Workflow Designer

The scenarios documented for Workflow Designer encompass both real-time and hypothetical situations, enabling you to envision how the functionality is put into action, thereby enhancing its relatability and accessibility.

This section comprises the following scenarios:

• New Employee Onboarding Workflow
• Streamline Change Management Workflow
• Travel Reimbursement Workflow

New Employee Onboarding Workflow

Goal

 Creating New Employee Onboarding Workflow

Scenario

ACME Corp HQ is revamping employee onboarding to address delays and communication issues. HR plans to streamline the process with a well-designed Workflow. It starts with routing Service Requests to managers for Static Approval from all team members. Once approved, the Workflow manages laptop allocation and coordinates delivery of accessories. It also schedules notifications to IT and facilities for laptop, ID, and parking card dispatch. New hires can track document submission and HR approvals via a Service Portal. Led by Adam, HR collaborated with IT and Facilities to create a seamless onboarding experience in line with ACME Corp's commitment to excellence.

Solution

To automate the manual process of employee onboarding, Adam can utilize the Workflow Designer to create the Workflow for the onboarding process of a new employee, including approval steps.

User Persona

Application Designer

Steps

To achieve the goal, perform the following steps: 

1. Create a Workflow for Employee Onboarding Process.
2. HR initiates the onboarding process by submitting a request for a senior employee to be onboarded. The Workflow enters the Awaiting Approval stage, where the request is sent to the designated approver for review and approval.
3. The designated approver, typically the department head or HR manager, reviews the request and either approves or rejects it. 
4. If the request is approved, Workflow proceeds to the next step. The Workflow moves to Reporting Manager Approval stage, where the reporting manager of the new employee is notified to review and approve the onboarding request. 
5. The reporting manager reviews the request and either approves or rejects it. 
6. If the reporting manager approves the request, the Workflow continues to the next step.  The Workflow triggers onboarding tasks and activities, such as creating employee accounts, assigning a workspace, providing necessary equipment, scheduling training sessions, and preparing relevant documentation. 
7. Once all onboarding tasks are completed, the Workflow progresses to the final step. 
8. The Onboarding Workflow process is completed.

An animated gif demonstrating the process of Employee Onboarding Workflow is presented below:

The process flow of Workflow Designer encompasses the subsequent components, as depicted in the illustration.

Streamline Change Management Workflow

 Goal

Streamline Change Management Workflow

 Scenario

Adam at ACME Corporation wants to enhance the IT Service Request handling efficiency of the SR team in his organization. He seeks approval from the reporting manager for a new Change Management Workflow outlining its benefits, steps, and potential experience for both employees and IT personnel. This involves the implementation of a Change Management workflow that provides a structured and controlled approach to handling SR within the company's systems, processes, and operations.

Solution

John the Application Designer, and his team at ACME are responsible for designing and implementing efficient workflows for IT Service Request and changes. They have developed an innovative Change Management Workflow that streamlines approvals and introduces automation, promising time and resource savings for the IT Service Request team. However, before proceeding with implementation, they need to secure necessary approvals due to its broader impact on multiple departments.

User Persona

Application Designer

Steps

To achieve the goal, perform the following steps: 

1. Create a Change Management Workflow 
2. The application designer designs a workflow to align with the company's policies and adheres to industry best practices. 
3. The application designer presents the new change management workflow to other stakeholders from the SR team and explains the workflow's technical aspects and demonstrates how it will address existing challenges and improve service delivery. 
4. The workflow enters the "Awaiting Approval" stage, where the request is sent to the Reporting Manager for review and approval.
5. The designated approver, typically the Reporting Manager, reviews the request and either approves or rejects it. 
6. If the request is approved, the workflow proceeds to the next step. 
7. Advice seriously and initiates discussions with the department heads to understand their perspectives and potential challenges. They adjust the workflow based on the feedback received, ensuring it aligns better with the overall organizational structure.
8. The other approvers review and provide approval with minor adjustments. 
9. The application designer incorporates the suggested changes and presents the revised workflow to Sarah for final approval. 
10. With implementing the new Change Management workflow. The team works closely with other departments to ensure a smooth transition.
11. The Change Management workflow is completed.

An animated gif demonstrating the process of Change Management Workflow is presented below:

GIF: Change Management - Workflow

Travel Reimbursement Workflow

Goal

 Creating Travel Reimbursement Workflow

Scenario

The accounting department at NovaTech frequently encountered numerous challenges when handling travel reimbursement processes. These challenges included difficulties in tracking manual, paper-based submissions of expense reports, making it hard for both employees and managers to monitor the status of reimbursement requests.

Solution

The account manager at NovaTech, discovered the Workflow Designer, a powerful tool that offers transparency, automating and streamlining the travel reimbursement process. The account manager at NovaTech stumbled upon the Workflow Designer, a robust tool that provides transparency while automating and streamlining the travel reimbursement process. Leveraging the Workflow Designer helped NovaTech optimize their travel reimbursement processes, improve efficiency, and ensure adherence to policies and regulations.

The following flow provides the necessary data points for creating the workflow for Travel Reimbursement scenario:

User Persona

Application Designer

Steps

To achieve the goal, perform the following steps: 

1. Navigate to Design Studio > Workflow Designer.
   The Workflow Designer page is displayed. 
2. Click New to create a new Workflow > Enter the Name as Travel Reimbursement > Enter all the mandatory details > Click Next.
   1. Type - Core
   2. Department - Human Resource 
   3. Table - Travel Reimbursement
3. Under Trigger:
   1. Trigger - Created
4. Condition
   1. Field = Travel Purpose
   2. Operator = Is
   3. Value = Business Travel
5. Setup a Workflow with:
   1. User Approver - Send the approval to the respective stakeholder such as Account Manager.
   2. Notification - Notification are send for the approval reminder and for end user for the confirmation of the reimbursement.
   3. Set Values = Data Source = Manage Service Requests, Field = Initiate Reimbursement, and Value = Yes.
   4. Create Record - Create record to convert Work Order to Service Request and assign to the Finance Department for final reimbursement.
6.  Publish the Travel Reimbursement Workflow.

An animated gif demonstrating the process of Travel Reimbursement Workflow is presented below:

A tool or platform used to create and manage business workflows with automation capabilities.