- Let’s get started…
- Setting up your workflow
- Navigate to the Workflows by logging in at startseraphim.com > Administration > Workflows
- Create a new workflow by selecting “New Workflow” at the top of the screen
- Let’s start by naming this Workflow. Add a name in the top text box that concisely describes the purpose of this workflow. You may have many workflows so a proper naming convention is helpful to develop right from the start.
- Next you will want to add stages and conditions to your workflow. Click the “Add Stage” or “Add Condition” button directly underneath the Workflow name.
- It is recommended to have very specific stages. Remember that in most cases there will be many people managing the stages of the workflow. Incremental stages will make it easier for each staff member or volunteer to understand the task that they are to accomplish during each stage.
- Conditions are stages that have two different outcomes much like a fork in the road. A person can be taken down one path or down another. A good example of this would be if you were to ask an individual if they wanted to become a member of your church. 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.
While adding stages and conditions, there are several options to help your team manage a process.
- Start by naming your stage using the text box at the top of each stage.
- Indenting the stage: There are two blue arrows on the left hand side of each stage. These arrows will allow you to indent a stage for visual purposes.
- Using the counter to the right of the indenting arrows you can define how many days a person can sit in a stage before being considered overdue.
- Add descriptions to each stage for the convenience of your workers.
- Actions: There are several kinds of actions that you can do on a workflow. To add an actions the “New Action” Button at the bottom of each stage. Then select when this action will occur either when someone enters a stage or after they leave a stage. After selecting when an action occurs you can select what action happens. Remember that 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 select who will work and manage each workflow. Managers can edit the steps of a workflow as well as working it in a production scenario. Workers cannot edit the workflow but can do their assigned tasks within the workflow.
- Use the blue “Copy” button at the top of the screen to copy this workflow to the community that you are working in. 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 this workflow with another community or a church within your network. Click the “Community Copy” button then select the community that you would like to copy this workflow to. This will make a copy of the stages of this workflow to another community. The actions will not carry over because the individuals and groups and a particular community are not necessarily reflected to other communities.
- If you would like to edit an existing workflow navigate to the main screen that displays all of the workflows for you community. Click the pencil icon in the top right hand corner of the workflow that you would like to edit.