The JobTraQ workflow management engine automates actions and processes to make your team more productive and successful. However, the system’s power and flexibility can mean that configuring it for your specific business process is a daunting task. If you don’t know where to begin, take a look at the starter examples below. The first process is a simple way to automatically assign tasks to the person who created them. The second process calculates a project’s Percent Complete field according to the number of completed sub-tasks. And the third process records the date and time when a task enters each new stage of work, so you can create reports to show average cycle times and bottlenecks.

Set default assignee to Logged-In User

If you have configured JobTraQ workflow management software to allow users to create a certain type of task for the work they are doing, you might want those tasks to be automatically assigned to the user who created them. To do that, you just need to create a placeholder contact to be the default value for the Assignee field in that task type, and then create a workflow rule to replace that contact with the current user.

  1. Create a new contact called Reassign to Logged-In User.
  2. In the task type’s form designer, set the new contact as the default value of the Assignee field:
    Logged In User Form Design
  3. Create the workflow rule to reassign each new task:
    Logged In User Workflow Rule

To test this process, create a new task of the correct type. After you save the new task, reopen it, and it will be assigned to you.

Percent of Tasks Complete in Project

Many projects are composed of a lot of small sub-tasks, and you can often accurately calculate the Percent Complete value for these projects by dividing the number of completed tasks by the total number of tasks in the project. To do that automatically, you need a few fields to store the number of tasks in each project, and some workflow rules to perform the calculations.

  1. Create two new Numeric Textbox fields called “Number of Completed Tasks” and “Total Number of Tasks”.
  2. Click on the Options icon for each one and change the Calculate Project Totals for This Field setting to Yes:
    Project Percent Complete Number Field Options
  3. Create a workflow rule to set the Total Number of Tasks field when a new task is created:
    Project Percent Complete Workflow Rule 1
  4. Create a workflow rule to set the Number of Completed Tasks field when a task is closed:
    Project Percent Complete Workflow Rule 2
  5. Create a workflow rule to calculate the Percent Complete field whenever a task is created or closed:
    Project Percent Complete Workflow Rule 3

You can enhance this process by adding more workflow rules to use additional statuses for closed tasks, adding rules to set the Number of Completed Tasks back to 0 if a task is re-opened, or even create a weighted percentage by adding up the tasks’ work estimates instead of just counting the tasks.

Record Task Stage Dates for Reporting

We often hear from customers who need to run weekly or monthly reports about the number of tasks that they processed in the previous period, the average length of time that tasks stayed in each stage of work, or the total duration between an initial request and when the task was completely finished. The easiest way to gather this data is to pre-record the important dates and then use the JobTraQ Business Intelligence Module or another reporting tool to report on them.

For this example, we will record the dates for three stages of work in an HR department’s hiring process: Interviewing, Offer, and Hiring. To implement this process, you will need to create some statuses, date fields, a task type, and some workflow rules.

  1. Create five new statuses:
    1. Passed Interview (Status Type: Open)
    2. Failed Interview (Status Type: Open)
    3. Job Offer Sent (Status Type: Open)
    4. Job Offer Accepted (Status Type: Closed)
    5. Job Offer Declined (Status Type: Closed)
  2. Create two new custom date/time fields:
    1. Interviews Completed
    2. Job Offer Sent
  3. Create a new task type called Hiring, and add these statuses to it:
    1. Not Started
    2. Passed Interview
    3. Failed Interview
    4. Job Offer Sent
    5. Job Offer Accepted
    6. Job Offer Rejected
  4. Add the date fields to the Hiring task type:
    1. Interviews Completed
    2. Offer Sent
  5. Create a workflow rule for the Passed Interview status:
    Date Reporting Workflow Rule 1
  6. Create a workflow rule for the Failed Interview status:
    Date Reporting Workflow Rule 2
  7. Create a workflow rule for the Job Offer Sent status:
    Date Reporting Workflow Rule 3

Now, when your tasks have finished this process and each job offer is either accepted or rejected, each task will have dates in all four of the following fields:

  1. Post Date (the date that the interview process began)
  2. Interviewing Completed Date (the date that interviewing was completed)
  3. Offer Sent Date (the date that the offer was sent)
  4. Completion Date (the date that the offer was accepted or rejected)

You can use the Business Intelligence Module or another reporting tool to display these dates, compute the amount of time spent creating each job offer, find the average time spent interviewing, and any other information you need about the efficiency and throughput of your interview/offer process.

If you have any questions about these examples or other workflow processes, feel free to comment below. For more information about JobTraQ workflow management software, please contact our sales team or request a demo.

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