Processes are checklists and can serve as step-by-step guides, onboarding resources, or quick-reference instructions to assist with the standardization of tasks and track technician workflow. Processes can be created at either a global level and used as templates (e.g. onboarding processes) or at a client level for specific tasks.
Processes can provide your team with various useful features, these include:
- Maintain a central repository of standard operating procedures, service guides, or general business processes.
- Relate and store processes directly on the item they are created for.
- Maintain technician task notes per step to track progress.
- and, share real-time status reports with clients, to ensure transparency on task status!
Guides
In this section, we'll cover how to create, edit and manage processes at the individual client (space) level.
For information on Global Processes, visit Global Process Templates.
Creating Processes
Processes can be created by user roles of Author and above.
- Navigate to an individual client space >> then to the Processes tab on the left-hand side menu.
- This first window will show you all of your processes in a list format.
- Only processes that you have permission to view will be visible.
- Click the ((+ New)) in the top right-hand corner.
- From this window, you'll need to choose how you'd like to create your new process; you can either:
- Create a new, blank process from scratch.
- or create a new process from an existing Global Process Template.
- Select the creation option of your choosing.
- Once created (either from scratch or from a template); you'll be able to add steps and instructions per step. Click the ((Edit Tasks)) button in the top right-hand corner.
- Give the process a Name and a Description (optional).
- This area can be re-accessed by clicking ((Change Process Basics)) when inside a process.
- Click ((+ New Task)).
- This will be how you add additional steps to your checklist.
- Give the step(s) a name and start writing out your step instructions.
- Click ((Save Changes)) before navigating away to ensure your process saves!
Editing Processes
- Navigate to an individual client space >> then to the Processes tab on the left-hand side menu.
- Click inside an individual, already-existing process.
- Click the ((Edit Tasks)) button in the top right-hand corner of the process page.
- This will open a window where you can change the title and description.
- To create tasks for the checklist, click ((+ New Task)).
- Name the task.
- Provide a description of the task using our WYSIWIG editor.
- Click ((Save Changes)) before navigating away to ensure your process updates save!
Managing Processes
Managing processes requires a user role of author or above; although only admins and super-admins have access to all management abilities
Within an individual process, clicking ((Manage)) at the top right allows you management of that specific process. These abilities may be subject to your security user role, but include:
-
Duplicate
- Clone the process.
-
Archive
- Move the process to the clients' museum.
-
Delete
- Permanently delete the process (admins or super-admins only).
-
Restrict
- Choose to restrict certain security groups from viewing/accessing the process.
Convert to Template
Any existing process can also be converted to template status; this allows the creation of child processes from the now-converted parent process. Child processes can serve as re-usable checklists that may apply to individual assets (or all assets within an asset layout).
Convert client process to a template:
- Navigate to a client space >> and into the Processes section.
- Click into an existing process.
- At the top-right, click the ((Convert to Template)) button.
- This will convert your process into a "Parent" process; every process created from this process is termed a "Child" process.
- Parent processes will show up as "cards" at the top of a client's processes section.
Using Child Processes:
- To utilize process templates and create child processes, you'll need to navigate to an individual asset, within a client space.
- On the right-hand action menu of the asset, find the Processes section.
- Click ((+ New)).
- From here, choose which processes you'd like to start from.
- Only processes that have been 'Converted to Template' and exist within the same client will appear here.
- Each process created is a blank, but an exact duplicate of the parent process.
- Each process created will be linked to its' parent.
- Child processes can be further edited, in the exact fashion as other processes (see above creating and editing processes).
- Edits to the parent process, after the creation of child processes, will not affect the already-created child process.
Visit Relationships for additional information on utilizing the processes section for assets.
Tools
The sections below will serve to introduce additional tools and features associated with processes. Expand each section for an overview of the tool.
Global Process Templates (GPT)
Global process templates within Hudu are your processes that can serve as onboarding procedures, SOPs, or just checklists that you may want to reuse across multiple clients.
GPT can be created/edited in the Hudu admin area >> Global Process Templates; therefore creation/editing of GPTs requires a user role of admin or super-admin.
Visit Global Process Templates for additional information!
Process Assignment
Process tasks can be assigned to individual users within your Hudu environment, as well as have due dates and priorities set for each task.
To assign processes:
- Click on an individual task within a process.
- On the right-hand side of the task, choose the technician you'd like to assign the task to or leave it blank.
- Choose a due date or leave it blank.
- Choose a priority level for each task or leave it blank.
Process tasks assigned to a user will show up in their My Tasks widget on their main Hudu dashboard.
- Only process tasks that have not yet been completed will show up in the My Tasks widget.
Real-Time Status Reports
All client processes (parent or child) come equipped with real-time status report links; allowing the ability to keep clients (and department heads) informed on task progression.
To utilize this feature, navigate to any process, and copy the link under the 'Real-Time Status Report' header.
Real-time status reports include no details on what was accomplished per step of the process; they only provide the step name and an updating completion percentage widget.
Printable Versions
All processes created within Hudu (parent or child) have the ability to be exported into printable versions; with or without task descriptions! This allows technicians to hand off their steps directly to an end user or supervisor.