As part of our powerful Updates feature, you have the ability to enhance each step within your workflow by adding either an update or a reminder.
Unsure as to what we mean by Update? Check out our helpful article What is an Update?
To access updates, you will need to select the ‘more’ tab at the top of each step. This will provide you with two options: ‘add new update’ and ‘add new reminder’.
To master the process of adding a reminder, head over to our Adding a Reminder page.
For advice on how to add a new update, we have you covered with this article.
How can I add an update to a step in a workflow?
To get started, click on 'Add new update.' This will open a box titled 'when,' where you'll determine when you want an update to occur.
From here, you can choose to notify a staff member when a task in the checklist is completed or when the entire checklist is finished.
You can also schedule an update for overdue tasks. This allows you to send an additional reminder to the respondent or alert another staff member if the task isn't completed by its due date. It's worth noting that you can also set up overdue reminders using the 'add new reminder' button mentioned earlier. For more guidance, take a look at our article Adding a Reminder
The process of adding these updates remains the same, regardless of your choice. However, for the purpose of this article, let’s consider this scenario: a new starter receives a checklist to complete tasks like reading a KCSIE document, undergoing a health and safety check, and signing their offer letter. We aim to set up an update that informs the HR team once the new starter finishes these tasks.
To begin, choose 'checklist is completed' from the options in the 'when' box.
Once you've selected a 'when' option, you'll be prompted to decide whether the update should occur 'right away' or if you'd like to 'wait a while.'
In our example, selecting 'right away' means that HR receives a notification as soon as the checklist is completed. Alternatively, choosing 'wait a while' permits you to schedule a delay between checklist completion and sending the HR department an email notification.
⏰ Scheduling delays and overdue reminders at timed intervals if tasks have not been completed can be really effective. Take a look at our article Adding a Reminder for more guidance.
Once you've opted for 'Do right away', you can then decide on the action you'd like to take from the 'then' box.
This could involve updating a spreadsheet or HR platform when a step or checklist is completed. In our case, we want to send a message to the HR Team. This is where you would choose this from the available options.
After making your choice, provide any additional details which may be required. In the case of an email update, you'll need to specify the sender, the recipient, and compose the email content.
When designating a recipient, you can conveniently tag them from other parts of the workflow. For some support with this, refer to our Adding a Tag article.
Once you've tagged the recipient and crafted the main content of your email, simply hit the 'add update to step' button at the bottom. This action will save the update to this step within the workflow, and you're all set to go!
To incorporate different updates, simply replicate the steps we've outlined, but select alternate options from the 'when' and 'then' boxes.
As you review your workflow, spotting where updates have been added to steps is easy—keep an eye out for a small blue circle in the upper right-hand corner of the 'more' tab. You can also click on the 'more' tab anytime you want to explore all the updates added to a step within the workflow.