How to guide a stakeholder through a multi-step monthly review process?

StephT

We are managing a portfolio of projects that cut across multiple teams. Each team has a "spokesperson" that is responsible for completing a handful of reviews each month for portfolio governance, such as:

1. Review report showing project milestones that they own
2. Review report showing project milestones that are owned by other teams but that they need to support
3. Review report showing team's capacity/workload balance
4. Review dashboard for their team projects' overall health
5. Submit topics for discussion if any escalations needed

Currently we are using a dashboard with several report and text widgets that detail out the steps and instructions. This is working OK, but it would be better if it could be more of a guided workflow more specific to the stakeholder where the applicable reports, dashboards and forms could be "presented" to the stakeholder step-by-step, ensuring that the stakeholder doesn't skip a requested review. Is there any way to build this guided experience?

Think of it like when an automation workflow requests an update and a mini-form is presented; but we would want it to be several pages where each page is a "step" of the review process. So Step 1 they'd be presented the instructions and the report assigned to them, then they'd click next after reviewing and be presented with Step 2's report, etc.

Brian_Richardson

I'd use Workapps for this and have each navigation element be a dashboard, report, or Dynamic View that has just the information needed for that step.

So, setup each "step" view (report, dash, dynamic view). Then create a Workapp, add all those step views to the workapp, arrange them in the order that you like (under roles). That gives your users a step by step clickable navigation that they can use to see and update the items for that step.

I also like to use a workflow Summary field that has friendly text for all the steps. Something like "Requested", "Submitted for VP approval", etc. You can build that field using nested IF statements that look at multiple approval or information columns. Reminder to build that in reverse order, as the IF statements will "stop" once they are true.

Brian_Richardson

I'd use Workapps for this and have each navigation element be a dashboard, report, or Dynamic View that has just the information needed for that step.

So, setup each "step" view (report, dash, dynamic view). Then create a Workapp, add all those step views to the workapp, arrange them in the order that you like (under roles). That gives your users a step by step clickable navigation that they can use to see and update the items for that step.

I also like to use a workflow Summary field that has friendly text for all the steps. Something like "Requested", "Submitted for VP approval", etc. You can build that field using nested IF statements that look at multiple approval or information columns. Reminder to build that in reverse order, as the IF statements will "stop" once they are true.