How setup effective workflows on ShareCARD #

Creating effective workflows on ShareCARD ensures that your team is guided throughout project implementation, minimizing the need for frequent check-ins while working in the field both on and offline.. Workflows automate task progression, allowing actions to trigger subsequent steps based on completion status. This structure keeps your team on track and maximizes productivity in the field.

Step 1: Access Workflows on ShareCARD #

• Log in to your organization dashboard.
• Navigate to the Workflows section in the main menu.
• Click the plus (+) sign at the bottom right corner to create a new workflow.
• Set a Workflow Name – Ideally, align it with the project name or a specific process.
• Provide a Clear Description – Explain the workflow’s purpose to ensure clarity for anyone managing the project.
• Click Add Workflow to proceed.

Step 2: Create Workflow Tasks #

• Open the workflow dashboard.
• Click the plus (+) sign to add a new task.
• Select the Activity Type, such as:
  • Filling an assessment form
  • Assigning a beneficiary to a card
  • Adding them to a training group
  • Delivering a package (Outgoing)
  • Confirming A Received package (Incoming)
  • Archiving information when participation ends or the beneficiary is disqualified
• Set an Activation Date (Optional) – Define when the task should be triggered. Leaving this blank activates the task immediately.
• Click Add Task to save.

Step 3: Add Follow-up Activities #

• Click the plus (+) sign to add a follow-up task.
• Select the previous task as the reference point.
• Choose the condition for triggering the next step:
  • Passed – The beneficiary successfully completes the previous task.
  • Failed – The beneficiary does not meet the required criteria – the previous task conditions were failed. 
• Set the next task based on the condition:
  • Example: If the beneficiary fails an assessment, trigger a follow-up action such as:
    • Fill form – select form resource created for Reassessment after training
    • Escalation to a field manager for further guidance (Coming up)
    • Archiving the beneficiary’s information if they are disqualified
• Set an activation date if needed.
• Click Add Activity to confirm.

Step 4: Assign Workflows to Projects #

• Once all tasks are added, navigate to Projects.
• Select the project to apply the workflow.
• Open the Project File and go to the Workflows section.
• Assign the workflow to specific agents.

Step 5: Workflow Execution and Automation #

• Agents receive a notification when assigned a workflow.
• Using the Agent App, they assign beneficiaries to the project workflow.
• As tasks are completed, reports are auto-generated in the system, eliminating manual reporting.
• The system tracks:
  • Completed tasks
  • Pass/fail results
  • Confirmed deliveries 
  • Confirmed Project requirements or resources received 
  • Time spent training
  • Next steps based on set conditions

Need Help? #

If you encounter challenges setting up workflows, contact our support team for assistance.

Thank you for using ShareCARD to streamline project execution!