Setting up Workflows
Setting up workflows in Dashpivot is an easy way to simplify and automate the workflows which used to consume a lot of you and your teams time - as well as result in information and approval delays and issues.
Using word docs, excel sheets, PDFs and email to manage frequent and important workflows including permit approvals, variations and change orders, timesheets and dockets etc., results in forms and important information getting missed, delayed or completely forgotten.
Using Dashpivot, you can setup simple and powerful automated workflows which streamline these processes to save everyone time and ensure important project information gets to the right people straight away using automatic notifications.
To set up a workflow templates, there are several things to keep in mind:
When creating a new template from scratch, select 'Workflow' as the template type
Determine how many workflow columns you will need. The columns can be to indicate different stages of a process, or the different stakeholders that will be involved in the approval process. You will name them directly, so pick whatever works best for your team
To add more columns, click the 'Add column' button. To remove a column, select the red cross in the relevant column
For your workflow to be operating, you will need some approval signatures. Approval signatures move your forms from one column to the next. You will need one less signature than your total number of workflow columns. You'll be able to view at the top above the workflow columns how many workflow columns your template has and how many approval signatures you will need. For example, a workflow with 2 columns requires 1 approval signature to complete the process.
Note:
Other types of signature fields do not count towards the approval signatures count
Only Dashpivot Contributors, Dashpivot Visitors and Sitemate users can use approval signatures. Use a Manual Signature field if you need to collect external users' signatures that don't have access to any of the platforms
Best Practices for Workflow Design
Design workflows with specific approvals in mind: ensure that each workflow column corresponds to a necessary approval step, avoiding ambiguity in required signatures
Review workflow permissions: Assign clear permissions to users to prevent unintended form progression without requisite approvals
How Forms Progress Through Workflow Columns
In Dashpivot, forms proceed to the next column when a required signature action is performed in the current column by a user with adequate permissions. If multiple approvers are configured to sign in the same column, just one signature may be sufficient to move the form forward.
Configuring Workflows for Additional Approvals
The best way to require additional signatures is to add new workflow columns. Each additional column increases the number of required approval signatures by one.
Alternatively, you can add a standard signature field to your workflow template. Note that a standard signature field does not act as an approval step