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. Many factors determine the steps and therefore the lead time of an implementation.

Of course, we can show a complete overview of steps and order that you could use as a guideline.

The start

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

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

Next, it is time to train the people who will fill and manage the system. We recommend doing this with at least two people to ensure continuity. This keeps knowledge within your organization in the event of staff changes.

This training is practically oriented and teaches you how to navigate through the system in logical steps during three sessions of three hours.

How it works within your company

No company is the same. Therefore, it is important to understand how your organization is structured.

You can create groups to reflect this structure. 

For example, you may want to create groups based on departments.

By defining how company information is divided and made visible to groups, you can set this up correctly.

Of course, some steps may not apply to every organization.

This function is located under users.

You can create groups yourself by clicking the green “Create group” button. By assigning a name, you can save the group.

Users and roles

The next step is to determine which functions exist within your organization and who replaces whom in case of absence.

Once this is clear, the functions can be filled and it is time to create users in the system. At this stage, you do not invite them yet. You simply create them and assign a role, function, e-mail address and optionally a telephone number.

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

Custom properties

It is also important to determine which custom properties you want to use. Custom properties are properties that allow you to search easily and ensure that specific information is surfaced.

Examples include:

1. Ownerwith a user dialer (Choose an owner who is responsible for relevant information per page, file or form)
   
2. Tags/LabelsUnder what names is certain information also known within the organization. Then 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.
   
3. 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.
   

You can create as many custom properties as needed, but this provides a solid starting point.

Custom properties can be added via the preferences within the user settings.

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

1. Text (General to be able to enter a text on which you can search)

2. Number (Enter a number that can be used to search)

3. Yes/No (A Yes or No option that supports the title, which can be searched)

4. Options (Fixed options that you specify in advance as used in the example classification above)

5. Tags (Certain labels you want to give to be able to search for it easily, equal to the tags/label example from above)

6. User (Choose a user from the system here so that you can hang it as an owner on a page, file or form, equal to the first example above)

7. Page (hang documents or forms to certain pages by choosing a page here. This concerns custom properties so we do not physically link here, but only that on the page name the forms can also come up in the search result.)

8. Form (Similar to page but to form names)

Determine the folders / pages structure you are going to use. You can configure this in the manual editor.

Then you can fill the folders/pages structure with your data.

Fill your structure with data. This can be done per folder or page by adding a piece of text that you write yourself or upload from Word using the Word importer. You can then add content in the text using the @-function or add additional links to external sources below the text. You can also add files. Think of standards that you use and apply as an organization but do not write yourself. These can easily be attached to a folder or page.

You can now share your concepts according to your configured pages structure. By default, concepts move from internal to public. As soon as information is set to public, it is available to all users.

Forms and automations

Determine which forms you currently need or use. This helps you decide which forms to create or customize.

Many forms are already available in your environment. If they meet your needs, you can use them directly. If not, they can easily be customized using the form editor.

The form editor can be found in the maintainer menu.

Forms in a logical place

Once the forms and automations are ready, it is important to place them logically.

Although forms can be searched easily, it is more convenient for users when related forms can also be found directly alongside the relevant explanation and information. You can link forms to folders and pages.

Final possibilities

You can easily sign process flows in your own environment, similar to how this may have been done previously in Visio.

In addition, you can now link every page of a process. If you frequently use process drawings within your organization, this is the moment to create them in your environment.

You can directly link documentation, forms, files or other process flows, as well as external links. This allows users to quickly navigate through processes and reach the correct information with minimal effort.

1. Read more about this in Creating process flows.

   Dashboards

   Another step is to enrich your environment with dashboards. You can use multiple types of dashboards:

2. Business dashboard
   A dashboard that displays information based on roles and permissions. You can create tabs and determine which forms and charts are shown. Buttons and RSS feeds can also be added.

3. 
   
   Personal dashboard
   Available for full users only. This dashboard shows personal information and KPIs, similar to the business dashboard, allowing users to manage their own performance.

Testing and going live

Now it is time to test the environment and introduce users to it.

If any issues arise, make small adjustments. After that, you can go live and start benefiting from the efficiency of your new environment.