Overview
This guide covers best practices for effective workflow management in Tropic, focusing on naming workflows, selecting appropriate management types, and choosing the right templates. By following these practices, your organization can streamline tasks, improve coordination, and enhance operational efficiency.
Guidelines
Naming Workflows
Clarity and Specificity: Choose names that clearly describe the workflow’s purpose and scope. For example, use Purchase Approval - Tropic Managed or Purchase Approval - Organization Managed, instead of a generic name like Purchase Workflow.
Consistency: Follow a consistent naming convention across all workflows. This helps in quickly identifying and managing workflows.
Relevance: Ensure the name reflects the workflow’s tasks and purchase category accurately.
Why It Matters:
- Easy Identification: Clear and specific names make it easier for users to identify and select the correct workflow.
- Organization: Consistent naming helps maintain an organized workflow library, reducing confusion and improving efficiency.
- Searchability: Relevant names enhance searchability within the system, facilitating quick access and management.
Selecting Workflow Management Type
Before choosing a workflow management type, it is important to assess the specific needs of your organization. Determine the type of requests and the level of control required to ensure the workflow aligns with the complexity and importance of the tasks involved.
Tropic-managed Workflows: Managed by Tropic staff, ideal for requests handled by Tropic's Assisted Purchasing team.
Organization-managed Workflows: Created and managed by your organization for any other requests.
Why It Matters:
- Appropriate Management: Selecting the right management type ensures that the workflow aligns with the complexity and importance of the request.
- Resource Allocation: Efficiently allocates resources, allowing Tropic to handle complex purchases while your team manages routine tasks.
Choosing Workflow Templates
Blank Template: Starting from scratch offers maximum customization. This approach is ideal for highly specialized workflows that require unique steps and approvals. To use a blank template effectively, ensure you have a thorough understanding of the required tasks and their sequence.
Existing Templates: Use pre-built templates based on best practices and proven processes. These templates save time and leverage industry standards to ensure efficiency. Select a template that closely matches your use case to start with a solid foundation. Once selected, customize the template as needed to suit your organization’s specific requirements.
Why It Matters:
- Flexibility and Efficiency: Blank templates offer flexibility but require more effort. Existing templates save time and provide a solid starting point.
- Best Practices: Templates incorporate best practices and expert insights, ensuring effective and efficient workflows.
- Customization: Both options allow for customization, but templates offer a quicker route to a functional workflow.
Common Mistakes to Avoid
- Using Generic Workflow Names: Avoid names that don’t clearly describe the workflow’s purpose, as this can lead to confusion.
- Selecting the Wrong Management Type: Mismatched management types may cause inefficiencies or delays.
- Not Customizing Templates: Relying solely on default templates without customization may result in workflows that don’t fully meet your organization’s needs.
Additional Resources
For detailed documentation and training resources, please visit our Help Center