Processes

Before creating a workflow, you need to define the basic processes that make up your operations or workflow. These processes are used later to build the workflow.

Examples of processes include:

• Sales
• Planning
• Purchase
• Service
• Quality Check

For each process, you need to set:

• Process Code : a short identifier for the process
• Process Name : the full name (like “Quality Assurance”)
• Sequence : a number that decides the order in which processes appear in dropdowns during workflow setup (this does not control the actual workflow order, it’s just for easier selection)

Once you define a process, you can add more details using the following three options:

• Activities – Tasks or actions to be done under the process
• User Teams – Teams responsible for handling this process
• Custom Fields – Any extra information you want to collect during this process (like machine number, inspection type, etc.)

By setting up these processes, you make it easy to create workflows later, where tasks move step-by-step across different departments or roles in your organization.

Process Sequence

Following table explains options that define a workflow.

• Sequence

The sequence should be 1, 2, 3 etc.

• Process Name

Select the process from the dropdown. These processes are created by us in previous step.

• Lead Time

Lead time defined here is just proportionate in terms of number of days or hours.

Final lead time will be defined when we create Gantt chart.

• Previous Process

Select the previous process. For the first process and all the processes that start independently, it will be empty.

This is used only during assigning task to next process and preparation of KANBAN.

Process flow is shown based on selection of previous process.

• Dependency

Dependency is used in preparation of Gantt Chart.

The dependency can define any complex scenario and interdependency of processes mainly required in management of projects.

Note following points in defining dependency:

Define Process Dependency as 1FS (meaning process will start after finishing process 1)

FS = Finish-to-Start, SS = Start-to-Start, SF = Start-to-Finish, FF = Finish-to-Finish

Define multiple dependencies as 1FS, 2FS (meaning process will start after finishing process 1 and 2 both)

Defining 1FS, 2SS will mean process will start after finishing process 1 and after starting 2

Ensure that there is no cyclic redundancy for example, if you are defining process “3” dependency as “2FS”, the dependency for process “2” should not be “3SS” or “3FS” etc.

Activities

Activities (also called sub-processes) are the specific tasks or steps that happen within a process. These can be defined without any sequence, as the order is not required at this stage.

Defining activities helps to standardize the work under each process and avoids manual typing errors when assigning tasks to users or teams. For example, under the Sales process, you might add activities like Lead Follow-up, Quotation Preparation, or Order Confirmation.

You can define one or more activities for each process. It is mandatory to define at least one activity per process for the application to work properly. Without activities, the system cannot assign tasks correctly during workflow execution.

By clearly setting activities, your team will have a consistent way to track, assign, and complete tasks within each process.

User Teams

For every process you create, you can assign one or more user teams responsible for handling the tasks in that process. A user team is a group of people who will perform the activities under that specific process.

It is required to define at least one team for each process. Without assigning a team, the application will not be able to assign tasks, and the workflow will not function correctly.

Custom Fields

In every business process, you need some specific data to process the ticket or task. Application allows you to add extra fields called custom fields. These fields help you collect more information from the customer or user.

You can add three types of fields: Text, Dropdown (select from list), label (To add some instructions) and Image (to display something to help user for data entry)

For example, in a Customer Enquiry form, you may want the customer to:

• Select a Colour → You can add a dropdown with colour options (like Red, Blue, Black).
• Enter Quantity → You can add a text box where they type something like “2 pieces” or “5 kg”.

You can add as many custom fields as you need to make sure you collect the right information for that process.

Later, when you create Product Groups (like Washing Machines, Refrigerators), you can also add custom fields for each product group.

Similarly, you can add custom fields for each process of the workflow.

That’s why it’s important to plan:

• What fields should be added at the Business Process level

(for example, Customer Enquiry or Complaint).

• What fields should be added at the Product Group level

(for example, features specific to Refrigerators only).

For example, a field like “Colour” might make more sense at the Product Group level, because different products have different colour options.

But if the product code already includes the colour, then you might not need a separate field for colour at all.

Custom fields are used to capture detailed and useful information, so your team can understand customer needs better, handle tickets properly, and give the right response or service.