What are workflow templates?
In Winddle, Workflows are how all the Checkpoints and their dependencies in a Project Line are called. You can always start from a Project Line with an empty workflow and add the checkpoints one by one, set up the dependencies, etc, until you get to your desired workflow. However, if all of your projects are all roughly the same and/or you can identify a limited set of different workflows, you can instead use workflow templates, which are templates describing how to create the workflow for a given Project Line.
Workflow templates are date independent and always work in business days. Using a workflow template, also known as applying a workflow template, will transform the abstract master checkpoints into actual checkpoints and will set the dates of those checkpoints in such a way that the due date of the project line is as close as possible to the due date of the delivery checkpoint from the template.
This article describe how to use the workflow template editor to build a new workflow template from scratch. However, if you already have a project line with a workflow that you wish to transform into a template, you can always export your project line workflow to a workflow template - Winddle will strip out all the date information and only keep the durations, dependencies, milestones, tasks, etc.
How to access the workflow editor?
To access the workflow editor, open your company settings, open the Workflow group then select Workflows:
Managing workflows templates
Editing a template
To access the workflow editor for a given template, just click on the edit button. For more details on the editor, please see the editor guide below.
What is the duration?
The duration, visible on the list of workflow templates, gives the total duration of the workflow in business days from the first checkpoint to its delivery checkpoint. This information can help you understand how Winddle will apply the template to a given project line. For instance, if your workflow is 90 business days and you apply it with a target due date of July 1st, the first checkpoint of your project line will be 90 business days - which could be 130 days if you are skipping week-ends and have a few bank holidays around that time - before July 1st. Note that this duration is only between the first checkpoint and the delivery checkpoint, if there are any checkpoints after the delivery checkpoint, their dates will follow the usual workflow calculation rules.
Copying a template
Copying a template will allow you to copy the current state of a template and create a new template with a different name.
Deleting a template
On the list, click on the Delete button next to the workflow template you would like to delete.
Save your changes!
Unlike many places in Winddle, the template editor will not save any change until the Save button has been clicked. The Save button will appear in the top right corner once a change has been done.
If you click on the Reset button, every changes made will be discarded and the original workflow template will be reloaded from Winddle.
Renaming the workflow template
Click on the workflow name, update and validate.
Working with checklists
Adding the first checklist
When editing a new worklow, there are no checklists to start with. You can either click on the Add checklist button in the top right corner or in the Add the first checklist button:
Both will lead to the same popover to select/create a new master checklist to be used for this checklist:
You can either select an existing master checklist or create a new one. If you create a new one, the master checklist will not be actually created until you have saved the workflow.
If you click on Add all of its checkpoints?, when using an existing checklist, Winddle will also add all the known master checkpoints of this master checklist, for convenience, with their current average duration.
Adding another checklist
To add another checklist, the process is the same as for the first checklist, except that you can only use the Add checklist button in the top right corner.
Note: Winddle workflows template are limited to 5 checklists, once you have reached 5 checklists, the Add checklist button will disappear until you delete one.
Deleting a checklist
To delete a checklist, just click in the top right corner of the checklist in the checklist header:
Working with checkpoints
Adding a checkpoint
To add a checkpoint, first select the checklist in the checklist header, then click on add a checkpoint. You'll then be able to either select an existing master checkpoint in this master checklist or create a new one.
Removing a checkpoint
To remove a checkpoint, click on the next to the Edit details button on the row of the checkpoint.
Renaming a checkpoint
To rename a checkpoint, click on its name on the checkpoint row. The same popover than when adding a checkpoint will appear: you can't actually rename master checkpoints from the workflow editor, however, you can replace it with another master checkpoint or create a new master checkpoint to take its place.
Dependencies and settings will be kept regardless of the choice you make.
Changing its duration
Click on the duration on the checkpoint row and enter any value greater or equal to 1. This duration is in business days, regardless of your non working days settings.
From the checkpoint details
First, open the Checkpoint details by clicking on the Edit details button on the row of the checkpoint you want to edit. A side panel will open.
In this side panel, you can then:
- Add parents or children, as long as it doesn't create any cycle (for instance, Checkpoint A -> Checkpoint B -> Checkpoint A)
- Remove parents or children by clicking on the next to the parent or the child
- Set the dependency behavior (Eager, Fixed or Trailing) as described in the Checkpoint article.
- Set the gap before children or the trailing distance from children for Trailing checkpoints, in business days
You do not need to save the changes for one checkpoint specifically, all the changes are applied as soon as they are done and the overall template will be saved when you save the template.
You can close the side panel by clicking on Close in the top right corner:
With drag and drop
For simple dependencies, the editor has two shortcuts that can be used from the list of checkpoints without opening the checkpoint details, using drag and drop.
The first shortcut is to make a checkpoint independent (to remove all the children and parents and start from scratch): click on the checkpoint checkbox icon, drag it to the left, release.
The checkpoint will then become independent:
The second shortcut is to make a checkpoint a child of another checkpoint: select the child checkpoint, drag it to the row of the parent checkpoint, release.
The dragged checkpoint will now be a child of the checkpoint on which it was dropped.
Although tasks are mostly meant to be used as flexible changes to a Workflow, it's possible to set some of the recurrent tasks directly in the template. Tasks created when applying a template will have:
- The user who applied the template as owner
- The calculated due date of the checkpoint as due date
To do so, first open the Checkpoint details of the checkpoint in which you wish to add tasks, then click on Add a task, enter the task name and validate.
To delete a task, just click on the trash icon next to the task:
You can also rename the task by clicking on it:
Note: when a task (or more) has been added to a Checkpoint, the tasks icon appears in the list of checkpoints.
There can only be one milestone per checkpoint. To set a Checkpoint as a Milestone, open the side panel (click on Edit details), then check the Use this checkpoint as milestone? checkbox. You can then enter a name for the milestone, which by default, is the name of the checkpoint.
Note: a checkpoint cannot both have a milestone and be the delivery checkpoint. You can however combine tasks and milestones freely.
Note: when a Checkpoint has been set as having a milestone, the milestone icon appears in the list of checkpoints.
Setting the delivery checkpoint
Only one checkpoint may be set as the delivery checkpoint and it is mandatory to have one delivery checkpoint in the template. The current delivery checkpoint is marked in the list with the delivery icon:
To set a checkpoint as delivery checkpoint, open its side panel (click on Edit details on the checkpoint row) and then check the Delivery checkpoint checkbox.