Solutions Blog

Process
The requester completes the work order that is sent to a coordinator in the logistics department.

The coordinator analizes the request, if it is not properly completed it is sent back to the requester for modification. If it is properly completed it is sent to the most appropriate person with information about the time limit and the means needed to handle the request.

The designated person will notify the requester of the work order completion by sending back the form (if the work order is not completed the person in charge can use the form to explain why.)

The requester closes his work order request and adds a comment about the provided service quality.

The coordinator is notified by email that the process is closed.

Workflow with WorkflowGen
1/ The employee opens his/her browser and logs on to WorkflowGen.

2/ He/she clicks “New application” and selects “Work Order”. By clicking  “Launch application”, he/she then accesses the “Application follow-up form”.

3/ In “My to-do list”, he/she clicks “Complete” and the form corresponding to the selected application is displayed. The employee completes the form, the nature of work he needs and the time limit and clicks “Send form”.

4/ At this point an e-mail message is sent to the logistics coordinator with the subject line reading “One new action has been assigned to you”.

5/ By clicking “View action”, the coordinator accesses the “Application follow-up form” and goes to “My to-do list”. By clicking the action assigned to him/her (in this case, Analyze), the  form opens again. The coordinator checks if the provided information is valid for this work order. If the request is not properly completed, it is sent back to the requester who will be able to perform the INITIATE action and send the modified work order to the coordinator.  If the request is properly filled-in the coordinator defines a time limit and additional advices for the person in charge of handling the work order. The coordinator then clicks “Send form”, accesses the “Application follow-up form” and designates the person from a list.

6/ At this point an e-mail message is sent to the person selected with the subject line reading “One new action has been assigned to you”. By clicking “View action”, the manager accesses the “Application follow-up form” and goes to “My to-do list”. By clicking the action assigned to him/her (in this case, HANDLE), the form opens again with information and instructions entered by the requester and the coordinator. The designated person fills-in the appropriate areas about the work order before clicking “Send form”.

7/ The requester is notified by e-mail that he has to handle the "CLOSE" action. The form is launched and the requester can add a comment about the quality of the service and the way the work order was handled. He clicks "Send form" and the coordinator is notified by e-mail that the process is closed. The coordinator accesses the “Application follow-up form” and reviews all the actions and data of the process.