Work Processes Tutorial

Overview#

• Work Processes lists the processes in your company, who manages each one, and the staff and outwork suppliers who do the work.
• Open Work Processes from your menu. Your administrator adds it to a Menu Group as a Fixed module (see Work Processes Reference).
• Adding and editing processes needs General > Work Processes - Access Allowed set to Full Access. Batch updates also need Batch Updates - Access Allowed.

💡These tutorials explain how to filter, group, add and edit work processes, update them in a batch and edit the process groups.

How to Filter Work Processes#

1. Set the filters at the top of the screen:
   • Staff = Select a staff member to show only the processes they are linked to, or leave it blank for all.
   • Level = Select a competency (Trainer, Competent, Basic or Trainee). With a staff member selected, only the processes where they have that competency are shown. Without one, the processes that have staff at that level are shown.
   • Entity = Select an Entity, if your database has more than one.
2. Click View (button).

How to Group Work Processes#

1. Click Group (button).
2. Select what to group by:
   • Status
   • Group
   • Director
   • Manager
   • Rating
3. To open or close all the groups, click Group (button) and select Expand or Collapse.
4. To show the list without groups again, click Group (button) and select Ungroup.

How to Add a Work Process#

1. Click Edit (button). The row Click here to add a new Work Process appears at the top of the list.
2. Click the new row and complete the fields:
   • Description = Enter a short description of the process.
   • URL - Documentation = Enter a link to the documentation of the process (optional). Out of edit mode, the description opens this link.
   • Status = Select Pending, Active, Complete or Cancelled.
   • Group = Select a process group (see How to Edit Process Groups below).
   • Type = Select Reactive, Proactive or Development.
   • Department = Select a department from the Organigram.
   • Director = Select the director.
   • Manager = Select the manager.
   • Rating = Click a star (1 to 5) to rate how well the process is managed and executed.
   • Due Date = Select the date by which the process must be completed, if it has one.
   • Hr/s = Enter the expected duration of the process, in hours.
   • Entities = Click the button in the field and select the Entities the process applies to. The field is only there if your database has more than one Entity.
3. Click Save (button).
4. Link the staff and suppliers as explained in How to Edit a Work Process below.

How to Edit a Work Process#

How to Change the Fields#

1. Click Edit (button).
2. Change the fields of the process as needed (see How to Add a Work Process above).
3. Click Save (button).

How to Link Staff#

1. Click Edit (button).
2. Right-click the process and select Link Staff, then the competency: Trainee, Basic, Competent or Trainer.
3. Move the staff to add from Available Staff to Visible Staff, using the arrows in the middle. To remove staff, move them back to Available Staff.
4. Click OK (button). The change is saved.
   • Note: If you add a staff member who is already linked, their competency changes to the one you selected.

How to Link Suppliers#

1. Click Edit (button).
2. Right-click the process and select Link Suppliers.
3. Move the suppliers for outsourced work from Available Suppliers to Visible Suppliers. To remove a supplier, move it back.
4. Click OK (button). The change is saved.

How to Add a Note#

1. Click Edit (button). The right-click options only work in edit mode.
2. Right-click the process and select View / Edit Note.
3. Type the note and click Save (button). The note appears in the preview panel below the process.

How to Delete a Work Process#

1. Select the process.
2. Click Delete (button) and confirm.
   • Note: To delete several processes at once, first select Actions (button) > Batch Update, which lets you select more than one row.

How to Update Work Processes in a Batch#

1. Select Actions (button) > Batch Update. The Batch Update section opens.
2. Select the processes to update:
   • Hold down Ctrl and click each process, or
   • Click the first process, hold down Shift and click the last one.
3. Select what to update from the dropdown list, then set the new value:
   • Status, Department, Type, Director, Manager or Group = Select the new value from the dropdown list.
   • Rating = Click the stars.
   • Hr/s = Enter the expected duration. Leave it blank to clear it.
   • Staff = Select a staff member, then click the competency (Trainee, Basic, Competent or Trainer) to add them, or Remove (button) to take them off.
   • Supplier or Entities = Select from the dropdown list, then click Add (button) or Remove (button).
4. Click Update (button) (or Add or Remove), and confirm the number of processes that will change.
5. Close the Batch Update section when you are done.

How to Edit Process Groups#

1. Select Menu (button) > Edit Process Groups. The Process Groups window opens.
2. To add a group, click Add (button) and type the Description.
3. To rename a group, overtype its Description.
4. Click Save (button), or press Enter.
5. To delete a group, click the button in its Actions column and confirm.
   • Note: A group that still holds processes cannot be deleted. Move its processes to another group first.
6. Close the window. The groups are then available in the Group field.