Delegate

Rethink Workflow v6.6 has recently added one of the most frequently asked features, Delegate. This feature allows anyone in your organization to gives any other user to act on his/her behalf. A delegate plays the same role as you in all of your items, including view, edit, and take action.

NOTE: This feature is only available for organizations subscribing to our Ultimate subscription plan.

Configure a user as a delegate

1. Click on the menu button (  )
2. Click on the arrow button to expand actions related to your account (  )
3. Select Delegate (  )

On the DELEGATE screen, follow the instructions in the screenshot below: 

• If you select "Handoff to the delegate," all of your items will be transferred to the delegate, and you no longer have permission to act on those items. This option is useful when you want to be "off the hook" and let the delegate handling your work.
• If you select "Let the delegate act on my behalf, but still keep me in the loop," the system will add the delegate to all of your items. The delegate and you will have the same role(s). This option is useful when you want the delegate to act on your behalf, but you still want to perform the work if you can. 

After the changes are saved successfully, the system will show the following indication on the top-right of the navigation bar.

The system also recalculates permissions for all of your items in the background. The new permissions should be applied within a short period.

Remove a delegate

To remove a delegate, follow the steps as in "Configure a user as a delegate" section and select "Do NOT delegate."

Voting

Rethink Workflow has recently added the "Voting" feature to our flow to fulfill the need of many of our customers.

This feature allows you to specify how many times an action be taken before moving a document to the next state. For example, you want a Change Request only be moved to the APPROVED state only when at least three different committee members take APPROVE action. Another example, only when everyone signs off a Sale Contract, then it can then be moved to DONE state.

How to design

To enable this feature on the flow design screen, take the following steps:
1. Click on the route you want to specify the number of actors to open the route property panel
2. Switch to the ACTORS tab and adjust the right settings. Note that "actors" represents everyone who has permission to take this action as defined in the PERMISSION tab.
3. Click on the UPDATE button to save changes.

Only when at least three actors take Approve action, the document is moved to Permit Review state

Permission Shortcuts

Besides a centralized permission settings screen, Rethink Workflow offers a quick way to adjust permissions for each field, route, or state while designing the form or flow.

Quickly set permission for each field

1. On the form design screen, open the Property panel of the field you want to set permission

 2. On the Property panel, switch to PERMISSION tab. Here you can adjust the permission for each role in each state.

 3. Click on UPDATE to save changes

Quickly set permission for each route

To quickly set permission for a route while designing the flow, you can follow the steps below:
1. While designing the workflow, On FLOW tab click on the route you want to set the permission to open the route property panel
2. Adjust the permission for each role
3. Click UPDATE to save changes

Quickly set permission for each state

Similar to setting permission for each route, you can quickly set permission on each state using state property panel.

HOA Architectural Covenant Changes Request

This is a template we built as asked from Steve Fortner on Quora: https://qr.ae/TWrw37

Roles

The workflow includes four roles:

1. Architectural Committee: the list of people belongs to your Architectural Control Committee (username: hoa-acc@zetmail.com, password: podapazo)
2. Coordinator: the person in your back office who will help to coordinate the request from homeowners (username: hoa-coordinator@zetmail.com, password: yamiyozo)
3. Homeowner: the homeowner who applies to architectural or landscape changes. In Rethink Workflow, this role is named as "Document Owner" by default. (username: home-owner@inboxbear.com, password: xeguxude)
4. Inspector: the inspector assigned to inspect the project after completion to ensure it meets the requirement. (username: hoa-inspector@zetmail.com, password: rawagobo)

Flow

In this figure, the ellipses represent the state, the arrows represent the transition or action.

0. Homeowner access the form from your website
Homeowner (home-owner@inboxbear.com, password: xeguxude) clicks on a link on your website at http://parkvillage.org/ to access the form at https://secure.rethinkworkflow.com/#index/index/company/5d581603246a830018a59bfc/workflow/5d5816111191ba00125943a8.

2. Homeowner creates a new application (stage "Draft") and fills in the required information and click on the "SUBMIT" button (which moves the application to state "Submitted")

(Note that only when “Do you plan to change the color of your home?” is selected as Yes, the field “Paint samples” will show up, this is what we call Visibility Condition)
The system sends out an email notification to the Homeowner for confirmation.

The system also sends another email notification to Coordinator regarding the submission.

3. Coordinator reviews the application
Coordinator (username: hoa-coordinator@zetmail.com, password: yamiyozo) reviews the submitted application. In case more information is required, Coordinator clicks on "Request for info" which returns the form to Homeowner (state "Incompleted," move to step 4).

This action triggers an email notification as in below to Homeowner:

If the application has all the information required, Coordinator clicks on "READY FOR ACC REVIEW" which moves the application to "ACC Review" state (move to step 5). This action triggers an email notification as in below to the Homeowner:

4. The Homeowner resubmits the application
The Homeowner received an email notification with a link as in step 3 above. He clicks on that link to view the application and provide the required information. He then clicks on “RESUBMIT” button to send the application back to the Coordinator (state “Submitted”)
This action triggers two email notifications:
To Homeowner:

To Coordinator:

5. The Architectural Control Committee reviews the application
On the monthly committee meeting, Cole Armstrong (username: hoa-acc@zetmail.com, password: podapazo) - one of the committee member logs in to Rethink Workflow. From the dashboard, he clicks and views Alan Jenkins’s application.

Here is what Cole Armstrong see:

From here, Cole Armstrong can take either APPROVE or DENIED action.
5.1. Deny route:
If Cole Armstrong clicks on DENY action, he needs to fill in “Reason for Denial” before doing so.

An email notification will be sent to the Homeowner:

The Homeowner can then appeal the decision of the ACC by clicking on “APPEAL” action which sends the application back to “Draft” state. The Homeowner then follow the same steps to submit it back to the ACC for review.
5.2. Approve route:
If the ACC member wants to approve this application, he can click on “APPROVE” action. “Reason for denial” is no longer required in this case.
This action moves the application to the “Approved” state and triggers the following email notification to the Homeowner:

6. Homeowner proceeds to make changes/additions and notifies Coordinator upon completion
As instructed from the previous email, the Homeowner can proceed to make changes requested. When completed, the Homeowner accesses the link from the email to view the form again. From here, he clicks on “MARK AS COMPLETED” button move the application to “Project Completed” state. An email notification is sent out to Homeowner:

Another email notification is sent to Coordinator:

7. Coordinator schedules for an inspection
Morgan Werner, Coordinator, enter the date and time for the inspection appointment and assign Killian Phillips as the inspector.

He then clicks on “SCHEDULE THE INSPECTION” which moves the form to “Inspection Scheduled” state. Two email notifications are sent out to the Homeowner:

And to the inspector:

8. Inspector inspects the project
Killian Phillips 1. (username: hoa-inspector@zetmail.com, password: rawagobo) inspects the project and makes a decision directly on our software.
8.1. Changes required route
If the Inspector determines that the project does not meet the requirement, he can enter the summary of changes required, attach necessary materials and click on “REQUEST CHANGES” which sent the form to “Changes Needed” state.
The Homeowner then access the form, understand what required and proceed to make modifications on this project. Then click on “MARK AS COMPLETED”. The form follows the same path as before to get it inspected.
8.2. Approve route:
If the inspector approves the project, he can click on “APPROVE” button to move the form to “Verified” state.
In all email communication above, you can customize the content of the email to anything for more personalization. As you can see, our software supports filling values of the form to the email directly via placeholders to provide more context.
There are many more features provided by Rethink Workflow SaaS which you can learn more here: https://support.rethinkworkflow.com/p/features-pricing.html

How do I know who currently has access on a document?

To know who currently has access to a document including their roles, one can follow these steps:

1. View a document
2. Click on the down arrow on the left of BACK button
3. Select "Access & Roles"

The following popup message showing the list of users and their roles should show up:

How do I update permissions for documents after adjusting the workflow?

The permissions defining the access on a document is calculated after each action. When you adjust anything related to permission on a workflow (e.g. add/remove people in roles, grant/revoke permissions, etc.), you will need to do one of the following tasks to make have the document permissions up-to-date:

1. Triggering some action on a document to trigger the permission updating process for that document
2. Use "Recalculate permissions" option

To use "Recalculate permissions" option, take the following steps: 

1. View a document as an administrator
2. Click on the arrow on the left of BACK button
3. Select "Recalculate permissions"

How do I submit a support request?

Rethink Workflow has a built-in support request feature directly on our UI.

FUN FACT: We are "eating our own dog food" here. The support request is actually one of the workflows designed directly on Rethink Workflow.

Whenever you need help or want to suggest a new feature, take the following steps to contact us:

1. Click on the feedback icon on the top right of your screen:

2. Provide the details of your support request and click SUBMIT

Depending on your current subscription plan, we will be addressing your request in the queue and communicate with you directly via our interface.