Workflow

How to create & update a Workflow?

Workflow is the set of different stages of a task. To create a workflow for your organization, follow the below-mentioned steps:
  1. From Navigation Menu, go to Configuration module and click on Workflow sub-module.
  2. Click on the plus icon '+' to add a new workflow.
  3. Enter Name and Description of Workflow, and click Next.
  4. To add a new state, click on the + icon.
  5. Enter State LabelDescriptionState for (like for mobile user, web user or public user) and Properties required for the state,
  6. Select state icon and color for color identification of a particular state.
  7. Check the permissions to be given under that state and click Save.  
  8. Create different states as requirement.
  9. After creating states click Next.
  10. Choose web state movement for each state as required for your organization and click Next.
  11. Tap on Save to create.
To Edit a workflow:
  1. Click on the workflow to edit it.
  2. Make the required changes.
  3. Then, Update the workflow.

 

 

Workflow

What is a Workflow?

A workflow is the sequence of processes through which a task (a piece of work) passes from initiation to completion. In simple words, a workflow is a set of different stages of a task.

Why are workflows needed?

Workflows comprise of various stages/ states that can help in segregating and defining the movement of the task.  Based on its current status, a task traverses through multiple states before its completion.  Each workflow state has individual settings and permissions that control the inflow and outflow of tasks in that state.

How to create a Workflow?

One can create custom workflows for their organization. Each workflow state can then be configured according to the need of the company and the nature of the task.

To know how to create a task, please refer to this link.

    Workflow state properties
    1. State for (Mobile user/Web user/Public User): This refers to which user will be able to access this certain state
    2. Create task:  Allow task creation in that particular state
    3. Excel upload: Uploading excel files are allowed like bulk upload 
    4. Edit task: Allow editing allocated tasks
    5. Assign priority to task: Allow prioritization of tasks in that state
    6. Send a follow up (Revisit): Create a follow-up form of a completed visit
    7. Export PDF: Export .pdf file of completed tasks
    8. Export Media:  Export media attached with completed tasks
    9. View Logs: Allow capturing logs of each activity on a task
    10. View mobile user details: Allow access to mobile user's details 
    11. View task location: Allow viewing the location of a task at the time of completion 
    12. Delete task: Allow deleting a created task
    13. Order feature:  (Order taken): Allow receiving orders / (Order dispatch): Allow order dispatching
    14. Retrieve task: Allow movement of tasks from completed to pending 

     

    How to change permissions in a workflow ?

    Workflow permissions can be changed or updated  as per requirement. 

    This can be done in following ways:

    1. From the Left Navigation, go to Workflow under Configuration
    2. Choose the workflow you want to edit and click Next. (Click here to know:  How to create a new workflow ? )
    3. Click on Edit for a particular state to modify the access for that particular stage.
    4. Click on the check boxes to add or remove the access for features.
    5. Click Update to save changes.
    6. Make changes for any of the workflow state in the same manner.
    7. Now you can define Movement of State if required (Please make sure there are minimum two states present having "Move Case" as property) by clicking on Next.
    8. Click on Next  after updating the workflow movement.
    9. Check the Workflow properties.
    10. Click on Update to save the changes made in workflow. 



    How to add order feature option to a workflow?

    Order feature for order taken and order dispatch can be added in the workflow through following steps:
    1. From the Left Navigation Menu on FeetPort web portal go to Workflow under Configuration.
    2. Click on the Workflow to Edit.
    3. To enable Order Feature option in the state, click on edit on the state.
    4. In the state properties, select Order taken under Order feature property to enable order taken. 
    5. To enable order dispatch, select Order dispatch under Order Feature property. 
    6. Finally, update the Workflow. 

    How to retrieve a submitted task?

    Web user can give permission to mobile user to retrieve the submitted task in case the mobile user wants to update the task later on. It can be done in through following steps:

    1. From the Navigation Menu, go to Workflow under Configuration module.
    2. Click on the workflow which has been  selected for the activity..
    3. To enable Retrieve task option in the state, click on edit option of particular state.
    4. In the state properties, select Retrieve task property. 
    5. Update Workflow.
    6. Now , go to Activities under Configuration module in Navigation Menu.
    7. Edit Activity.
    8. Click on the Workflow States
    9. Click on the Mobile state tab.
    10. Check Allow Retrieve Task.
    11. Select the states from which task can be retrieved.
    12. Enter Task retrieve Timeout in hours, up to which task can be retrieved.
    13. Update Activity.

    How to allow deletion of task?

    1. From the Navigation Menu, go to Workflow under Configuration.
    2. Click on the workflow  to edit by clicking on pencil icon.
    3. To enable order taking option in the state, edit the state.
    4. In the state properties, check the option, Delete task and click update.
    5. Finally, update the workflow.

     

     

    How to delete a workflow?

    To delete a workflow for your organization, follow the below-mentioned steps:
    1. From your Navigation Menu on web portal,  go to Configuration module and click on Workflow sub-module.
    2. Choose the workflow you want to delete.
    3. Click on the bin icon ?️ next to that workflow.
    4. Click on Delete.

    How to select icon and color for workflow state?

    Workflow is the set of different stages of a task. Giving a color code and icon to a workflow state is important as it helps you visibly identify tasks under various stages.
    If not selected, a admin/web user might not be able to 
    To create a workflow for your organization, follow the below-mentioned steps:
    1. From Navigation Menu, go to Configuration module and click on Workflow sub-module.
    2. Click on the workflow or plus icon '+' to add a new workflow.
    3. Click Next.
    4. Click on the Edit option on any of the state to modify it. (To add a new state, click on the + icon)
    5. A side widow will appear.
    6. Select the icon and color for the workflow state below description color identification of a particular state.
    7. Check the permissions to be given under that state and click Save.  
    8. Click Next and then click Update.
    9. Workflow state will be updated.