When creating a workflow you first determine which steps are part of the process. For each step you define the actions that can be taken and what follow-up step results from those actions.
We advise writing this process out completely on paper (or with a flowchart etc.) before building a workflow in Simplicate.
Creating workflows
To add or change a workflow in Simplicate, go to Settings > General > Workflows. Click ‘+ New’ to create a new workflow, or click on an existing workflow to adjust it.
In this overview you also see how many times a workflow has been started and how many workflows are not yet finished.
Each workflow contains a name and description. You’ll see these in the overview of all workflows when you want to start a new workflow.
You can place the workflow in a workflow group. This means you group workflows in the overview of all workflows. When a workflow is no longer used, it’s best to block it. Deleting a workflow is only possible if it has never been used, because of linked history.
Tip: If you want to create a new workflow that is very similar to another, or if you want to work on a workflow but keep a backup, you have the option to duplicate any workflow, including its steps and actions.
The workflow editor
In the workflow editor the actual workflow is built. A workflow always consists of 2 components: steps & actions.
Steps are tasks to be performed (the literal step). Think for example of evaluating a quote, calling back a customer, etc.
With an action you indicate if and how a step is completed. For example: was the quote approved, was the customer called back, or was the customer unreachable?
So there is always a step with one or more actions (it’s always an OR-choice: either one action or the other). To an action you then link a following step. In this way you can build a process from very simple to very extensive workflows.
1: This is a step.
2: This is an action.
3: This is the next step which you can select at an action.
4: Here you can select one or more employees for the step
5: Here you can change the order in which the steps are set.
Steps
For each step you configure the following details:
Description of the step — Be as clear as possible and keep it simple.
Standard time for this step — How much time (in hours) you give for carrying out the step? The timer starts when the step arrives at someone’s queue.
Email to employee — If you check this, the employee receives an email notification when the step arrives in their queue.
Select employee for this step — If a step must always go to the same employee(s), you can select one or more employees or roles here. Then you won’t have to assign manually.
Change employee — Based on “Select employee for this step”, using this checkbox you can decide whether deviation is possible: if enabled, you can deviate from the preset employee.
Step transferable — When a step is stuck with someone, you can enable this setting to allow the step to be transferred to someone else.
Actions
You attach one or more actions to a step, where you configure the following:
Description of the action — Be as clear as possible and keep it simple.
Response required — If you check this, the employee is required to give a response when wanting to complete the action (for example: a reason for rejecting a quote).
Action button color — For example green when the action is positive, red when less positive.
Follow-up step — Which step should follow? In short: what should happen next? Note: make sure to create the step that you want to select as the follow-up first, otherwise you cannot select it yet.
Tip: Want to receive a notification when you are assigned a workflow, or when the deadline is approaching? Or get notifications by email? Check our article about setting that up.
Permissions
After creating a workflow, go to Settings > Account > Users, user groups and rights to determine who may use or delete which workflows.
You can also determine via Settings > Account > Users, user groups and rights whether an employee may only see their own workflows, or also those of colleagues.
Deadlines
By adding a deadline to a workflow you immediately indicate when it should be completed. This helps in planning and prioritizing your workload and provides more overview. Deadlines can also be adjusted afterwards if the schedule changes, so you remain flexible in managing workflows. Note: this deadline cannot be earlier than the deadline of any individual step. Also, the workflow’s deadline and the deadlines of individual steps do not affect each other.
Collective actions in active workflows
Via the tab Settings > Active workflows you can manage multiple workflows at once. You can collectively set a deadline, transfer to a colleague, or terminate workflows. This is especially useful when an employee is absent, or when many workflows need to be changed at once.
Expert training
Want to see some practical examples? Read this article.
Want to know all the ins & outs? Then follow the expert training ‘workflows and custom fields’.
Frequently asked questions
Can a workflow perform actions for you?
A workflow directs a process in which employees follow defined steps. The workflow itself does not perform actions. Steps always have to be executed by a user.
Can I receive an email from a workflow?
If you’d like to receive an email from a workflow you can do this via the workflow editor. In the relevant step, select ‘Email to employee’.
Can a workflow be started automatically upon a certain event?
Yes, this is only possible for leave requests.
Is it possible to assign a priority to a to-do or workflow?
No, that is not possible. Both options have a standard prioritization.
Can I export or get an overview of all workflows?
It is not possible to export all workflows. However, you can get an overview via “all workflows of my company”. For this you do need the correct rights.
I have a workflow called “Monitoring Quote Progress” assigned to me, but I cannot find it in the workflow editor. How do I change it?
It is not possible to modify this workflow. When sending a quote you get the option to automatically start this default workflow and assign it to someone.
Can I duplicate a workflow?
Yes, you can. Go in your workflow overview to Actions > and press “duplicate”. You will then have a workflow with the same steps and actions.
Why did I not receive a workflow for a leave request?
Read our article about this subject.
Can I set an end date for the entire workflow?
Yes, you can.