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Process Set Up
Concepts to help you set up your business processes.
How to link processes?
Usually business processes are linked and some depend on others. Once the Recruitment process is completed, the Induction and Training process begins. Upon completion of a sale, the Invoicing process has to be launched. And like these, there are many more examples. The advantage of modeling processes independently and interconnecting them is that you can measure them separately. You can know exactly how long it takes to complete each one and get individual metrics. In addition, the modeling is
How to set up the 'Process Form'?
You can imagine the form as the group of fields that contains data and travels among the different members of your organization to complete the tasks of a process. This field structure (the form) allows you to gather the necessary information during all the stages of a certain process. For example, if we wish to design a ‘Recruitment and Hiring’ process for our organization, it would be useful to add the following fields: Name of Candidate Surname of Candidate Email of Candidate Attach
What is a 'Public Form'?
A public form is a type of form that any person can view and complete, even those who are not active users of your organization, that is, users who do not have a Flokzu account. After creating a process, you may establish it as a public form if you wish to, so that any person with the link to your form can launch your process. To set up a public form, go to “Process Settings” as shown in the image below. !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a318
What is a 'workflow'? Basic elements
The ‘workflow’ is associated to a business process. It defines the structure of the tasks that conform a particular process, who makes them, in which order, how they are related (in sequence or in parallel), as well as all the other aspects that will define the operation of the process. Accordingly, each process of your organization (e.g. “Recruitment and Hiring”, “Office Supplies Request”, “Document Approval”, etc.) will have its particular workflow, which you will need to design from scratch
What is 'Zapier'? Integrating Flokzu with Zapier
What is ‘Zapier’? Zapier is a tool that allows you to link web applications (such as Salesforce, Dropbox, Gmail and Flokzu) in a simple way, so as to exchange information between them automatically. You can link apps (known as creating a ‘Zap’) by selecting one of them as the ‘trigger’ (the one that provides the information), and another app as the ‘action’ (the one that performs some action with the information received). How does the Flokzu-Zapier integration work? The Flokzu-Zapie
Importing, exporting & cloning processes
Often different processes have similar structures and it is useful to reuse the configuration. In these cases you can clone the original process and edit the copy. It can also be useful when you want to make modifications to a process, but you don’t want to mess up the original one. Cloning a process To clone a process, go to My Processes (only visible to Administrators and Business Analysts). There, add the following parameter to the end of the URL: ?export=true and press Enter. ![
How to assign due dates to tasks?
Time management is very important in BPM, because it allows you to set due dates for the tasks that should be completed. If your organization has many users and the tasks to be completed by each one are diverse, it is preferable to set due dates to make sure that each task be completed in due time and manner. Read below how you can assign due dates to your organization’s tasks, as well as the different ways to assign due dates. Assign due dates to a task In Flokzu there are three ways to
How do confidential fields work?
What does it mean that a field is confidential? Confidential fields allow you to store sensitive information, which only certain users/roles of your organization will be allowed to see. They are particularly useful when you want to restrict the content of a field to certain users/roles and keep it hidden to others in the same stage of a process. How to set up a confidential field In the 'Process Form' secti
How to create a process?
To create your first process, go to the “My Processes” section on the side menu. Then, click the “New process” button to start a new process. Templates This will automatically open a new window in which you will see all pre-set forms (templates), such as “Employee Expense Reimbursement” or “Fulfil Purchase Order”. !(https://storage.crisp.chat/users/help
How to set up interruptive timers?
Interruptive timers can only be associated to User Tasks and must be defined in the process workflow. To use interruptive timers, set a due date to establish when a task should be completed as well as an alternative path in your flow. If the due date is reached and the task was not completed, the task will be cancelled and the flow will follow the path indicated by the timer. This means that the flow will follow what is reached first: the task or the due date that was established. The
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
How to set up non-interruptive timers?
Non-interruptive timers can only be associated to User Tasks and must be defined in the process workflow. To use non-interruptive timers, set a due date to establish when a task should be completed as well as a parallel path in the flow. If the due date is reached and the task was not completed, the task will not be cancelled; rather, the flow will run in parallel by the path indicated through the timer and by the task the timer is associated to, which will remain active. The foll
Public Form Heading in HTML
It is possible to customize the public form heading to include elements of your organization’s ID, such as your logo or colors. To modify the visual aspect of your Heading in HTML, simply go to the “Process Settings” section. Next, you will see a box where you can find the code of your public form heading. Enter an HTML code to customize your heading or simply
Inclusive Gateway to parallelize the workflow
Many business processes require parallelism. Sometimes you just need to assign tasks to different people simultaneously rather than sequentially. This usually occurs when tasks are independent from each other. To enable this, you need to parallelize the flow and assign different tasks (as many as you want) to different users. To parallelize the flow must use an inclusive gateway in the Process Workflow. !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/
How to define a duration for tasks?
The duration of a task must be defined in the workflow modeling. It is an optional configuration and it works independently for each task (you may define different durations for each task in your flow). To define a duration, place the pointer onto a particular task and double click on it. The task configuration window will open. Next, go to the ‘Due Date’ tab and click on the section shown in the image below. !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8
How to automatically start a process?
Some processes need to be triggered periodically or at a specific time/date. What happens if the person responsible for triggering a process forgets to do so? Or if he/she is not available? Wouldn’t it be better to schedule the process so that it starts automatically? Well, now in Flokzu you can do just that by using a Timer Start Event. Timer Start Events can be used instead of the traditional Start Event to set a specific date or cycle (e.g. every Monday at 9 a.m.) that will trigger the star
Exclusive gateway to divide the flow
The exclusive gateway is a BPM element that allows you to divide the flow into exclusive paths according to the conditions that you define. This means that when the process instance reaches that point in the workflow, the defined conditions will be evaluated and, according to that result, the process instance will continue by one path or another.
Which users can access each process instance?
In Flokzu we offer several security levels to define which users can see a certain process instance. The simplest setting is that all users can see all instances, but we are aware that, in many cases, this not advisable. For example, in a ‘Purchase Order’ process, it might be that the people from a certain department do not see the purchase orders from another department. The security diagram of all the people allowed to see process instances works by layers: The first layer is authenticati
Difference 'Save'/'Deploy Process'
Whenever you want to modify the settings or modeling of your process, it is necessary to bear in mind that these two actions (‘Save’ and ‘Deploy process’) produce different results. Imagine that you are not convinced by the aspect of your form, because you have yet to include some relevant fields. On top of that, you are not convinced by the way in which you designed the workflow. However, you think that it would be wise to ask your clients or organization for a second opinion before applying
What are 'Intermediate Timers'?
Unlike interruptive timers and non-interruptive timers, an intermediate timer allows you to delay the execution of a certain step of your process. Once the flow reaches an intermediate timer, it starts counting the time and the flow stops. Once the time interval is reached, the flow continues along its path. The feature is only available to Premium accounts and you can set it up like this: !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/de598e40-
How to download the workflow?
You’ll probably want to export the workflow diagram at some point. You may want to send it to other members of your organization to get their feedback, or print it for a meeting or make notes… No matter the reason, working on the flowchart is an important part of managing your processes. In Flokzu you can export it directly from the process configuration, in the ‘Process Workflow’ tab: !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/bb02ef68-3904-48df
What is a 'Send Task'?
Send Tasks are those tasks that allow you to send emails to whomever you wish to in a completely automated way. To set up Send Tasks in the workflow, you only need to drag the event with an email icon and drop it in any part of the workflow. Name: The name s
When defining the process form, we added the possibility of including an Attachment field. Although Flokzu already offered the tab “Attachments” in each process instance that could be customized, so far it was not possible to require an attachment at a certain stage of the workflow. By including an Attachment field type, you can attach files within the form itself (only one per field) and, like any other field, you can define the visibility or requirement at every stage of the workflow. This en
Combining combo fields with Users and Roles
There are many ways to combine combo fields (multiselect or not) with system users. You can use it to allow dynamic task assignments once the process was already launched. Example: An employee needs the approval of his supervisor, but not all employees will have the same supervisor. So you can populate a combo field with the different supervisors and each employee will select the appropriate one. One way to populate the combo is to use Users or Roles as the data source. !(https://storage.
Featured fields Featured fields allow you to define certain fields and/or static text that will appear next to the reference of the process instance in your user's Inbox, searches, email notification of user comments, task assignations or notifications to complete tasks by email. To set up featured fields, you can follow the steps shown on the following gif image: !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3183/12264b06-ff66-4b61-8afa-4f7ec1784e56
You can now create tables in your process form. We added a table field type to group information into rows and columns, providing the ability to create custom spreadsheets in your process form. In order to create a table field type, select the data type “Table” and click on the link that appears below to configure it. You can define how many columns you want to include, the heading and the type of data it will contain.
Give permissions over a process to a user/role
To create order is vital for any organization that wants to achieve and maintain a good performance. With this goal in mind, we now allow those users with Administrator permission to define permissions for each process. The two kinds of permissions available are: Permissions to Edit the process and Permissions to Access the Metrics & Reports generated by that process. If you give permission to edit a process to a user/role, the tab My
Readers over a process/task
There are two types of readers over a process: General Readers > The users and or/roles to whom you give this permission will be able to view related process instances at any stage (even finalized instances). Readers when completed > The users and/or roles to whom you give this permission will be able to view finalized process instances. To define
What is a 'User Task'?
In User Tasks, an assigned user must complete a certain task (approve, review, reject, etc.). To edit a User Task, drag and drop the icon to the diagram and double click on it. The tabs of a User task are the following: Assignees: In this tab you must define which user/role must complete this task. Also, you may opt for dynamic assignation (See post). The che
Task assignation There are several ways in which you can assign a User Task to be completed. Fixed assignation On the one hand, there is fixed assignation, where you assign a specific user or role to complete a certain User Task. By assigning a specific user, only that user will view in his/her Inbox the task to be completed. On the contrary, if you assign a role, all the users under that role will receive in their Inbox the task to be completed. Dynamic assignation Users o