Wondering what can each user do with Workflows in GoCo? Keep reading to find out!
Workflows is GoCo's app to help you manage all task-based processes at your organization. From expense reimbursement requests/approvals to event planning! Check out the workflows section of our help center for more information. This article will cover the different users that can be involved in a workflow by access level. Use the links below to skip around.
- Full Access Admins & Workflows
- Managers & Workflows
- Employees & Workflows
- External Users
- Workflow Notifications & the Inbox
- Viewing Active Workflows
Full Access Admins
- Full Access Admins will typically be the primary person creating and conducting Workflows.
- Admins usually act as the “owner” of the Workflow process.
- They are responsible for creating the Workflow templates, starting the workflow, and monitoring the Workflow to ensure that the tasks are being completed on time and accurately. However, you can always update the permissions of other users to allow them to view, edit, or create workflows as well.
Managers
- Managers can be assigned to tasks within a Workflow template.
- By default, they will only be able to view & complete tasks assigned to them. They will not be able to edit or view any other workflows unless of course they have been given additional permissions.
- When creating a workflow & assigning a task to the dynamic "Manager" field, GoCo will always send this task to the corresponding manager for the team member.
Employees / Team Members
- Team Members can be assigned to tasks within a Workflow template.
- By default, they will only be able to view & complete tasks assigned to them. They will not be able to edit or view any other workflows unless of course they have been given additional permissions.
- Just like our Managers, Admins assign the “Team Member” dynamic role to tasks. When the workflow is live & in use, the Admin or Workflow Starter will select which team member this will be & GoCo will send out the task accordingly.
External Users
- External users can access Public Workflows through a shared link
- They will be able to start the workflow and complete the first task in that anonymous workflow. All user information related to this user will display as Anonymous User.
How will users be notified about Workflow Tasks?
Now that you know how users will be involved in workflows, are you wondering how will they know when they have tasks to complete?
The answer is simple! They will receive notifications in their GoCo inbox. The Inbox contains ALL tasks and notifications in GoCo that need a user’s attention. If a user is assigned across multiple Workflows, all their tasks appear here.
They will also see these notifications on their Home page!
Filter the Inbox page
The Inbox has some advanced filtering options. The two filters that Full Access Admins may be interested in the most are the Assigned To and the Workflows filters.
Assigned To
By default, this filter is set to “Me” so the user only sees their tasks by default. Full Access Admins can remove this filter to see tasks for EVERYONE in the company. This gives them full visibility across the entire company around Incomplete tasks.
Workflows Filter
This lets the Full Access Admins choose a specific Workflow to see tasks for. For example, if the Admin only wants to see tasks for the Onboarding Checklist, they can pick that as the filter option in the dropdown menu.
Note: You can also filter Workflows in the Workflows app on the "Active Workflows" tab!
Viewing Active Workflows
Visit the Workflows app and switch over to the "Active Workflows" tab. At the top of the page, you will see 3 drop-down menu options to filter your Workflows. The three options from left to right are Workflows, Status (completed or in progress), and Team Member (all team members, or select specific employees).
For any additional questions please reach out to help@goco.io. ! 🦖