Answer
A Collaborative Workflow allows multiple users to complete different sections of the same workflow by using Handoff and Approval questions.
Before building the workflow, map your business process to determine who starts the workflow, where ownership transfers to another user, and where approvals are required.
Once your process is defined, add Handoff and Approval questions to the appropriate sections of the workflow, test the workflow, and publish it for production use.
Steps
Design the Workflow
Map the workflow process before building it in the Frontline Operations Editor.
Identify:
Who starts the workflow.
Which sections each role is responsible for completing.
Where ownership should transfer to another user.
Where approvals are required.
What information each reviewer needs before making a decision.
What should happen if the workflow is Approved.
What should happen if the workflow is Not Approved.
Configure the Workflow
Open the Frontline Operations Editor and create a new workflow or edit an existing workflow.
Add a Handoff question wherever ownership should transfer to another collaborator.
Add an Approval question wherever a formal approval or denial is required before work continues or the workflow is completed.
Write clear Question Text and section instructions so each collaborator understands what they are responsible for completing.
Save the workflow.
Test and Publish
Publish the workflow to a Demonstration or UAT environment.
Test the workflow to verify that handoffs, approvals, notifications, and workflow progression function as expected.
Once testing is complete, publish the workflow to the appropriate Group(s) for production use.
Additional Details
Writing Handoff Questions
Use Handoff questions when ownership of the workflow needs to move to another collaborator.
Describe the role or responsibility of the next collaborator rather than a specific person's name.
Example
"Your hazard identification section is complete. Select the EHS reviewer for the next step."
Writing Approval Questions
Use Approval questions when a supervisor, EHS leader, or other reviewer must make a formal decision before work continues.
The default approval options are:
Approved
Not Approved
Write the question so the approver clearly understands what decision they are making.
Example
"Based on the completed pre-job safety assessment, is this job approved to begin?"
Capture Approval Comments
Consider adding an Open Text question before the Approval question so reviewers can explain their decision.
This is especially useful when a workflow is Not Approved, as it provides collaborators with the information needed to correct issues before work continues.
Write Clear Instructions
Each workflow section should clearly explain:
What the collaborator is responsible for completing.
What information they should review from previous sections.
Whether they are adding information, reviewing information, or approving work.
Avoid vague instructions such as "Review this." Instead, use descriptive instructions such as:
"Review the hazard controls entered by the frontline worker. Confirm whether the controls are adequate or describe what must be corrected."
After Publishing
Once published, users can begin Collaborative Workflows from the Frontline Operations mobile app. Collaborators receive email and text notifications when it is their turn to complete their assigned section, and managers can monitor workflow progress from Live Feed.