Not all workflows have linear step-by-step processes. Often there are decisions to be made that take us down different paths and actions. That is why Way We Do has created "Decision Points" for Activated Checklists.
In the Business Process Management (BPM) world, these decision points are technically called Gateways. There are different types of gateways.
Decision Points within a Way We Do Activated Checklist is a type of step that can be added to your step-by-step workflow. You can use them for different purposes. Some use cases are:
- If a supplier invoice to be paid, or a new proposal to be sent to a customer, is above or below a certain value, permission may be required by a manager to proceed. e.g. Is the value over $1,000?
- When the process for all jobs is the same, however there are variances for the different job types, activities relating to those job types can display. e.g. Choose a job type
- If certain information has been received by the customer or not will determine if the staff member should proceed with the job. e.g. Has a signed agreement been provided?
Types of Decision Points
To begin with, we have allowed for two types of Decision Points called "Inclusive" or Exclusive". "Inclusive" decision points means that two or more "conditions" can be selected. "Exclusive" decision points means that only one "condition" can be selected.
"Conditions" are the choices the user can select that will display additional steps for them to see and follow.
Creating a Decision Point
1. Add a "Decision Point" Step
Decision Points can be added to an Activated Checklist just like any step. However, upon creating the step, the editor is able to define it as being a "Decision Point". Simply enter the decision point text as a question or action, select the "Decision Point" button and press "Enter" on your keyboard.
2. Add Role and Dependency
Similar to a standard step, editors are able to assign a Role and set a Dependency. Decision Points are mandatory, so the criteria to make it an optional step is not available.
3. Choose a Decision Type
Editors can select either an Inclusive or Exclusive decision type. Inclusive means that the user can select multiple choices, whereas Exclusive means that only one condition can be selected.
4. Add Explanatory Text
Editors are able to add text that will display above the Conditions to provide any additional instructions or explanation to the user.
5. Add Conditions
Enter in the "Conditions" or choices the user will select. Normally there is a limit to the number of conditions presented in Business Process Management, however we have not placed that limitation in Way We Do's Activated Checklist Decision Point as organizations use our platform in different ways. Editors will need to consider what the user experience will be. Too many conditions could be confusing, and may indicate that the overall process needs to be broken down into sub-processes. Please speak with our support team if you need guidance here.
6. Assign Conditions to Steps
Additional steps need to be created first before you can assign the conditions to them. Editors can then go back to the Decision Point and click the "Assign" button and then select one or multiple steps that will display, when the user chooses that option.
Once you have finalized your Decision Point, we recommend that you test the process to ensure the flow is correct. Make any changes necessary to ensure it makes sense to users and achieves the outcome you need.