What are workflows?
Workflows are ways of controlling administrative processes at your church. With workflows, you can send specific profiles and records through custom stages that you design, to ensure that no one "falls through the cracks" and no step is skipped! A workflow resembles an internal process in your church.
What can I use workflows for?
Workflows are highly customizable, so in that sense, you can use them for just about anything! But here are some ideas:
- Use a workflow for following up with newcomers that filled out a connection card.
- When a new volunteer signs up for working in the children's ministry, use a workflow to ensure that all the right background checks are completed.
- If you have an annual event that requires a lot of preparations be done in a particular order use a workflow.
Building a Workflow
- Go to the WORKFLOWS tile
- Select NEW WORKFLOW
- Start by naming your workflow
- Add stages and conditions to your workflow to create your process.
Click Add Stage or Add Condition
- It is recommended to have very specific stages. Incremental stages will make it easier for those using the workflow to understand the task they have been assigned
- Conditions are yes or no stages that lead to two different outcomes much like a fork in the road. One path or condition would be what happens if they say yes and the other path or condition would be if the say no. We recommend that one of these conditions has an action of taking the individual to another workflow where you can manage a separate process so that you do not have an accumulation of people sitting in one stage
- Using the number selection to the right of the indenting arrows you can define how many days a person can sit in a stage before being considered "overdue"
- By clicking on the stage/condition expansion button you can add a description and an action
- Select New Action
- Select whether this action will occur either when someone enters a stage or after they leave a stage
- In the next drop-down menu, select that action that you would like to be performed
- You can add more than one action to a stage by clicking “New Action” after saving the first action
- The last thing you will want to do is add managers and workers to your workflow
- Managers can edit the steps of a workflow as well as work in it once active. Workers cannot edit the workflow but they can work in it once active
- In order to add managers and workers select Add Manager or Add Worker
- Here you can search for a person by name in the search bar or search by the first letter of their last name on the alphabet bar
- Once you have found the individual you would like to assign a role to select their name and click Save
- Select Copy at the top of the screen to create a copy of a workflow
- This will take you out of the edit screen and show you an exact duplicate of this workflow in the community that you are working in
- If you would like to share a workflow with another community or a church within your network, click Community Copy
- Then select the community that you would like to copy this workflow to
- The actions will not carry over because the individuals, groups and a particular community are not necessarily reflected in other communities
- If you would like to edit an existing workflow navigate to the main screen that displays all of the workflows for your community. Click the pencil icon in the top right-hand corner of the workflow that you would like to edit