A sub-process is an individual process that forms part of a larger main, or primary, process.
Adding a sub-process in Way We Do enables you to break an overall process down into smaller, manageable chunks. For example, if your main process is "Onboarding a New Employee," you can create sub-processes for "IT Setup," "HR Paperwork," and "Welcome Kit Assembly."
More than one sub-process can be added to a single checklist as individual steps.
Adding a sub-process
To add a sub-process to a step:
Add an Activity Step to your checklist with an appropriate title
Select the step to open the information panel
Click Show existing content
Then choose Click to select a sub-process, procedure, or quiz
In the popup, locate and select the relevant checklist
The checklist will show as being tagged as the content of the step
Settings will display for you to configure how the sub-process will behave:
Allow multiple runs? enables you to run the sub-process multiple times
Minimum to complete: When using the multiple runs feature you can then set a minimum number of times that the sub-process must be run before the step in the primary process can be marked as complete
Check step upon completion? will automatically mark the step in the primary process as complete once the minimum number of sub-processes has been done. If you switch this off, the step will need to be checked manually
Dependencies and Roles Assigned
The ability to start the sub-process will be influenced by standard checklist features.
Dependent on the completion of: you won't be able to launch a sub-process until the step it is dependent on has been checked
Role assigned to this step: when a role is assigned, only a Collaborator with that role can launch the sub-process
Completing the Sub-Process
Now, when the team member runs the checklist, they will launch the sub-process from within the checklist
When the sub-process is completed, clicking Close will take you to the Activity for the sub-process
There is a message indicating that this instance was run as a sub-process, select the instance title to return to the primary process
Each time the sub-process is run, the details of the sub-process instance will also display on the relevant step in the primary process
Abandoning a Sub-Process
A sub-process that has been started can be abandoned without impacting the primary process. A record will be kept and display on the step.
When a primary process is abandoned, it will automatically abandon all active sub-processes.
Setting a Due Date on the Sub-Process
When you've added a sub-process into a step on an Activated Checklist, the Due Date feature can be used to set a due date for the sub-process to be completed by.
Note: this doesn't flow to the sub-process instance - it's designed to track the completion of the sub-process as part of the overall primary process.
To turn the Due Date on, select Set a due date?
If you'd like the person(s) completing the checklist to be able to adjust the due date, you can do this by changing Can the due date be modified by the collaborator? to "Yes"
Your due date can either begin calculating from when the checklist is run or when another step in the process has been completed. Use the Calculate due from dropdown to choose either Start or another step
Use the fields under Due within to enter in the amount of time that you want to pass before the step or quiz is due. If you don't require one of the fields, leave the amount at zero. Note: a day is calculated at 24 hours. So, in the below screenshot 1 day, 12 hours, and 30 minutes would be a total of 36 hours and 30 minutes
