Important! The difference between workflows and checklists.
Workflows are your standard recurring processes such as New Hire Checklist, Client Onboarding, New Property Listing, etc.
When you use a workflow, that's a Checklist Run.
For example, a Client Onboarding Workflow would be used for each new client you have, seen like this:
Step 1: Create a Workflow
Good workflows utilize sections to organize steps.
Short step titles, but use step details
Titles of the workflow steps should be short. This is especially true if your team will use your workflows on Slack or our mobile apps. You can include links to supporting documentation in the step details. (How-to here.)
Expected Duration and Due Dates
You can set an expected duration for a workflow. When the workflow is used, the system will auto-calculate the due date and then send late notifications if the checklist is not completed in time.
You can also set expected durations for individual steps. Again, the actual due dates will be calculated each time the workflow is used. (How to set due dates on steps.)
If you set an assignment in the workflow, that person will be assigned each time the workflow is used and they'll be notified of their new assignments.
You can use Role Based assignments to give your team more flexibility when there are multiple people who perform the same tasks, depended on the specific checklist.
You can collect data within a workflow step. You can have people enter data, choose from a list, upload an image, and upload a file. You can make this data collection required or optional.
Things to avoid:
Too many workflows too soon
We recommend you choose 1 or 2 important processes. Learn the system, gain acceptance in your organization, and then broaden their use from there.
Too many steps in your workflows
If your team members feel like the checklists are a burden, you will have a more difficult time gaining acceptance. Start small, and have your team iteratively improve the workflows.
Daily processes can benefit from using a checklist, however, having a long workflow used by someone who knows the process can get them to hate the system. Be careful. Start small, build from there.
You can associate a Slack channel with a workflow. See this article for details.
Step 2: Use the Workflow
Naming the Checklist Run
The first option is the name of the checklist run. This helps your team refer to each checklist run specifically. For example, an employee onboarding checklist would use the name of the employee for the name of the run. For checklists that are related to the date, you can leave the name blank and the system will use the date it was started. Details here.
You can invite other people to join you on the checklist. People you add to the checklist will receive an email with a link to the checklist run.
The same as when creating a workflow, you can set due dates on the checklist run as well as specific steps within the checklist. When a step or the checklist is late, each person will receive a late notification email or Slack message.
Comments & Mentions
Using comments, your team can communicate on the status of the checklist right within the checklist. If you @mention someone, they will receive a notification of that mention, just like Facebook and Twitter mentions.
You can work on checklists right within a Slack channel. See this article for details.
Step 3: Manage Your Team
There are 3 different roles you can assign to people in your account.
Admins: Have the ability to add and delete users, as well as create, edit and delete workflows. They have access to all features for your account, with exceptions related to departments below.
Users: Cannot edit workflows nor add or delete users, but they can see all the workflows within the department they are in.
External: Cannot see anything other than the checklists that they have been invited to. This role is primarily used for people outside your organization such as clients and contractors. A detailed review of external user role is here.
By using departments, you can limit access to various checklists and reports within your account. This even limits the Admin users to only have access to the checklists and users within the departments they've been assigned. For example, in the following diagram, only Sarah, John, and Kelly would have access to all the checklists within this account, even though the other people are Admins. More information on departments.
Your Slack team members can be added to Manifestly with a Slack command. Read this article for using the 'connect' command in Slack.
Step 4: Schedule a Recurring Checklist
If you have a workflow that happens on a schedule, you can use our recurring checklists capability to schedule these checklists. You can schedule a checklist to run every business day, every Monday, every third Thursday, Quarterly, even Yearly. Here's a video on scheduling a checklist.
When you are creating the scheduled checklist, you should choose who will be assigned when the checklist is created by the system in the future. If you don't assign anyone, it's possible the checklist will slip through the cracks and go unnoticed by your team.
You can omit assigning the checklist and just use the checklist Slack channel. When the checklist is created, the channel will be notified and people can then assign themselves to that checklist. Read this article for using Slack channels.
Step 5: Keeping Track
Checklist Runs Page
The checklist runs page can be used to view all your in-progress checklist runs as well as those that have been completed. You can filter the list based on workflow, status, participants, and even tags. This is where you would go to delete or archive a checklist run or export data.
Each user in the system can adjust their notifications for both email and Slack. These notifications are sent for new checklist assignments, late checklists, late checklists steps, and when you are mentioned in a comment.
Our system send a weekly email which contains high-level information of the status and completion of checklists in your account. This can be turned off if you wish.
The reporting page will show you what workflows have been used, how many times they've been completed, and who worked on them. Drilling down, you can see the average time it takes to complete each workflow.
The reporting page also has links to the detailed activities page of all activities in your account as well as the comments tab, which shows all comments made on all checklists.
Step 6: Integrations
Integrations with Zapier
With Zapier, you can automatically create new checklist runs and assign them to your team based on events in other systems around the web such as Salesforce, Zendesk, and more. Please read our Zapier integration page for more information.
Mobile Apps for iPhone and Android
You can install our native mobile app to use your checklists on your phone.