Managing Stages

“Life is in different stages. Every stage of life is the foundation for the next stage of life. Every stage of life must be fully-lived.” ― Lailah Gifty Akita

What is a Workflow Stage?

In Onestop, a workflow stage is a collection of tasks or steps that are related logically in your workflow. For example, an on-boarding stage in a sales workflow could have a tasks for 1) validate client data, confirm availability and sign sales contract. These 3 tasks are logically related in that they need to all be done before a client can be on-boarded in this example.

A step or task in a workflow refers to an individual action, task, or activity that needs to be completed as part of the overall process. While a "stage" in a workflow might encompass a broader phase or a group of related activities, a "step" is typically more granular and represents a single, specific action within a stage.

Stages are not mandatory in Onestop for your workflows but they are powerful tools in progress tracking and reports for your workflow. You can tailor workflow stages to meet your business and reporting needs effectively.

Creating a Stage

To add create a stage in your workflow, make sure you have opened the service whose workflow you want to edit and then:

• Click on the "Workflow Stages" button

• In the drop-down that appears, click on the "Create New Stage" button. If you already have previous stages created, click on "Add Stage":

• Provide the following details in the form that appears:

  • Stage Name: A name for the stage

  • Stage Type: The type of stage this represents

  • Percentage Progress: The percentage of progress (0-100). This value will determine how far a long a process is before being completed. This is an important metric that can be used by management or your team in general for reporting and decision making. You can align this value with your organization's service charter

  • Landing Stage: Indicate whether or not this stage will be the landing stage for the process when a user is look at a list of different process instances / submissions.

  • Active: Whether or not the stage is active.

• Click Save

• After creating a stage(s). You need to link each task in your workflow to a specific stage if applicable.

Linking a Task to a Stage

To link a task to a stage, do the following:

• Make sure you have opened the service whose workflow you want to modify

• Select a task by clicking on it in the flowchart

• A form should appear on the right side of the screen, allowing you to edit task details

• Click on the "Stage Settings" tab

• Select the stage you want to link this task to in the field labeled "Choose a Stage"

• Click the Save button

• Repeat these steps for all the tasks you want to link to a stage.