Workflows are designed to automate business processes and make them more efficient. However, as your business evolves, your workflows may need to be adjusted to reflect changes in your business environment. In this blog post, we will explain how to update your workflows.
Understanding Workflow Templates
All workflows are based on workflow templates. A workflow template is a blueprint that outlines the steps that should be taken in a workflow, the teams or people each step gets assigned to, and the information that gets passed on from stage to stage within the workflow. In order to change the way a workflow operates, you will need to edit the template that the workflow is based on.
Editing Workflow Templates
You edit workflow templates in the Templates section of Pneumatic. When editing a workflow template, you can add or remove steps, add or remove workflow variables, or change the performers assigned to specific steps. Additionally, you may also allow workflows to be completed at any stage or specify that a specific step requires completion by all the performers assigned to it.
Adding or Removing Steps
When adding or removing steps, it is important to consider the impact of the changes on the overall workflow. Remember that when a template is enabled after being edited, the changes immediately get applied to all the running workflows based on the template. That means that if you remove a step, some tasks that have previously been assigned to people may disappear.
Adding or Removing Workflow Variables
Workflow variables are used to pass information from one step to the next. If you are adding or removing workflow variables, make sure that the variables are necessary and that they are being used in a meaningful way. If you are removing variables, make sure that their removal won’t result in catastrophic data loss.
Changing Performers Assigned to Specific Steps
If you need to change the performers assigned to specific steps, make sure that the new performers have the necessary skills and knowledge to complete the tasks assigned to them. Additionally, make sure that the new performers are aware of the changes in the workflow and that they understand their roles and responsibilities. In Pneumatic, you can also add performers to tasks in running workflows dynamically.
Allowing Workflows to be Completed at Any Stage
Some business processes can be completed at any stage, but others can’t; make sure there are no unintended consequences if workflows of a specific type are completed early.
Completion by All
If you specify that a specific step requires completion by all the performers assigned to it, make sure that the performers are aware of the requirement and that they understand their roles and responsibilities. Additionally, make sure that there are no delays in the workflow as a result of the requirement. Note, also, that if you plan to dynamically add performers to tasks, it’s best to include the completion by all requirements in all the tasks.
You change workflows by changing the template they are based on. In Pneumatic, editing templates is a straightforward process. However, you need to tread lightly as you go about changing and updating your workflows to make sure that your changes don’t break your business processes.