The workflow activities section inside a campaign record is where users manage workflows
within a campaign. To get to the workflow activities section inside a campaign record you:
1. Go to the campaign section of Advvy.
2. Click on the campaign record you want to work on.
3. Click on the workflow activities tab.
This will display all of the workflow activities within that campaign’s workflow.
Workflow Navigation have controls along the Left, Middle and Right.
Left Navigation Icon Buttons
By using the buttons on the top left corner of the campaign, users can manipulate the view of the campaign’s tasks.
- The filter button: It allows users to filter the campaign’s tasks based on a number of different variables. For example, filter based on the user so that only specific tasks that are assigned to a specific user are shown. There is an option to display unassigned tasks as well. Besides, you can filter by roles, so that you only view tasks that are assigned to specific roles. And, you can also filter by progress status, to view specific tasks based on their progress. (If you click the filter button again, it will remove the filters from view).
- Plus and minus buttons:
The plus expands all of the stages within a campaign’s workflow so that you can view all of the tasks, and the minus sign collapses the view so that you only see the campaign’s name and the stage names within the workflow. - Bulk Edit:
When one or more Tasks is selected the bulk edit button appears to allow you to quickly update the selected tasks criteria, such as the assigned user, the status, the due date, or to shift the due dates a few more or a few less days on the calendar.
Middle Navigation Buttons
〉 List View
Tasks
Tasks are displayed in a vertical format. The top section in bolded type is the campaign’s name. Underneath the campaign’s name, you will have the stages and tasks within each stage below.
Note: there are two different types of tasks within Advvy; complex, which are represented by bolded blue type that have standard tasks underneath them (which have a small arrow next to the standard task’s name) and standard tasks that are not a part of a complex task. These tasks [standards] are represented in blue font.
Standard tasks have circles that act as selectors or checkboxes when you click on them.
Pencil icon within a workflow
Users will notice a pencil sign next to the bolded campaign name in the workflow. By clicking this pencil button, users can edit the workflow. Specifically, this allows them to view which users are a part of the campaign. Those users can be assigned tasks within the campaign.
Reminder: users must share at least one role with a role in a campaign’s workflow to be added to that campaign. If they do not have a matching role, they will not be available for task assignment in that campaign.
If users click the pencil icon on the same row as a campaign’s name, they can view which users are included on that campaign. These users are available for task assignment. For more information on this topic, please visit the help guide How To: Ensure a User Can Be Assigned to a Campaign.
This area also allows users to add optional stages to a campaign. Optional stages are set up when users create a new workflow. For more information on this topic, see our help guide Optional Stage Management.
If users click the pencil button next to a stage name, they can edit that stage. This allows users to view the reporting pillar of that stage, the target date, information link, and other important information, including the started-on date and the completed-on date, based on when the first task of the stage was started and when the last task of the stage was completed.
Plus sign icon on stage’s name
Users will notice a plus sign icon on each stage’s name, this plus sign acts as a button to add a new task within that stage. This is also known as adding an ad hoc task to a campaign. Ad hoc tasks can be added to any stage in the campaign. They can also be reordered within that stage.
Please, keep in mind that when reordering a task, users cannot place ad hoc tasks within complex task branches (Complex tasks are tasks with standard tasks branching off of them). Ad hoc tasks can only be moved in between standard tasks or complex task groups. Ad hoc tasks can be moved in between standard tasks. For this reason, when creating workflows, it’s recommended to use standard tasks as often as possible.
Other features available in the workflow activities section include:
- The progress status column: it is available for each standard task and includes: not
started, completed and not applicable. - Health status: available in each standard task and includes: controlled, at risk, critical
and closed. (Please, keep in mind that all tasks that are marked with a progress status
of completed or not applicable have a health status of closed). - Priority status: users can add a priority to tasks if they wish.
- Editing: users can edit the start date or the due date of a task from the workflow
activities section. Also, a role or a user can be assigned to tasks within the workflow
activities section. Upon campaign creation, roles are automatically assigned to all
tasks. However, users are not automatically assigned to all tasks. To assign a user to a
task, you can hit the plus button under the user column of a task. - The deliverables section: it provides a place where users can title and link to a
specific URL outside of Advvy. - Task information: users can single click the name of a task to view that task’s
information including the task’s description, which can be set at the workflow level.
The description is simply a way to describe a task in more detail. In the effort and
notes section, users can add notes to a specific task. (Adding a note to a specific task
will cause a note icon to appear next to the task’s name).
Tips
1. Users can bulk update multiple tasks at the same time by clicking on the circles next to tasks, which will cause a small window and pencil icon to appear near the expand and collapse buttons. This will allow the user to bulk update or edit multiple activities at the same time. Users can:
- Update the progress status of each task.
- Assign a user to each task.
- Assign a role to each task.
- Add a new due date, due date for each task.
- Shift the task forwards or backwards in time, represented by whole or negative numbers. Negative numbers bring the due date of a task forward in time (so that the task is due earlier) and whole numbers push the due date of a task backward in time (so that the due date is later).
2. Users can select multiple tasks by holding control and clicking outside of the selector
circle as long as they don’t click on the name of the task.
3. To easily select many tasks at the same time, select and hold shift and select another
task further down the workflow to select all the tasks in between. This is a very
convenient way to select multiple tasks very quickly.
〉 Timeline View
The flow chart
If users click timeline in the center of the screen, task will be displayed in a flow chart view. In the timeline view, the filters are the same as the list view, the expand and collapse buttons are also the same, but there is an additional option to view the flow chart by day, week, month or year which will represent your campaign on a flow chart by different lengths of time.
The purple bar
The flow chart in the timeline view shows the campaign’s workflow progress via a purple bar, which represents the workflow start and end date. The darker area of the purple bar represents the completeness of the campaign, based on the task marked as complete or not applicable within the workflow.
The blue bar
The workflow timeline will also be displayed as a blue bar within the timeline section in the Gantt chart view, which represents the start and end date of the campaign, based on the first task in the workflow and the last task in the workflow.
Tasks
Users can click and hold a task in the timeline view to shift its start and end date forwards or backwards in time. When a task is selected (you select the task by clicking it once) two circles will appear on both sides of the task. If you click and hold one of these circles and connect it to another task, the task originally selected will block the task you connected it to. This “blocking” task makes it so that the task that you connected the original task to cannot be completed until you complete the original task. This is represented in the task view as a lock next to the campaign name, which represents a blocked task.
Tips
- Users can click and hold in the flow chart area of the campaign to move forward or backward in time to view the campaign stages’ complex tasks and standard tasks in the flow chart view.
- Users can select multiple tasks as described above and then they can click, hold and drag them so that their start and due dates move forward and backward in time.
The timeline view is a great way to have a visual representation of your campaign stages and
tasks in a flow chart view.
〉 Board view
This section allows users to manage tasks in a card-like view, which allows them to click and drag tasks o change their progress status.
Any changes made in the list, timeline or board view will affect the whole campaign.
The workflow activities section provides a variety of ways to manage task within a workflow. It also gives users a unique way to view all of their tasks in a flow chart view. The same view is what will appear if you click on a stage within the workflow overview section, providing consistency throughout the platform for users.
Right Navigation Icon Buttons
By using the buttons on the top right corner of the workflow, users can perform the following updates:
- Refresh Workflow Data: [NEW] Coming soon
- Workflow Options: This displays a menu of available functions such as:
- Update Team Members
- Auto Assign
- Copy Assignments
- Optional Stages
- Update Dates
- Specialty Activities
- +New Workflow
- Update Workflow
- Save Workflow
- Workflow Team: Displays a list of the current users and roles that have access to the campaign. You can add or remove users to the campaign to control visibility, and assignment of tasks.
- Workflow Summary: Displays a set of high level charts about the progress of the workflow such as Progress, time logged, workload.
- Open Workflow: Is a shortcut to the Admin area of Advvy and displays the workflow template. Only Extended users can modify a Workflow Template.