New features when searching by keywords in workflow view and management

From this version onwards, when performing a search through the keyword field in the Workflow view and management menus, records are displayed based on their relevance to the used token.
If no keywords are used in the search, records will continue to be displayed based on a descending chronological order.

Broad and simplified integration with new SoftExpert Suite applications

In addition to existing applications, such as Create article (SoftExpert Knowledge base), Start workflow (SoftExpert Workflow), and Create Kanban task (SoftExpert Kanban), we have added four new applications to improve connectivity between system components.

From this version onwards, you can use the following applications:

1. Create asset (SoftExpert Asset): allows creating assets directly from system activities, simplifying the integration and management of assets.

2. Create a programmed maintenance (SoftExpert Maintenance): facilitates the creation of programmed maintenances, making the process more efficient and traceable.

3. Create a corrective maintenance (SoftExpert Maintenance): facilitates the creation of corrective maintenances, ensuring a quick response to equipment or asset problems.

4. Create document released with PDF from a responsive form: allows creating documents released in PDF with data from a responsive form filled out in a workflow. This enables the creation of documents with data filled out in the form in a quick and easy way.

These new applications provide a more complete and efficient integration between system components, enabling data filled out in workflow forms to be transferred in a simplified way.

After the creation of the association, the integration is automatically performed, maintaining traceability without the need to configure additional integration activities.

Explore these new integration possibilities and optimize your processes in SoftExpert Suite!

We are committed to providing advanced tools to increase your efficiency and productivity.

Greater control and flexibility with responsibility routes in Workflow

This feature aims to provide a simple and efficient way of configuring and executing approvals in Workflow. 

With it, it is possible to submit an instance for approval through a responsibility route, which allows performing approvals with several scenarios and responsible parties without the need to create specific sub-processes for each one.

This means that the approval activity using the responsibility route will only be finished when all steps are finished, ensuring the process follows the correct flow.

With this new feature, you can:

• Define a draft route, including the status to be applied upon finishing the route and the route to be followed by the process.
• Configure an approval route, specifying the workflow status and the route to be followed after both approval and rejection.
• Keep the route approval tasks displayed along workflow execution tasks, simplifying management with a unified task counter.
• Ensure task routes, when associated with a group, remain visible for all group members, even when someone takes over the task. This keeps the route standard consistent with other components.

This feature provides a more efficient and organized way of handling draft and approval tasks in your workflow.

Try this improvement now and make use of greater control in your process.

Migration of functional roles to teams: improving the executor definition

From this version onwards, functional roles will be migrated to teams, allowing you to use teams to define executors and create groups in a simpler, more effective way. This update will simplify and amplify the design options for your workflow.

This change offers a more versatile approach for the assignment of tasks, as it is now possible to configure teams based on the needs of a process. Moreover, in the team, it is possible to use other subdivisions, such as departments, positions, and additional teams, providing an extra level of flexibility and adaptability.

With the migration of functional roles to teams, you can use the existing team structure to optimize resource allocation and simplify task management. This results in processes that are more agile, efficient, and adjusted to the complexities of your organization.

The system will perform this migration automatically, creating teams that correspond to each functional role.

However, it is important to note that if a team with the same ID # as the role to be migrated already exists, the system will add an asterisk suffix (*) to ensure the ID #s are unique.

Clear and strategic vision: process tracking charts

This update will amplify the ability to analyze and track a workflow. We know that an effective management of processes is crucial for the success of any organization, which is why we have introduced the process tracking charts.

The creation of charts is an essential practice for companies that wish to optimize their activities and increase their efficiency. When it comes to workflows, this practice is even more important, considering the complexity of these processes and the several steps involved.

With these new charts, you will have a clear vision of the status of your workflows, including information regarding workflows in progress and closed workflows, current status, number of instances per period, and more.

These charts provide a visual representation of data, allowing you to easily identify bottlenecks, failures, and improvement opportunities in your processes.

This strategic vision will enable the identification of biases, trends, and critical points in your workflows, making management more efficient. Employees will also benefit from easy access to information, being able to track the workflow progress and quickly identify problems or deviations.

These new charts are available in the workflow object in portals and include information on:

• SLA triggers: Chart that displays workflows by SLA trigger.
• SLA level: Chart that displays workflows by SLA level.
• Priority: Chart that displays workflows by priority.
• Processes: Chart that displays started workflows by process model.
• Status: Chart that displays workflows by status, divided into closed, in progress, cancelled, and postponed.
• Status of workflows in progress: Chart that displays the workflows in progress, through their status.
• Status of closed workflows: Chart that displays the closed workflows, through their status.
• Workflow type: Chart that displays started workflows by workflow type.
• Closed workflows: Chart that displays the number of closed workflows by status: on time or past due.
• Workflows closed per month: Chart that displays the number of workflows closed per month.
• Workflows started per month: Chart that displays the number of workflows started per month.
• Workflow start: Chart that displays the number of workflows per starter.

This update provides a more complete strategic vision of your processes, helping you make informed decisions and improve workflow management in an effective way. Try these tracking charts now and take your process analysis to a new level!

Greater visibility and communication: E-mail notification with Workflow comments

Now, when you are mentioned in a comment in the workflow history, you will automatically receive an e-mail notification.

We know it is essential to maintain effective communication during process execution, and this update provides a more agile and direct way of keeping all involved parties informed and updated.

When a user mentions your name in a comment, you will be immediately notified via e-mail, allowing you to be on par with relevant discussions, requests, or updates in real time.

This improves collaboration and activity visibility and ensures no important details are lost during the process.

This improved feature facilitates communication between team members and employees involved with workflows, making collaboration more efficient and productive.

Try this improvement now and make use of more transparent and timely communication in your workflow.

We are committed to providing advanced tools to increase the efficiency and effectiveness of your operations.

View the latest improvements made to this component:

• SoftExpert Suite 2.2.0
• SoftExpert Suite 2.1.9