Flowlett Use Cases
- 1. Sample Flowlett Use Cases Advebs Inc., 530 Lytton Ave, 2nd floor Palo Alto, California 94301 info@advebs.com (408) 512-1300
- 2. Sample Use Cases Use Case #1: Collaboration Workflow: Collaborating to prepare a Proposal Use Case #2: Approval Workflow: Routing Proposal for Electronic Signatures Use Case #3: Dynamic Workflows: “What if Joe is on vacation… etc.” Use Case #4: Electronic Forms: Submitting Expense Reports Use Case #5: Embeddable & Email-able Forms: Submitting Time Sheets
- 3. USE CASE #1: Collaboration Workflow Collaboration to prepare a Proposal Back
- 4. Wallace Cooper (you) and Bruce Johnson (your potential client) agree to do business. You agree on high level terms. Bruce then asks you for a formal proposal. Wallace Cooper Bruce Johnson (Sales Manager) (ABC Inc.) You work with your team to prepare the Proposal. Let’s assume you first need input from Legal, Engineering & Finance (Collab Stage 1). Then you need your VP Sales to weigh in (Collab Stage 2). And finally you need your customer to review a Proposal DRAFT (Collab Stage 3). Joe Silver (Legal) Wallace Cooper Emilio Mendes Anita Kelly Bruce Johnson (Sales Manager) (Project Manager) (VP Sales) (ABC Inc.) Kathy Lee (Finance) Proposal Manager Collab Stage 1 Collab Stage 2 Collab Stage 3 (External)
- 5. Collaboration: Step 1 (Write your message) 1 9 1 2 8 1 Set up new collaboration for proposal for ABC Inc. 3 4 5 2 Enter message for 2 collaboration team 6 Set up alerts so that you 3 are notified when team acts or does not 3 7
- 6. Collaboration: Step 2 (Add participants) 1 3 1 Arrange participants for 2 collaboration 2 Set deadlines on each participant You can apply pre- 3 configured routes
- 7. Collaboration: Step 3 (Upload Proposal draft) 1 Upload proposal draft 1
- 8. Collaboration: Workspace (Wall) Track where the proposal is pending at 1 Manage collaborators- invite or remove people dynamically from project Collaborators can add 2 comments here 1 Company’s internal comments can be hidden 3 from customers (guest users) Collaborators can attach 2 4 their work 3 4
- 9. USE CASE #2: Approval Workflow Routing Proposal for Electronic Signatures Back
- 10. You (Wallace Cooper) have collaborated with your team and have come up with a killer proposal. Now you need to route it internally for formal internal approvals and then send it to Bruce Johnson, your customer from ABC Inc. for his formal Electronic Signature. Joe Silver (Legal) Wallace Cooper Emilio Mendes Anita Kelly Bruce Johnson (Sales Manager) (Project Manager) (VP Sales) (ABC Inc.) Kathy Lee (Finance) Proposal Manager Approval Review E-Signature Order 1 Order 2 Order 3
- 11. Approval Process: Step 1 (start workflow) 1 Write main message for customer 1 When recipient rejects, new 2 workflow will start automatically with pre-filled information. This saves time 2 3 Set alerts, so you receive notification when people take actions or do not 3
- 12. Approval Process: Step 2 (Add recipients) 1 Act: Approve or Reject proposal 1 2 Review proposal Apply e-signature upon 3 approval 2 3
- 13. Approval Process: Step 3 (Attach final proposal) 1 Upload the Proposal document 1
- 14. Approval Process: Receive email notification to act 1 Kathy and others receive 1 emails to act 2 They click on link to act 2 3 Deadline to Act 3
- 15. Approval Process: Secure Sign in 1 1 Secure (HTTPS) login
- 16. Approval Process: Time to act- Approve or Reject! 1 Click on Approve or Reject Final proposal, click to 2 download and review 1 3 Comment area to add comments Company’s internal 2 4 comments can be hidden from customers (guest users) Select recipients who 3 5 should receive comment by email 4 5
- 17. Approval Process: Review proposal 1 Review Proposal and click on reviewed when done 1 1 2 3
- 18. Approval Process: Customer signs electronically E-Signature Order 3 1 1 Enter Signature (Name) 2 2 Submit when done
- 19. Approval Process: Fully Approved & E-Signed! Flowlett generates E-signature sheet (portable) 1 Customer can download copy of signature 1
- 20. USE CASE #3: Dynamic Workflow “What if Joe is on vacation… etc.” Back
- 21. Modifying workflow participants while the workflow is in progress is a cinch! Remove Recipient You realize that Joe Silver is on vacation and the proposal must move without him. Flowlett allows you to remove Joe while workflow is in progress Add Recipient Anita Kelly would like CEO to also review and approve the proposal. Flowlett allows you to add recipient while workflow is in progress Joe Silver (Legal) Wallace Cooper Emilio Mendes Anita Kelly Bruce Johnson CEO (Sales Manager) (Project Manager) (VP Sales) (ABC Inc.) Add on Approval Kathy Lee Order 2 (Finance) Approval Review E-Signature Proposal Manager Order 3 Order 1 Order 2
- 22. Track & Manage: Track Delivery & Add/Remove recipients Click on Track & Manage on the Workflow. The 1 Workflow Routes screen will appear 1 Click on “Remove” next to Joe Silver. Joe will be 2 removed from workflow and proposal will move to next order Anita can add CEO (recipient) on order 2. CEO will receive notification to 3 act immediately. After CEO 4 4 approves, proposal will move to customer You can track team members actions. If team member does not 2 act by deadline, you will 4 receive alert. This allows you to take follow-up action 2 CEO and have your proposal delivered on-time 3
- 23. USE CASE #4: Electronic Forms Submitting Expense Reports Back
- 24. You are back from a business trip. You’d like to file an expense report for re-imbursement of the trip expenses. Let’s assume that the company policy requires you to get approvals on your expense report from your Manager and then the Finance department prior to getting reimbursed. Wallace Cooper Anita Kelly Kathy Lee (Sales Manager) (VP Sales) (Finance) Approval Approval Order 1 Order 2
- 25. Approval Workflow: Step 1 (Start workflow) 1 1 Select Expense Report Form
- 26. Approval Workflow: Step 2 (Add recipients on route) Add your manager as first 1 level approver and Finance as second level 1
- 27. Approval Workflow: Step 3 (Fill Expense Report) 1 1 Fill out form
- 28. Approval Workflow: Anita & Kathy receive email to act 1 Click on link to view expense report and act 1
- 29. Approval Workflow: Anita & Kathy act one after another 1 1 1 Approve or Reject Expense report
- 30. USE CASE #5: Embeddable & Email-able Forms Submitting Time Sheets Back
- 31. Suppose you have consultants or contractors, and you require them to fill time-sheets periodically. Flowlett Forms can be embedded as an iFrame on your website, or emailed as HTML documents. All data entered in Flowlett forms is securely transmitted (via HTTPS/SSL connections) to Flowlett servers. Request timesheet Emilio Mendes Mike Polo (Project Manager) (Consultant)
- 32. Electronic Forms: Embed Timesheet form 1 Flowlett builds code for e- form automatically Just copy the code and save into notepad as HTML file- this is your new e-form! 1 Send this e-form as an attachment via email for consultants to fill out. It will automatically get routed to pre-defined recipients for approvals, e.g.: Client Manager, Finance etc.
- 33. Electronic Forms: Fill Timesheet 1 Consultant opens attachment and fills timesheet and clicks on Submit 1 Filled timesheet will securely and automatically route to Project Manager