Easy Workflow Management

Build, refine and evolve your business processes at lightning speed. Organize tasks into workflows to maximize the automation of task assignment. Let our system help you organize work in the applications you already use.

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Pneumatic Tools to Streamline Your Operations

All Pneumatic tools work in terms of workflow templates, workflows, and tasks

Template builder

The template builder is the tool where you create new workflow templates or edit existing ones. You access it whenever you choose to create a new template or open an existing template for editing. It’s a powerful no-code tool that lets you add new steps to your SOP, define workflow variables, customize workflow kick-off forms, define conditions for when specific tasks should be included in a workflow or skipped. In the template builder, you can also add or remove template owners - people who can run workflows from the template and edit it.

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Workflows

In Pneumatic, you can run multiple workflows from every workflow template you have. You can view all the live workflows currently in your system in the Workflows view. You can also filter them on a number of parameters. Workflows can be in progress, delayed or completed. You can also run new workflows from here by cloning existing workflows. Hovering your mouse over a workflow card will display its current progress. Clicking on a card will open its log.

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Tasks

A workflow is a sequence of tasks and when a new workflow is run, Pneumatic starts assigning tasks to performers. You can see the tasks currently assigned to you in My Tasks. Here you can filter them by workflow template and step. For every task you get access to the complete log of the workflow it’s part of, including all the comments left by your colleagues. You can complete a task after filling out all the required output fields, or you can return the workflow to a previous step.

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Dashboard

The dashboard is a powerful tool that lets you see what’s going on in your system at a glance. Pneumatic has two dashboards: the workflows dashboard and the tasks dashboard. The former is for managing workflows you’re in charge of and the latter is for navigating the tasks assigned to you.

In the dashboard you get a bird’s-eye view of what’s going on in your system and then you can immediately drill down into whatever task or workflow that you believe requires your immediate attention.

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Highlights

Workflow Highlights is a quick reporting tool that lets you see the latest developments in your system such as completed tasks, posted comments and the like. By default, Workflow Highlights only displays the most recent events. It also allows you to slice and dice the information by a number of criteria such as workflow template, performer, time period.

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Shareable Kick-off forms

Shareable kick-off forms allow you to have workflows started in your system by people who don’t have an account in Pneumatic. It’s an indispensable tool for engaging with customers or users of your product via feedback forms or bug report forms that instantly kick off new workflows in Pneumatic so that your team can immediately address the issue.

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Automation

Pneumatic offers several levels of automation.

1

The baseline level of automation has to do with the automatic assignment of tasks when new workflows are run from templates: unlike your standard task manager, in Pneumatic, you configure your SOPs as workflow templates and run workflows from them, Pneumatic then automatically assigns tasks to performers and as you team members complete them, the workflows move on to the next step and new tasks get assigned to new or the same performers automatically.

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2

The next level of automation involves integration with external software systems. Pneumatic currently supports integration through Zapier and Integromat out of the box.

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Both Zapier and Integromat are online tools that allow users to set up triggers in one SaaS application (for example, creation of a new employee record in an HR manager system) to kick off processes in another (for example, the launch of an employee onboarding workflow in Pneumatic). The basic rationale behind any type of automation tool is always the same: minimize human involvement in the launch and execution of processes as much as possible.

3

Last but not least, Pneumatic offers a public API that allows you to integrate Pneumatic with any application of your choice. For example, you can use it to automatically launch workflows in Pneumatic in response to events in your in-house CRM system. For example, you can automatically generate a portal page for all of your shared kick-off forms in Pneumatic.

Workflow Management System

Workflow management is the identification, organization, and coordination of a particular set of tasks that produce a specific outcome. It’s a powerful tool that the best companies use to streamline and optimize their processes.

A workflow management system allows an organization to effectively manage its workflows. Workflows are sequences of tasks representing business processes in an organization.

Types of workflows are defined as standard operating procedures. In Pneumatic, these are known as workflow templates.

Workflow types or SOPs are designed as workflow templates and then multiple workflows can be run from each such template or SOP.

Pneumatic comes with a powerful no-code tool for designing workflow templates. Each workflow template defines the steps each workflow of this type must go through, the types of information that must be included in each step and passed between steps, and one or several team members that each step will be assigned to.

The basic idea is to organize tasks into workflows to maximize the automation of task assignment.When a new workflow is launched, Pneumatic assigns steps to your team based on the underlying workflow template in fully automated mode.

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Workflow or Process?

What is the difference between a business process and a workflow? A business process is essentially a standard operating procedure. In Pneumatic the as workflow templates. A workflow is a specific instance of a business process. Thus, in Pneumatic, every workflow template (SOP) can have multiple instances (workflows) in the system.

For example, you can have a business process for the development, implementation, and assessment of new standard operating procedures. In Pneumatic, you would define a workflow template for this process, describing each step of the process, specifying who each step is to be assigned to, and what information should be passed on from step to step as the workflow progresses. The latter is achieved through the use of workflow variables, a powerful tool for sharing information within a single workflow.

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Then, whenever you need to develop a new business process, you would simply launch a new workflow from your business process development, implementation, and assessment template. At this point, you would have a live workflow in the system, which would be an instance of your business process development, implementation, and assessment SOP.

One helpful analogy is a cookie cutter and cookies. The cookie cutter is your business process, or workflow template, while the multiple workflows that you can run in the system from it are the cookies.

Essentially, workflow templates in Pneumatic are a tool for defining types of workflows or business processes that exist in your organization. You can then have multiple processes of each type with Pneumatic automatically keep track of the progress made in each one of them.

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Tasks in Pneumatic

Each step in a workflow is a task. Pneumatic offers a broad range of tools for customizing tasks.

You define tasks in workflow templates. Each task must have at least a name, description, and one or several performers,i.e. one or several people it will be assigned to. Tasks can be assigned to specific team members in the workflow template. Alternatively, kick-off form fields and task output fields can be used as a tool to automate the assignment of tasks while a workflow is running.

In Pneumatic, tasks don’t exist on their own. Every task is part of a workflow. One simple workflow type that gets shipped with every account is the One-Off Task template. It’s a workflow template that consists of just one step. When a workflow is run from the One-Off Task template, only one task gets assigned, and as soon as it is completed, the workflow ends; however, the task is still part of a workflow, there is no such thing as stand-alone tasks in Pneumatic.

In addition to the name, description, and performers, a task can also have output fields and conditions. Output fields allow you to pass information along through the workflow from one task to the next. Pneumatic supports several types of output fields. Output fields defined in one task can be used as variables in all subsequent tasks. By adding one or several conditions to a task, you can instruct Pneumatic to skip the task when the conditions are met, or only start the task when certain conditions are met, or even end the entire workflow when one or several of the conditions are met.

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