Advice Needed to Optimize Workflow

Katye Reed

Hello,

 

I am looking to build a workflow for a review process in Smartsheets. There are multiple stages to this review process.  For example, the item is submitted for  Group A  review. It must be approved by Group in order to be Submitted to Group B. What would be the best and most user friendly way to track who is reviewing the item and the status of the item  throughout the group reviews? 

Ideally, once Group A approves, the status would trigger a change to  Submitted fro Group B. I am trying to avoid having this information in one columns as we have multiple review groups and could make the status very large. 

 

Thanks for the assistance, 

Katye

Andrée Starå

Hi Katye,

Can you describe your process in more detail and maybe share the sheet(s) or some screenshots? That would make it easier to help. (share too, andree@getdone.se)

Have a fantastic week!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

Richard Rymill SBP

Katye

it sounds like you just need to to design into your workflow some "Data Triggers" that replicate a relay race where the baton is passed from one team member to another. 

The teams or members can probably best view their work in a Report that only shows them their work and when completed they change their Data Trigger which causes the task to pop up on the next team's task list (Report). 

Using Conditional Notifications and approvals will enhance this process which includes those alerts popping up on the mobile App if that is helpful? 

There are also some more ways to improve your workflows using the API which follows your rules and achieves greater automation. We call that Smarter Workflow manager. 

If that helps you, then good luck, if it would be faster for us to help you do this then as Smartsheet Consultants, that's what our team do, based in the US and UK,  just let us know and we will set up a free initial consultation. 

 Regards

Richardr@smarterbusinesprocesses.com 

Paul Newcome

It sounds like you should be able to just use some basic conditions when setting up your "Approval Request".

First Approval Request gets sent to Group A based off of your regular criteria.

The Second Approval Request gets set up to send to Group B when the Group A Approval Status column changes to "Approved".

 

See screenshots below...

Katye Reed

Thank  all of you so much, this is extremely helpful. I have yet to build this workflow in Smartsheets, but understanding how to build is a huge relief. 

Paul Newcome

Happy to help.