Running processes as case flows

How to create case templates and run variations of your process on demand. This sends the right tasks to the right people at the right time.

Peter Olsen avatar
Written by Peter Olsen
Updated over a week ago

Gluu lets you create scheduled (recurring) tasks or case-based tasks that are triggered by a case that is started by a user. This article covers case-based tasks. If you want a video explanation instead, then this webinar covers the topic in detail.

How to create a case template

If you have created a process with activities, Gluu can automatically create a case template for you based on the contents of the process or you can design it yourself.

Below we will cover both options as well as how to run a case from a case template.

Create an automatic case template

  1. Find your process with no existing case templates.

  2. Click on 'case templates' under 'cases' in the left side menu.

  3. Select 'new case template' (requires rights to edit the process)

  4. Click the activities you want to include in the template in the pop-up window that opens up.

  5. This will create a template including the activities you selected and one taks per activity will automatically be created (named the same as the activity) and added to the template as well.

  6. You can then name the template and adjust it as you see fit following the steps mentioned in the Set your task sequence and how each task should start section below.

Create your own case template

  1. Find your process with or without existing case templates.

  2. Click on 'case templates' under 'cases' in the left side menu.

  3. Select 'new case template' (requires rights to edit the process)

  4. If there are no existing case templates a pop-up window will open up to automatically create one. Click skip for now to create your own template.

Set your task sequence and how each task should start

  1. Click an activity to select it - drag it to the right place so your sequence of activities is in the order you need them to run. (You drag an activity by clicking the four dots, holding the mouse button down, and then dragging and dropping it)

  2. Adjust the standard settings for each activity. You can use three types of logic for starting the tasks within your activity: By the time (user will set a date that is specific for the case), when a previous critical task is complete (the tasks will only show once an important task in the activity before has been completed) or immediately (if the task should start as soon as the case is started).

  3. Set the user(s) with the role that should be assigned to the tasks. The default setting is that the tasks are visible to all users with the role. This way any of them can decide to complete the tasks.

  4. Click to select individual tasks and drag them to order the sequence of tasks the way you prefer for this case template. Once you select a task you can decide if it is a critical task (this will ensure that tasks after this will only be created, if this is completed).

  5. You can choose from all existing tasks on any given activity (See how to add tasks to activities) or you can create new tasks directly in the template.

  6. Give your case template a name and save. Once this is selected you check off the setting "Allow edit before case start" - this will allow users to adjust the template before starting any case. If you want to ensure that the process runs the same way each time, then keep this unchecked.

Run your first case

Any user who can access the process can start new cases using one of the templates you have created. Go to 'Cases' and click on 'New case from template'.

  1. Give it a name. (Typically you would use an internal reference such as a customer or project name - this depends on your process).

  2. If you want to assign this case to anyone with the role then go to step 4. If you want to assign the tasks to specific individuals then click each activity and complete step 3.

  3. Select the specific users that the tasks should be assigned to. You can pick as many as you like and they will all see the tasks - but each task can only be completed once for each case.

  4. Set any start dates for activities that have been set to start by time. The tasks will then be created and shown to the right user(s) at the selected date.

  5. Click start case when you're ready. All tasks related to the case will then be shown to all users with the relevant roles, or to specific users that you have selected.

Adding one-off tasks to running cases

Tasks that always repeat in your case should always be created in the task manager of your activity. However, if you wish to create an extra task once the case is already running you can do so! This way the task becomes unique to the case you are running.

To add a new task to a running case:

  1. Click to 'edit' your selected case

  2. Locate the activity you wish to add a new task to

  3. Press + to add one-off task

  4. Give your task a name (If relevant attach a form and mark the task as critical, priority or create the task for multiple users)

  5. Press to 'Create task'

  6. Save your case

Keep in mind that this task will only be saved to the specific case.

Assigning multiple users to one task

If you wish to assign one task to multiple users you can set the task to 'create a task for each user'. This is especially useful if you wish to conduct employee training (but you can use it regularly if you wish).

When the case is running, you can see every user included in the task, and their progress. Only when each user finishes the task, will the task be fully completed.

Gluu’s training case flows are about much more than just training. It is also about collecting feedback, approval, and reports on the same task from multiple users.

Want to know more about how to run employee training programs? Watch our video!

Managing and editing cases after they have started

What if you need to change a case that is running? Gluu lets you do this for all tasks that haven't started yet.

  1. To edit a case go to the case overview and click the pen to open the case in edit mode. 

  2. Now click the selected activities to open their settings on the right-hand side.

  3. Click 'Save' when you are done and the new settings will be active.

You can...

  • remove and add activities and tasks (also new ones that have been added to the process)

  • change the timing and logic for how activities start

  • change task and activity sequence

  • change target duration

  • assign new people to tasks

  • change the case name

TIP!: You can visualize throughput time by using the 'Calendar' view of a case. This shows you have much time passed from the task was activated till it was closed (green), as well as how long uncompleted tasks have been open (orange):

TIP!: If you want to catch up on comments made to a case, simply go to the case 'Feed'. Here you will find all comments made for the duration of the case in one place.

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