Workflow status
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1 Introduction to workflow status (WFS)
The process of creating a technical file can be made transparent using a workflow. This involves recording the steps, time duration, and identifying who is responsible for each step. This provides a quick overview of the procedure and the work that needs to be done.
Purpose:
To ensure proper tracking of the different steps involved in creating a technical file (TCF), you can use a workflow to keep things organized. By using a workflow status, you can easily determine which stage the workflow is currently in and whether any action is needed.
When to use:
The WFS allows one to monitor the status of the file, and perform the actions associated with it.
You can use this status for yourself, but if you work with others or need help from a colleague, you can assign the WFS to someone. This colleague will receive an email. You can also add a note to the status so that the question or action is immediately clear.
Advantage:
In addition, a deadline can be added, allowing follow-up to be monitored.
Also, the WFS is information that can be used in case of a reorder.
Based on the WFS, you can then decide whether a new file should be created or just an update to the existing file.
Below is an example of a comprehensive flow chart.
(Some steps have been merged into 1 block to keep it readable and compact)
1.1 Example of a flowchart
1.2 Workflow status (WFS):
There are 16 predefined workflows available, and one can assign the status to a colleague. This colleague should be added to the account as a user. Those to whom the workflow is assigned will also receive an email.
We advise establishing a clear definition for when to use WFS, ensuring a consistent protocol for all account users.
Below, you will find an example of how you can use the different WFS.
|
Work flow status (WFS) |
When |
Which Action |
|
Active |
Article information is imported |
Start the workflow |
|
No picture available |
Picture is missing |
Collect picture |
|
Prepare invite |
File is ready to be started |
Activate file, and send the document request |
|
Solving outstanding issues |
To park a file, first the issue should be solved |
Solve issue |
|
Collecting & organising |
Working on the file |
Send document request, |
|
Action needed |
Supplier has not accepted the request to upload documents. |
The one working on the file needs help and escalate to e.g. buying department. The buyer should contact the supplier, and push to accept the request and upload the documents(1) |
|
Supplier not cooperating |
Supplier has accepted invite, but upload no documents |
The one working on the file needs help and escalate to e.g. buying department. The buyer should contact the supplier, and push to accept the request and upload the documents(1) |
|
Ready for review |
Supplier has indicated that he will not provide any more documents, but the file is not complete, file status is Red / Orange |
The file has to be escallated to the person who can make a decission about this. If the file status is accepted, the file can be closed. Or the supplier has to be pushed to upload the missing documents. |
|
On hold |
Working on the file needs to be paused |
Add WFS deadline when file needs to followed up |
|
Not compliant* |
File is not complete, but status accepted for this batch |
Closes task / task |
|
Final acceptance* |
File is compleet |
Closes Task / file |
|
Ready to buy* |
File is complete |
Closes Task / file |
|
Declined for shipment* |
File is not complete |
Closes Task / file |
|
Declined for buying* |
File is not complete |
Closes Task / file |
|
Cancelled* |
Working on the file is no longer required |
Closes Task / file |
* Work on the technical file has been completed.
(1) The one working on the file needs help and escalate to e.g. buying department. The buyer should contact the supplier, and push to accept the request and upload the documents.
In the scenario where the individual working on the technical file requires assistance and needs to escalate the issue to the buying department, it’s important to have a clear and efficient process in place.
The person can update the Workflow Status (WFS) to reflect the need for escalation and then assign this updated status to a colleague within the buying department. This assignment can be done within the system, ensuring that the assigned buyer is promptly notified via email about their new responsibility. Upon receiving the notification, the buyer is then tasked with contacting the supplier directly.
The conversation with the supplier should focus on emphasizing the importance of the request, the need for timely compliance, and the urgency of uploading the required documents. The buyer can use the notes added to the WFS as a guide for the discussion points and the specific actions that need to be taken by the supplier.
This structured approach not only facilitates clear communication between the internal team members and the supplier but also allows for tracking the progress of the request through the updated WFS.
Monitoring the deadline set in the WFS ensures that the follow-up actions are timely and that any delays are quickly addressed. This process is critical in maintaining the efficiency and effectiveness of the workflow, ensuring that all steps are completed as needed, and minimizing the potential for project delays.
2 How to keep track
2.1 Create tabs
Organize your tasks effectively by using tabs to create detailed overviews and 'TO DO' lists.
On the Technical Files page
- Click on the “+”
- Click “Create custom tab”
- Add “Tab name”
- Select the WFS you need to create the overview for. You can select multiple statuses.
- Optional you can select “assigned to me” and you will only see the files with that WFS assigned to you
2.2 Reporting
These workflow statuses can be utilized for vendor-level reporting. When the correct WFS is added at file closure, one can create an overview of the number of files with the corresponding status per supplier.
