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Supporting simultaneous voting of several people

One process that is common to many organizations is the Approval or Voting carried out by a Committee, Meeting of Shareholders or Board of Directors. There are many ways to carry out the voting (by email, forms, meetings or phone calls), but few of them are really efficient, many times delaying the decision-making process.

In this post, we will describe a process that can be easily set up in Flokzu to ensure and facilitate the simultaneous voting of several people.

Let’s think of 5 voters (in this example, members of a committee). We want all of them to vote -without knowing what the others have decided- and we also want that the process can’t move forward unless everyone has voted.

Modeling this process in Flokzu would look like this:

1. Define 5 form fields in which the name of each voter will be selected. These fields must be of the combo-box type. If the voters are fixed (are not chosen in each voting instance), this step is not necessary.
2. Then define 5 fields of the Yes/No type to cast votes (Vote 1, Vote 2… Vote 5, etc). The form should look like this:

3. Use an inclusive gateway to divide the flow in 5 paths.
4. Create 5 tasks: ‘Receive Vote 1’, ‘Receive Vote 2’... ‘Receive Vote 5’. It should look like this:

5. In each of the tasks, you must assign the proper voter (through the combo-box field ‘Voter 1’ if it was used, or just the username that must vote). If you used the combo-box type field we described in step 1 for the voters, then the task will look like this:

6. Join the 5 paths again using another inclusive gateway. In this way, the process will ‘wait’ until it has received the 5 votes.
7. In the “Visibility settings’, define the visibility for the Vote type fields (Vote 1, Vote 2… etc.) In the task ‘Receive Vote 1’, you should only select the field ‘Vote 1’ as required, and the same for the rest of the tasks.

8. If you experience delays in receiving some of the votes, you can set up timers for each ‘Receive Vote X’ task. You should use non-interrupting timers (dotted line), so that the task can remain ongoing even if the reminder is sent. Example:

Updated on: 25/10/2018

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