Configuring workstreams
For simple automation work, you can either configure a new workstream that includes one
or more predefined activities (approval, checklist, form), or modify the configuration of an
existing workstream to fit a different set of requirements.
About this task
At a high level, each workstream configuration includes activities that define the work
that needs to be done, assignees who do the work, and information that is approved, tracked, or
shared. From start to end, a simple workstream configuration process comprises a few simple
steps:
- Select the first predefined activity you want to add to your workstream (approval or checklist), and give the workstream a name and description.
- Configure the activity you've just added. When you run your workstream, this activity generates a task that an assignee will work on. If needed, add more activities to your workstream, in the appropriate sequence, and configure each of them.
- Assign users, teams, or yourself to work on the tasks. When the workstream runs, the assignees receive and complete the tasks that were assigned to them.
- Review the accuracy and completeness of the worsktream configuration in a summary.
- Run your workstream.
The activity configuration includes actions such as uploading files that are relevant
for that activity, adding information that can be shared with the assignees, and setting an optional
due date.
Provided as an example, the following procedure describes how to configure a new workstream
to submit a document approval request. Say you're an office planner in charge of updating the office
floor plan to meet your company's latest safety guidelines. You need a workstream that allows you to
submit a new floor plan document to your manager for approval and receive a notification when the
approval is complete. This example is also available in video format.
- Upload files: Upload any supporting files (documents, images,
spreadsheets, and so on) that can be used in the activity. If you have more activities in your
workstream, the uploaded files belong to the workstream and can be accessed by all the activities,
with a few restrictions.
- When the workstream runs, an approval has access only to the documents that are attached to it, but has no visibility into documents that are attached to other activities in the workstream.
- If there are multiple approval activities in the same workstream, the documents are not shared between approvals.
- When you click an approval task to access its data in the workstream instance, you can see the documents attached to the task in the Data section of the instance. Only documents that are attached to approval activities are listed in the workstream instance data; documents attached to checklists, for example, are not displayed.
- Display additional information: Add information that is relevant to the
activity and select how to share it with the users.
- For an approval, add useful information that can help the approvers make the approve or reject decision. This is read-only information that the approvers can see, but cannot edit.
- For a checklist or form, add the checklist or form items that the assignee will work with. This is editable information that the assignees can customize to fit their needs.
- Set a due date: Optionally, you can set a due date and time for each activity you're configuring in your workstream. Or you can keep the default due date and time, which is set to one hour from the time you start the workstream.
Procedure
To configure your workstream:
Results
What to do next
For more information, see Using workstreams.