Task Flows

Video released on 21/06/2024

Procedure Timeline

The timeline allows you to see at a glance the status of the Procedure you’re reviewing. Here you can update your colleagues who are working on this Procedure, even if you’re working on different shifts.

Find more about Procedure Timeline here.

Create or Edit Tasks

Using the three dots (…) next to a task, you're able to:

• • Edit the procedure task name
  • Duplicate the same task within current procedure
  • Duplicate the task to another procedure
  • Delete the task

When would you use this? 

Let’s say you have a sandbox folder where you can experiment with procedures and you create something you want to keep it separate until you finalise it. 

Once you are done, you can choose to duplicate this procedure folder or another procedure folder and make it live (by assigning Teams to it).  You can edit that procedure name from the copied name to something else.

 Procedure Permissions:

Collaborator Access

Within the Tasks page, as a Collaborator you can:

• • Add a New task
  • Edit existing tasks:
    • Click into a Task and modify it
    • Edit the name of a task
    • Duplicate a task within the current Procedure
    • Duplicate a task to another Procedure
  • Access Tasks that have been created previously
  • Access previously submitted reports and see any comments from that task
  • Search within previously submitted reports by ID or report titles
  • View who has access to this Procedure as a Collaborator or a Team member (and invite additional Collaborators as needed)
  • Review feedback on flows submitted by users via the App

How to assign Collaborators:

• • Assigning Collaborators to your Procedure means that they will get:
    • Full visibility to the Procedure
    • Editing rights to the Procedure
    • The option to add new Collaborators
  • You can either search by name or email address to add users.
    • The user has to be in Zaptic already in order to get access. 
    • Click on “Add Collaborators” to add the users in. 
    • Collaborators will be sent an email notification
  • To edit collaborators, you can click the "Edit" button at the top right of the Collaborators list:  

• • • Which will bring you to the Manage collaborators screen, where you can remove existing collaborators and add new collaborators:

• Even if you remove someone as a collaborator, if they are a member of a Team that has access to the procedure, they will still see the procedure within the App.

Team Member Access

Within the Tasks page, as a Team member you can:

• • View existing tasks
  • Access previously submitted reports and see any comments from that task
  • Search within previously submitted reports by ID or report titles
  • View who has access to this Procedure as a Collaborator or a Team member

You cannot:

❌Edit tasks that have been created previously

❌Access Tasks that have been created previously

❌Upgrade your access to be a Collaborator

❌Invite additional collaborators to the Task

 How to assign Teams

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• • Team assignment is how end users are allowed to view Procedures in the Zaptic App. Once you assign a team to your Procedure, all members of that team will be able to use your Procedure in the app. 
  • You can assign specific teams, or choose ‘All teams’.
    
    
    • If you choose All teams, this procedure can be viewed in the app by all current teams and any new teams that you add to Zaptic within the app.
  • When you click Save the Procedure will be live in the app.

Task Reports

• • Allows you to view all submitted Reports.
  • As either a Team member or a Collaborator, you can expand a report by clicking on it.
    • In the report view, you can:
      • See the results of the task that the report is from
      • See who created the report, when it was created, and where it was created
      • Change the status of the report
      • Print the report
      • Leave a comment on the report
      • Assign additional actions that will be related to this report
  • You can use the Search bar to search for the IDs of any reports, or keywords that may be in the Report title.

Example report:

Did you know?

You can assign an action originating from a report from the  button:

Feedback on Flows

Harness the power of collaboration with the shop floor to gather feedback on improving tasks, training or guided creates in Zaptic. 

Shop floor workers can now leave feedback with suggestions to improve flows, fostering collaboration between management and shop floor. 

As a Collaborator, you can View, Approve, and Reject feedback via workflows.  Using this feedback, you can update the workflow with the suggestion(s) provided by your users or teams.

Top Tip!

Use test teams to test procedure content before you are ready to deploy and only add actual teams once ready to be deployed.