Using workflows^M

Create a new workflow template
A documented and visualised business process helps with the induction of new staff, the optimisation of processes and troubleshooting. Assigning tasks and activities to departments or individual staff ensures that tasks are neither duplicated nor forgotten. The formulation of the purpose makes it easier to check whether the process is achieving its goal.
1. Go to the Home tab on the function bar.
2. Klicken Sie auf den kleinen Pfeil neben Prozesse und wählen Sie Prozessvorlagen > Neuanlage und ggf. den Betrieb. Alternativ gehen Sie über den Reiter Vorlagen > Prozesse > Neuanlage.
3. Enter the title of the process template. The second input field allows you to enter a short name.
  Example: Processing a customer enquiry for an event
4. Give the process template a version numberto be able to track adjustments and changes. As soon as process documentation is saved on the basis of a template, the structure of the template can no longer be changed. Assign a type to the process template via the expandable selection list to make searching easier.
5. Explain the process template in more detail in the fields Description and Purpose at the bottom of the input window.
  Example: Description: Procedure for initial customer enquiries. Purpose: Clarification of possible dates and initial customer requests for forwarding to the event office.
6. Activate After completing the template, click on the icon Not activeto make it accessible to staff.
7. Speichern Sie die Prozessvorlage über oben links in der Werkzeugleiste des Eingabefensters (Strg+S).
Create the workflow
Der Geschäftsprozess wird auf dem Reiter Ablauf in Listenform (links) und grafisch (Mitte) visualisiert.
1. Der erste Ablaufschritt Start ist bereits vorhanden. Öffnen Sie die Details zu diesem Ablaufschritt mit Linksklick entweder in der Liste ganz links oder in der grafischen Darstellung.
2. Alternatively, right-click to open Edit.
3. Enter the title of the process step and a more precise description on the right under Details.
  Bsp.: Kundenanfrage als auslösende Aktion, verantwortlich ist das Verkaufsbüro. Anfragen kommen telefonisch, per E-Mail oder Fax.
4. In the Properties when executing section, you define which conditions should apply to the process step, who and how the step may be executed and how it should be documented.
5. Departments or individual staff who are to be responsible for this step can be named at Responsibility .
Add further steps
You can add further steps in a business process by right-clicking on the last process step. Each process step can have its own name, description and person responsible.
1. If one action automatically triggers another, select Attach action.
2. If an action allows alternatives, select Attach decision. By default, two options are created. Right-click on the decision > append optionto create more options.
3. To add an existing process as a sub-process, select Add sub-process.
  Example: In response to a customer enquiry (action 1), the sales employee checks the room occupancy for the desired date (action 2). If the room is occupied (option 1), a search can be made for other rooms or dates (action 3). If the room is free (option 2), further details on the desired event can be requested (sub-process 1).
4. Via Attach checklist you create a list with checkboxes that are ticked off in the process documentation.
5. If a process is to be handed over to another colleague, open Properties at Execution in the bottom right-hand corner and select the desired staff member or department from the list Execute by .
Connect workflow steps
There are logical connections between some process steps that do not directly follow each other. These are represented by arrows.
1. Click on the flow step from which the arrow should originate and right-click Insert connection. Only one connection can originate from each flow step.
2. Select the flow step to which the arrow should lead from the selection list. Any number of connections can be made to each flow step.
3. Save your input by clicking on the icon in the top left-hand corner of the input window.
Delete workflow steps
Sometimes steps in a process become obsolete. Deleting individual steps can affect the whole process because dependent steps are also deleted.
1. If you only want to remove a single action, right-click Delete.
2. If you want to remove an action and all subsequent actions, decisions and options, right-click Delete incl. successors.
3. Decisions and options are always deleted via right-click and Delete incl. successor with all subsequent options and actions.
4. Save your input by clicking on the icon in the top left-hand corner of the input window.
Format the graphic workflow
The graphical representation of the sequence can be individually formatted via the horizontal toolbar.
1. Set the font used and font size .
2. Set the numbering of the sequence steps (none, line by line, sequence)
3. Set size and distance of the boxes. The shape and colour of the boxes cannot be selected.
Create new workflow documentation
Standardised business processes are managed on the basis of a process template and documented step by step at the same time. In this way, exact procedures are enforced and control mechanisms are activated by forwarding and cross-checks from elsewhere. The process template can either be printed out or called up as a template for new digital process documentation. To use a process template on paper as a guide for staff, open the template and print out the process flow via the tab Data sheet .
1. To document a process digitally, select the tab Basison the function bar.
2. Click on the dropdown triangle next to Workflows and select New and, if applicable, your company.
3. A list of available process templates opens. The list varies depending on the user because not all users have the same access rights.
4. Double-click or left-click and Apply to select a template.
5. The title of the process is pre-assigned in the template. Enter a standardised subtitle in the top right-hand corner to identify the process.
  Example: Title is "Customer complaint", subtitle "Mauer, Karl on 16/09/2018"
6. Save your input by clicking on the icon in the top left-hand corner of the input window.
Follow the specified workflow flow
Work through the steps individually on the tab Basis . The complete process is shown on the tab Process for an overview.
End the workflow
The process is ended by either saving it, completing it, transferring it to another user or cancelling it.
1. Der Prozess kann zur späteren Weiterbearbeitung gespeichert und geschlossen werden, sofern dies nicht in der Vorlage verboten wurde.
2. Solange der Prozess den Status "in Arbeit" hat und auf Ihren Benutzer gestellt ist, erscheint er automatisch in der Liste der Erinnerungen.
3. Open the started process for completion by double-clicking in the reminder window, via Processes > Last opened or via Processes > Search.
When all steps have been taken, the process is completed.
1. After processing all steps of the process, the message "The process is now complete" is displayed.
2. Um den Prozess für weitere Änderungen offenzuhalten, wählen Sie Fortfahren.
3. To finalise the process, select Save and close.
Some processes involve several staff or departments to whom further processing is transferred.
1. When your step is finished, click on Next.
2. Der nächste Schritt öffnet sich. Wenn in der Vorlage ein anderer Benutzer als verantwortlich für die Durchführung eingetragen wurde, wählen Sie Speichern und schliessen.
3. The transferred process then appears in the responsible employee's list of reminders.
In individual cases, it may make sense to cancel processes incompletely because they have been completed.
1. Open the process and click on Cancel processat the top right of the status.
2. Confirm the security enquiry.

Using workflowsM

User Manual

Using workflows^M