This document explains how UnDesked workflows function, including user vs. admin roles, logging to user profiles, and configuration options like Individual vs. Group mode and Reserve Period. It outlines resource types, how the behave and triggers.
User refers to the end user completing the workflow.Admin (or you) refers to person inside platform setting it up.
All info collected/served/watched/clicked, etc logs on to the user profile.
“Mode” (Individual or Group) is an option on Forms/Test/Acknowledgments & Agreements
• Is this form something an individual would fill out on behalf of themselves or is it a form I need that any collective answer will work? (For example, you do a training, and two employees are sharing the same computer screen, so they are both signed in. Is it ok if they answer the form together or do you want each of them to complete it separately? This would only apply to situations where multiple people are signing in to the same workflow on the same device at the exact time and you allowed “Multi-person check-in” in the settings of that workflow.)
• When in doubt: choose Individual
“Reserve Period” is in all resources and is how often should this resource be completed/served?
• For an on-demand resource (like a tutorial video or benefits info), you’d want it to be 0 so it was always available.
• For an annual training test that you’d only want a user to see when it was due, you’d want it to be 365 so it was only available when it was due.
Resource Types:
Uploads
• Request the user uploads something you need. (Driver’s license, insurance card, etc.)
• If that document has an expiration date, toggle on Expiry Date so it asks the user when it expires.
• How it works: when the user reaches that step in the workflow, they will be asked to scan a QR (if they are already on a mobile device, it skips this), when the user scans the QR code, it opens an image scanner/camera to capture the doc. The process is very similar to the way you “deposit” a check on your mobile banking app. When the user submits, the software acknowledges the upload and moves to the next step in the workflow on the original device it was started on.
Media
• Can be a video, image or document.
• These will just be shown.
• The date/time of the view of the media will log to the user profile but there is no action required from the user.
Forms
• Used to collect information from user
• Fields can be mapped back to user profile (for example, I could sign up for text alerts and give you my phone number and it could map back to my user profile to update it)
• Fields can be mapped to user selector (Which employee? And then the drop down allows them to search for that user and populates)
• Fields can prepopulate date and/or time or allow the user to select
• Fields can be typing boxes, drop downs, multiple choice, checklists, signature, acknowledgement.
• Fields can request a photo or upload/expiration dates. (For example: A Near Miss form can ask for a photo of the situation. When the user gets to that question, kiosk behaves as described in “Uploads” and displays a QR code so the user can move or take a photo from their device back to the device they execute the workflow on.)
Tests
• Tests have right or wrong answers.
• “Retry Period” is how long the user must wait to take the test again. 0 is no wait.
• Pass Percentage is the % of answers that must be correct to consider the test passed and the resource completed/executed.
• Failure message is what it will tell the user. You should include instructions for what they do next. (Rewatch the training video, take the test again, etc.)
• If this is a skill check and not a mandatory passing type test, you can toggle on “Allow to proceed even on failure”. This allows the workflow to keep moving and considers the resource completed/executed even though they failed. It’s like a user turning a test, the system grades it an F and logs the score VS the user must pass this test to continue, and they’ll take it as many times as they need to in order to pass.
• Answers are multiple choice, and you identify the correct answer in the options.
Acknowledgements & Agreements
• Requires the user to explicitly acknowledge or agree with either signature or by clicking an “I agree” button.
• If user clicks “I disagree”, the Failure Message you enter will be displayed on the screen.
• “Retry Period” is how long the user has to wait to click the “I agree” button. 0 is no wait.
• Content can be entered in Content text box or in a document you upload.
• “Enable SMS Copies” allows the user to text themselves a link to download the doc they just signed/agreed to.
External Links
• Opens a window inside that software that allows a user to visit an external website to complete a task in the workflow. (For example, link to ADP website, etc)
Badges
• Applies more to visitor management than anything and requires a printer. You could use them if you wanted to! If users were signing in for a hearing test, large training, etc, it could print name badges.
Notifications
• These tell people what is going on.
• Choose an internal name for the notification
• Which workflow activates? Can be multiples
• What triggers the notification? (Completion, test failure, etc)
• Recipient(s): What user should we notify? A person, multiple people, groups, etc
• “Check-in/Visitor” would be the user who executed the workflow
• Message type: How do we tell you? Text or Email or send to digital signage tvs
• Pencil box allows you to customize the message that is sent. “Insert Visible Info” will tell the software to give you the info it’s collecting. %checkin-name% will be replaced with the name of the user who completed it, etc