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!
New Process Runs is now available in v2.41. See our Process Runs guide for more information!
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.
- Only processes that you have permission to view will be visible.
- Click New Process in the top right-hand corner, or the plus sign shown when hovering over Processes in the side panel.
- 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), name the process.
- Give the process a Description (optional).
- Click the Edit icon to the right of Process Description when inside a process to edit the description.
- Then add tasks by clicking + Add Task
- This will be how you add additional steps to your checklist.
- Give the step(s) a title and start writing out your step instructions.
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.
- From here, you can Add or Edit Tasks.
- Click the Edit icon next to each task to edit.
- To create tasks for the checklist, click ((+ Add Task)).
- Name the task.
- Click the Edit icon on the right to provide a description of the task using our WYSIWIG editor.
- Click ((Update)) before navigating away to ensure your process updates save!
- Edit the name of a process by clicking on the name. This will allow you to make changes to the name; select return or enter to save the changes.
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, you can further manage the process with options to Duplicate the process, Make a Global Template as well as More Options in the top right corner. These abilities may be subject to your security user role, but include:
-
Duplicate
- Clone the process.
-
Create Global Template
- Converts the process to a global template that can be found in Admin > Process Templates
-
Favorite
- Add a process to your favorites and it will show in My Favorites on your dashboard.
-
Archive
- Move the process to the clients' museum.
-
Change Permissions
- Click on group that has access to change group access. This will take you to Admin>Groups OR Block Access for the current group that has access.
-
View Current Access
- See which users currently have access to the process.
-
Delete
- Permanently delete the process (admins or super-admins only).
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 once they become a Run of the Process.
To assign tasks, set due dates, and select a priority:
- A run must first be created from the parent process.
- On the right-hand side of the task, click to choose the technician you'd like to assign the task to (optional). If you choose a technician to assign the task, make sure to select Save to save the assignment.
- Choose a due date or leave it blank.
- Choose a priority level for each task or leave it blank.
Run tasks assigned to a user will show up in their My Tasks widget on their main Hudu dashboard.
- Only run tasks that have not yet been completed will show up in the My Tasks widget.
Real-Time Status Reports
All client runs 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 run of a 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 and runs created within Hudu 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.