How do you integrate your management system in logical order?

Into

We are often asked what things need to be arranged before I can use the system as an organization. There is no single answer to this. There are many things that determine the steps and therefore the lead time of an implementation.

Of course, we can display a complete picture of steps and order that you could use as a guide.

Of course, no organization is the same and there will undoubtedly be steps that you can skip.

The start

We start by rolling out the environment. This means that we install your environment on the right servers and that we configure the right basic settings.

In your area, we also put a base of forms and a folder structure set so that you can make a quick start.

Then it is time to train the people who are going to fill and manage the system. We recommend doing this with at least 2 people for a good security. This keeps the knowledge within your company in the event of a change in the workforce.

This training is practically furnished where you also learn to navigate through the system in logical steps in 3x 3 hours and know how to use it.

How it works within your company

No company is equal. So it is important to know how it works for you and is arranged. You can Custom groups Creation.

Consider, for example, a group in departments.

By knowing how you want to divide your company information and make it visible in groups, you can now create it well.

This function is with the users.

You can create groups yourself if you click on the green button "Create group".

By giving a name you can save it below.

Which Features are there in your company and who replaces who in the absence? This is the next step to think about. If you have that clear, the features can be filled and it is time to create users in the system. You don't invite them yet but just make them, give them a Role, function and e-mail and possibly telephone number.

You can create functions via the plus button next to the function titles. It opens the job title form.

Then it is also important which Meta data You want to give. Meta data is data on which you can easily search and certain information emerge.

You can think of the following examples:

Ownerwith a user dialer (Choose an owner who is responsible for relevant information per procedure, file or form)
Tags/LabelsUnder what names is certain information also known within the organization. Choose to assign labels so that other people who just use a different name can also find the information we are looking for in a simple way.
ClassificationWhat data can you share with whom or not? Think of, for example: Internal, for certain parties and public information. This way you can mark any procedure, document and form with a classification.

Of course you can think of as much meta data as you want but you have a good start here.

Meta data can be added via the preferences among the user.

At the end of the user select the three dots or right click on the user => edit => Edit meta properties

Here you can specify a title, choose an icon and then a type. You can choose here:

Text (General to be able to enter a text on which you can search)
Number (Enter a number with which you can search)
Yes/No (A Yes or No option that supports the title, which can be searched)
Options (Fixed options that you specify in advance as used in the example classification above)
Tags (Certain labels you want to give to be able to search for it easily, equal to the tags/label example from above)
User (Choose a user from the system here so that you can hang it as an owner on a step, file or form, equal to first example above)
Step (hang documents or forms to certain steps by choosing a step here. This concerns meta data so we do not physically link here, but only that on the step name the forms can also come up in the search result.)
Form (Similar to step but to form names)

How do I want Version management, and set it within the company preferences.

Also determine how company information can be put live within your company. The standard layout for Steps is concept, internal and public. But if you want that differently, you can adjust this to the company preferences

Information structure

Determine the Folders/steps structure which you are going to use. You can find this at the Template editor.

And indicate which of these are Signable.

Making it signable ensures that when putting the information in the organization live, you can send the people a notification and they are also asked for an acclaim for this. This helps you to determine where which information should be placed and how to organize the information. Add to each folder the Groups those who can see this and provide them with the Meta data which you want to give.

Then you can Fill with your data the folders/step structure.
Fill your structure with data. This can be done per folder/step with a piece of text that you write or want to upload from Word with the Word Importer. Then you can still The left add in the text with the @-function or add additional links to external sources under the text. And then you can still Add files. Think of standards that you use and apply as a company but do not write yourself. Then you can easily hang them on your folder / step.

You can now share your concepts according to your set steps structure. (By default, this concept is internal, public) As soon as the public is available to all users.

Forms and workflows

Determine which forms you need or use now. This helps you to determine which forms to create or customize. There are already many forms in your area. If you can use it in this way, that is completely nice and if you want to adjust them, that is now easy to do with the form editor.

The form editor can be found on the maintainer menu:

When creating forms, think carefully about triggers. For example, you may also need to indicate a manager to the reporter and add a status field to your form. This helps enormously in creating the automatic workflows. These ensure that your follow-up and flow of tasks will automatically notify your employees in order to be helped to be busy with the right things and to be informed in a timely manner.

Forms in a logical place

Now that the forms and workflows are ready, it is good to put them in a logical place. Of course you can easily search for your form but for a user it is even more fun that you can also find the corresponding forms directly with the explanation and information. You can also link these forms to your folders/steps.

A few last dots and possibilities

You can easily Sign processes in your own environment just as you might have used to doing it in Visio before.

However, now you can also link every step of your process. So if you like process drawings and use them frequently within your organization, now is the time to make them in your environment. You can then immediately create the links to the documentation, forms, files or other processes. Of course you can also link to external links. For example, a user can quickly and easily click through the processes to get to the right information without much effort.

Read more about how to make it and the effect of this you can read in Creating process flows.

Another piece is to give substance to you. Needed dashboards. You can fill your environment with multiple types of dashboards:

Tile dashboard, where you determine how many tiles fit this and whether it is also accessible on your mobile and which tiles and sizes you want. In addition, you link that information to your tile that you think the organization needs it frequently. For example, a notification form or requesting resources you need to perform your job. Of course, you can also easily link to your intranet or other systems with links to external sources.
One Business dashboard on which you can put various information and depending on the roles and rights is visible to the various users. Here you can create various tabs and determine which forms you want to show which charts. You can also create buttons or place RSS feeds with information from certain websites directly on your dashboard. Of course there is a lot more to do but now you know that the dashboarding is now.
One Personal dashboard (only for full users) on which you have your own information right as the company dashboard to be able to steer well on your own KPIs.

Testing and going live

Now is the time to start testing and introduce the users to your new environment.

If some dots emerge from this, you make small adjustments and it is time to really go live and start using the efficiency from your new environment!