Workflows and Intake Management FAQs

1. How do I create a new workflow?

Navigate to the Workflow Studio, click 'Create New Workflow,' and use the no-code builder to design your workflow with drag-and-drop elements.

2. What are the types of workflow templates available?

Spendflo offers templates for common procurement scenarios such as new purchases, renewals, upgrades, and downgrades, which can be customized to fit your needs.

3. How do I edit and save an active workflow?

Open the active workflow, make your desired changes, and click 'Save' to update the workflow without disrupting ongoing tasks.

4. How do I add a task to a workflow?

In the Workflow Studio, select the workflow you want to edit, click 'Add Task,' and configure the task details such as name, owner, and due date.

5. How do I add conditions to a workflow?

While editing a workflow, select 'Add Condition,' define the trigger, set the conditions (IF, AND, OR), and specify the resulting action.

6. How do I add a phase?

In the Workflow Studio, click 'Add Phase,' enter the phase name, and organize related tasks within this phase for logical grouping.

7. Where do I view all workflows?

You can view, filter, and manage all existing workflows by going to the 'Workflows' section in the Spendflo dashboard.

8. How do I perform quick actions like stop, archive, publish, and clone?

In the workflow overview, use the action buttons next to each workflow to stop, archive, publish, or clone the workflow with a single click.

9. How do I restore a workflow from version history?

Access the workflow’s version history, select the desired version, and click 'Restore' to revert.

10. How do I raise or create a new request?

Click 'New Request' on the dashboard, fill out the necessary details in the intake form, and submit it for processing.

11. What permissions do I need to create or edit a workflow?

You need permission from the admin or workflow manager to create or edit workflows in Spendflo.

12. How can I share a workflow with my team?

Use the 'Share' option within the workflow to send access links to team members or assign tasks directly to them within the workflow.

13. What should I do if my workflow is not functioning as expected?

Review the workflow configuration, check for any errors in the conditions or tasks, and consult the Spendflo support documentation or contact support for assistance.

14. Can I automate notifications within a workflow?

Configure automated notifications for task assignments, due dates, and status changes within the workflow settings.

15. How do I delete a workflow?

Select the workflow from the list, click the 'Delete' option, and confirm the action to remove the workflow permanently.

16. What are the best practices for designing workflows?

Keep workflows simple, use clear task descriptions, incorporate approval checkpoints, ensure proper conditions, and regularly review and update workflows.

17. How do I track the progress of a workflow?

You can use the 'Progress' tab within each workflow to see real-time updates on task completion and overall workflow status.

18. Can I integrate external tools with my workflows?

Spendflo supports integrations with various external tools to enhance workflow functionality and data synchronization.

19. What happens to a workflow when I archive it?

Archiving a workflow removes it from active use but retains it for record-keeping and future reference without deleting the data.

20. How do I handle workflow versioning and updates?

Use the version control feature to save different versions of your workflows. This allows you to track changes and restore previous versions as needed.

21. To what roles and permissions are workflows intended?

Spendflo’s workflows can be extensively used by admins to configure and create the workflows, task owners to manage and own the tasks, and requesters to create procurement requests within the product.

22. How can I configure the setup, manage exceptions, and customize features?

Your customer-facing teams will have access to rich help documentation (linked here) that will provide them with all the context and materials they need.

23. Can I group deals by vendor and see all the status and outcomes of those deals?

On the requests listing page, you can group deals by vendor and view the statuses and outcomes with filters and custom views.