Create a flowchart for a workflow

Before you create a workflow, you should first consider how the process runs in your company and how you want to set it up. That is why we recommend you create a flowchart first.

Note:

In the work flow flowchart, do not include tasks that can be performed but which are delegated or transferred to a specific user (using Delegate to or Transfer to). The options to delegate or transfer a task are settings in the workflow task.

If you delegate a task, the task remains in My tasks. If you transfer a task then the dossier no longer comes back to the original employee.

Example: Questions for the Application Management department

• If employees have questions/problems, they ask the Application management department for help.
• The question first goes to the manager of the Application management department for review. The manager determines whether the question is justified and whether it contains enough information (the manager can also deal with the question directly).
• If the manager agrees, the question is passed on to the employees of the Application management department. The employee can deal with the question, request more information, let it expire or forward it.
• If the question is dealt with or it expires, it goes back to the sender. The sender can then agree or not agree with the outcome. If the sender does not agree, the sender explains why this is the case so that the question can be dealt with once again.
• If more information is requested, the sender must add it so that the question can be handled properly.

To make a sketch:

1. Specify all tasks based on the process.
   • A workflow consists of tasks that must be completed.
   • Name the decision moments, both for the tasks and the actions.
2. Determine who in the organisation should perform the tasks.
3. Then determine how you want to control the dossier item in the workflow.

   The above process looks as follows in a sketch: