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The Power of Workflow Tasks...

Posted by Dileepa WIjayanayake on Dec 2, 2018 4:14:00 PM

The largest automotive OEM parts supplier in the world has to perform an upgrade on their SAP system that runs the whole company.  This project entails every facility, department, and vendors that rely on product to be shipped to retailers around the globe. The stake are extremely high and there is huge risk involved. So, how does workflow play a part? At the onset the company has to do the following:


  • Shut down 120 plants around the world
  • Route 100k tasks to users around the world
  • Notify users by email and SMS
  • Get real-time data on when tasks are completed
  • Get a real-time view of the timeline, are we going to be early or late
  • Complete the cutover successfully

The planning that goes into a huge cut over project, like mentioned above, takes months-often years.  100k tasks are not something that you can manage in a spreadsheet, becuase these 100k tasks depend on other items; they can also be in parallel or serially, and heretical.  This is where a workflow tool like FlowWright comes in place.

Our workflow product tasks provide the most flexible tasks that a PM will ever work with.   Tasks are fully configurable to route to a single user, multiple users, or even application roles.  Let's say you routed to 3 users, but wanted only 1 user to act on it, its possible within our technology.

This functionality need happens in normal project management all the time and whether you use Microsoft Excel or Microsoft project to manage your project you still can't fully get the information outlined as you need.   Most projects are all about tasks, at the end of the day, you want people/users to perform a task, but  you also want and need to know if the task is done or the status of the task if not completed.  With large numbers of tasks, it becomes messy when planning on a spreadsheet. This is where workflow comes in place.  In our platform users can graphically drag and drop to configure a project plan. How nice is that?!

If you take a simple HR on-boarding process, its all about tasks, a job requisition is created, routed to HR and Finance for approval, once candidates are interviewed, a decision is made to for a new hire, that kicks off the process of many tasks getting routed for users to perform actions.  For example,  the new hire will have a task sent to IT to create the user in Active Directory, the task then goes to HR for paperwork, followed by another task to building maintenance for allocating office space, and so on. Most companies have a 17+ step on-boarding process in place everytime a new employee comes aboard. 

Today it's all about tasks and how companies can get efficient around managing all that needs to be done. Most workflows are task based except for the non-user interactive processes that perform high volume processing.   The most important take-away about tasks is that the data collected from them: i.e. who completed, who didn't and how long did the person take to complete the task, are valuable analytical data in any process.  Start using tasks in your processes to get things done and become efficient to keep all team members running in conjunction for the company! 

 Learn more about how to automate your manual processes using FlowWright today. 

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Topics: task manager, task tracking software, office automation technology, workflow process software