While we’re on the topic of automated workflows, it’s important to note that some programs also offer additional functionality that can create a more customized feel or help disrupt some of the inflexibility that can come with automation. Some of these functions include:Email Templates: Some platforms have built-in email templates for notifications. This functionality adds a personalized touch and also provides a space for enhanced communication. Edit Requests: Similar to update requests, edit requests specifically notify a submitter when the submission has been (temporarily) rejected and that it requires changes before it can be approved. Task Lists: It can be helpful to build task assignment into the approval process, allowing each employee to clearly see their responsibilities, and informing management of resource allocation. Many of these elements will be present in the approval process you design, regardless of the specific projector type or organization. In the next section, we’ll discuss the sofware programs that allow you to build approval processes and workflows, and additional features to consider.Software Systems That Support Creating Approval Processes There are a variety of sofware tools that you can use to design and build custom approval processes and workflows using the elements defined in the previous section. The most common tools include Sharepoint, Salesforce, and Microsof Office programs such as Microsof Flow. Regardless of which system you choose, look for a program that supports the following functionality (note that some of these items are named differently in certain products, so make sure you understand the utility of the feature):Page number: 74
LEARNER GUIDE Create Discrete Steps: An approval process is only effective if there are clear, defined, and repeatable steps. Choose a program that allows you to write discrete steps that users can easily follow and repeat an infinite number of times. Templates and/or Built-In Workflows: Pre-built templates are helpful if you’ll be creating multiple workflows for a variety of specific use cases. This way, you won’t have to start from scratch every time, or hard-code any parameters.Customization: Although built-in workflows can help you get started, you may want to retain some flexibility. Choose a program with customization options so you can tailor your process; if it doesn’t fit your needs, there’s no benefit. Edit Capabilities: Once you build your workflow and start using it, you might need to make changes to the procedures you initially put in place. Systems that allow editing will save of time. Mobile Features: Solutions that offer mobile capabilities enable your team to submit work, receive notifications, make requests, and approve work from their phone or tablet.