on the ‘+ Add step’ button to add in your checklist items (add as many items as require)
9. Enter the checklist item in second box.
10. Click on the ‘Renumber’ button, this will allocate each item within the workflow with a number.
You can 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 six dots at the end of each item line and the dragging and dropping into the correct position. Any items entered that are not required can be deleted by clicking on the ‘Dustbin / Delete’ button for each item.
If reordering steps or deleting steps use the ‘Renumber’ button to reorder the numbering so that it reflects any changes.
11. 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)
Clicking on the details button allows you to drag and drop in any attachments. You can view the attachment by clicking on the ‘Details’ button or download the attached document using the ‘download’ button.
12. Add in as many sections and items within those sections as required.
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 of 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.