What are Workflows?
Workflows allow your employees to fill in reports, forms, checklists, requests, and more, all from their mobile app. Gone are the days of filling out paperwork using pen and paper and storing them in the file cabinet. Using Workflows will improve compliance, standardize operational procedures for your employees, and move your business forward. With Connecteam's Workflows, everything is digitalized and accessible on the go. Importantly, Workflows do not only allow you to gather important information from your users, rather they can also assist you with the following:
- Information Gathering
- Information Analysis & Feedback
- Overseeing Execution
In order to collect information from your users, we must begin by creating our workflow. You can create a Workflow by starting from scratch or selecting an already existing template. Whether you create a new or edit an existing one, you can choose various 'building blocks', like free text, multiple-choice, image uploads, documents scanner, digital signature, GPS location stamp, and much more so that you can capture all the necessary information. With a variety of fields to choose from and a mobile preview on the right, creating a beautiful form for your users has never been easier. Below is a guide explaining how to create a workflow:
Step 1: To begin creating your workflow click on add new and select either "Start From Scratch" or "Use a Template". For this example we will start from scratch. Don't forget to name your Workflow!
Step 2: After naming the Workflow, click on any of the objects on the left side of the screen to start adding fields to your Workflow. In the example below, we will be adding a task field that can be found on the left side of the screen which will populate on the mobile preview on the right.
Pro tip: When creating your Workflow, you are able to make a field required, meaning employees will not be able to complete the Workflow without filling out that field. An example would be a daily task list where you want to make sure that your users are not missing out on completing any tasks. The rule of thumb should be: if the information is crucial for you, make sure to set the field as required.
Step 3: When your Workflow is complete, make sure to take another look at the mobile preview to make sure it looks good and that you are capturing all the necessary information. When you are satisfied with your Workflow, click on save changes to assign it to your users.
Pro tip: If you need to make any changes, you can always move around fields or edit them by simply clicking on them.
As your employees submit the Workflow, their entries are being saved and documented on your dashboard and can be accessed whenever you need them. The dashboard also helps to distinguish between entries, see response time, export all information to Excel or PDF files, track activity for each employee, send custom push notifications, and more.
See all entries by clicking on 'Show Entries'. You can also set your Workflow settings, edit the Workflow, edit the assignment, or archive the Workflow, by entering Options.
Information Analysis & Feedback
Now that your Workflow has been created, your users are able to fill them out for you to review and provide feedback. Let's dive into our user entries by clicking on "Show Entries". This is where we will be able to analyze all of our entry submissions and provide feedback to our users.
Within the entry submission screen, you are able to do a variety of actions. For instance, with the advanced filtering capabilities, you can easily filter for any field that you had previously created, making sure that you are able to acquire the right information at any time.
If you scroll all the way to the right, you will also be able to see your Statuses & Notes. This is where you as a manager will be able to add information to an entry, either internally or externally as user feedback. For instance, you can notify members by tagging them, sign off entries, add a status field, a specific note and more! By clicking on the plus sign you can choose from a variety of fields depending on the situation.
All columns can be customized by clicking on them and changing the text. Moreover, when changing a status for one of your users, a push notification is sent to them to keep them posted on a status change or comment made to their entry. In practice, it means your employees can know what their vacation request status is, if their service order was completed, if their expenses reimbursement form was approved etc.
Pro Tip: We highly encourage adding status & note fields to provide feedback to your users. From our experience, providing feedback acts as positive reinforcement and leads to higher Workflow submission rates.
Of course, the entry submission screen also allows you to look at each individual submission and download them individually as a PDF as shown below or you can select a few submissions and download them in bulk.
We've shown you how easy it is to gather information, analyze it, and provide your employees with valuable feedback based on the information they have submitted, but how do you actually make sure that employees actually submit the Workflows?
Connecteam allows you to track which employees have submitted the Workflows and which have not by using the "Filter" button at the bottom of your Workflow page. Importantly, you can follow up with employees that didn't submit an entry by checking the box next to their name and using the "Notify" feature, that will allow you to send them a customized notification, reminding them to fill it out:
Apart from sending reminders, on the advanced plan you also have the ability to create automatic workflow reminders that are sent out to your users on specific days, at specific times, ensuring that your Workflows are filled out on time!
Additional Workflow Resources:
- You are also able to set up the sharing options for your Workflows within the Workflow settings, making sure that the Workflow submissions are shared with the right people in your organization.
- Similarly, on the expert plan you are able to create automatic workflow reports for each of your Workflows that are sent out at specific times, based on specific criteria.
- Some users prefer to have several workflow folders. Just keep in mind that you can move workflows between folders in case you need to.