use cases

Never Skip a Beat

ORGANIZING OFFICE SUPPLIES AND MAINTENANCE

To work without interruptions in a comfortable environment, employees need equipment, furniture, and stationery. But what happens when these goods are broken and supplies get depleted? These problems need to be solved quickly. To manage these processes promptly, companies need to streamline the supply of these goods to their employees.

In many companies, this process means writing requests with the full names of business units, the organization, and names and positions of the applicant and top managers. Some companies even require them to be executed on official company letterhead. This is a very time-consuming and complex maze that negatively impacts team performance.

Use WorkFlowSoft to ensure the prompt and regular supply of goods and high-quality equipment in just a few simple steps.

WHAT TO DO

Once you register in WorkFlowSoft, you can create custom business processes and describe all the required handling stages in them. The system provides simple methods to easily build an efficient process chart. Check out the example below.

1. Open the Process editor section and add a new process we’ll call Workplace equipment request. Provide process descriptions so the request creator understands the procedure. Add the fields specific to the request: Type of equipment, What specifically is needed, Reason for request and Preferred due date. As various requests are handled by various divisions of the procurement department, two options for the Type of equipment field are available: Computer equipment and Furniture and office supplies. When we prepare the workflow, this will ensure a convenient condition-based scenario. Let us suggest that an employee broke his office keyboard. Then the fields should be filled as follows: “Computer equipment”, “New keyboard”, “The old one was broken”, “20th March 2018”. Everything is very clear, concise, and brief. Click Edit workflow.

Never Skip a Beat

2. Create a workflow routing chart from start to finish. To do this, use the tools in the WorkFlowSoft graphic editor. The first process participant will be the manager of the employee. They receive the request for review and then approve or reject it. In our example, the employee can’t work without a keyboard, so the request is approved by clicking Approve. The request starter here can track their request and thus communicate with their manager via comments. This function eliminates the need for creating additional tasks assigned to the manager like “Discuss with the employee”, “Select the equipment out of several options offered”, which makes our process simpler and shorter.

Never Skip a Beat

Now let’s take a look at how to implement a condition-based scenario in the system. Depending on the content of the Type of equipment field, the request will be further routed to one of the paths. The first (left option) leads to the department providing IT equipment, and the second (right option) goes to the department of furniture and office supplies. To add a condition, click the link between the tasks and specify the activation trigger. For instance, add the Type of equipment = Computer equipment condition to the left link. We can also use additional links to specify that the employees of these departments can refuse to provide the resources if they are out of stock in the warehouse or there is no budget. To do this, add the Reject button. For example, a request for a new laptop will be directed to John Smith, an IT department manager. First he will find the most suitable option in the warehouse and select the engineer to install the equipment, and then he clicks the Equipment selected button.

We specified the request starter as the inspector of this task, so he will see what option was selected for him—and if he has any questions, he can add a comment to the task and click Ask for revision. In this case, the task will be returned to John so he can find another option. The most convenient thing here is that the Inspector role does not require the creation of a separate task where the request starter would confirm completion.

If the equipment is suitable, the request starter clicks Confirm completion. Then the engineer will receive the next task: take the equipment from the warehouse and installing it at the request starter’s workplace. Here we have also specified the request starter as the task Inspector. They will check that the equipment works correctly and confirm task completion (or send the task for revision to the engineer for a reinstallation or adjustment). Then the request starter receives the task to assess the execution quality, enters their evaluation, clicks Request completed, and the entire workflow will be successfully finished.

As you can see, the request starter controls every step. They can ask the warehouse manager to select a different equipment type, and then ask the engineer to reinstall the equipment. As a result, request execution quality is guaranteed!

With the diverse capabilities of WorkFlowSoft, you can create your own processes, and streamline workflows and procedures to help you save time and ensure quality without any interruptions!