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What is a workflow?

An overview of workflows and automation within Crunchwork, and how they impact you.

Team Codafication avatar
Written by Team Codafication
Updated over a week ago

Workflows are a wonderful feature within Crunchwork that allow you to automate actions in response to specific events. It's like having a helping hand that takes care of creating, finishing or changing things in the background as you work away on your current task.

The main application for workflows is in managing the creation and assignment of tasks. Imagine a job has 30 'to-do' items and how overwhelming it would be to see all of those land in your task list all at once?

We use workflows to create tasks only as they're needed, and assign them to the correct role with relevant due dates and information. This will keep your task list simple and ensure that dependencies are dealt with and tasks aren't forgotten or lost in the noise of working on multiple different projects and jobs.

We use workflows for other things as well, such as

  • sending automatic emails and SMS

  • recording timestamps to measure KPIs and SLAs

  • Changing the status of a project or job

  • Creating alerts and notifications when something requires attention

Overall, workflows are a great tool that can save you time and effort, ensuring that things are taken care of when they should be, and giving you peace of mind so you can focus on other important tasks.

How To Interpret a Workflow

A workflow event has a common structure known as 'If This, Then That' statement. For example:

IF a new Make-safe Job is created

THEN create a task 'Call to book EMS' and assign to the admin co-ordinator

A workflow consists of many of these actions strung together, and we document these in a diagram called a business process map, or BPM for short. Other names these go by are flow diagrams, flow maps or workflow maps. These diagrams help you understand the order of a specific workflow, and what manual actions trigger an automation.

Below is an example of a how we document these workflows.

  • The yellow boxes represent a manual action that you may do - the 'THIS' in the If This, Then That Statement.

  • The white boxes represent the automated action the system will take - the 'That'.

  • The diamond with a cross inside is known as an exclusive gate. Think of it as a decision - you can only pick one of the paths leading off it.

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