How to use Process Templates

  • Updated

Process Templates allow you to easily track and organize recurring tasks within your organization. They allow you to onboard new technicians easily and share realtime progress updates with your clients.

 

Using Process Templates

Process Templates work in two stages:

  1. Template Stage
  2. Action Stage

 

Template Stage

Templates allow you to identify the tasks that will need to be completed in a process.

Templates do need to be attached to a company before they can be used, but they can also be created globally to save time in creating standard procedures.

To create a global template, navigate to Admin >> Global Process Templates, and then create a new Process Template:

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Editing a template

To edit a template, you can click the edit button above the process:

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When creating a template for the first time, you also have the ability to bulk add tasks:

 

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Adding tasks is as simple as clicking + New Task.

If you need to rearrange the tasks or delete a task, you can click Edit Structure:

 

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Tasks

Each task can have a name and a description. The name gives you the ability to quickly describe the intent of the task, and the description allows you to put additional information for your technicians. 

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Once you hit save, you can then use the process template.

If you have a global process template, you will then need to add it to a company, in order to use it in assets.

 

Action Stage

In order to use a process template, it must be added to the company you are planning on using it in!

When technicians are ready to use the process templates, they attach them into the most relevant asset. This allows you to seamlessly blend documentation with your processes for maximum technician efficiency.

 

Example Scenario

For this example, we have a Standard Employee Off-boarding Procedure, and we would like to use it on a user who is leaving the company: Bill Frank.

  1. We visit the user in Hudu. We can see the user with all details pulled from Autotask:mceclip5.png
  2. Click the New Process button:mceclip6.png
  3. Add the Employee Termination Procedure to the asset by hitting Start Process:mceclip7.png
  4. You can see it that it added it to the user. Now click into it:mceclip8.png
  5. You can now use the process template:mceclip9.png

 

Using the Process

Completing Tasks

To complete tasks, just click the checkbox next to the task. It will record the user who completed the task, as well as the time/date it was completed.

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PDF Version

Each process comes with a PDF version of the process. It will print the task names with check marks. You can send a print read-off to your client.

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Copy Completed Tasks

If you would like a textual representation that you can paste into a ticket or email to the client, click Copy Completed Tasks:

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Completion Indicator

As you progress through a process, you will a completion indicator:

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Edit

In an active process, you can still edit tasks and the structure. Click on Edit:

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View Passwords Inline

You can view relevant passwords on the same page as the process, making it easy to perform tasks requiring credentials. Click View Passwordsmceclip16.png

Realtime Status Report to your Clients 

Each process includes a realtime status report to your client. This allows your client to follow you in realtime, to know exactly where progress is on the process. Only the names of tasks will be displayed, you can keep other instructions private.

At the bottom of the process, you can copy the public link:

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Now your clients can see:

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This page can be customized with logos, custom domain, custom CSS, and colors.

 

 

 

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