Customize idea flows

The default idea flows available are:

• Employee-driven idea
• CoE driven idea
• Citizen Developer automation
• Task Mining idea
• Process Mining idea
• Change request

All the default idea flows are structured under All categories. The System Admin can create new idea flows under All Categories or select a different category as needed and add a specific flow.

Note:

• When the customize idea flow feature becomes available, customers who had assessments per category created will now have each assessment migrated under its specific flow built on a specific business area.

To create a new specific category, follow the steps below:

• In Admin Console > Platform Setup > Customize idea flows select the Category dropdown.
• Select New category segment.
  
• From the new window, choose from the dropdown list what category you want to have segmented and Confirm.
  
• A new category is now created and you can start a New idea flow and pick one of the following options:
  • Copy existing: Duplicate and build from any other flow in your tenant.
  • Duplicate a default: Start with one of the Automation Hub default idea flows.
  • Upload: Upload an idea flow that was previously downloaded from another tenant.

For every specific Category, you can choose if the Idea flow is live or offline by using the Disable for action. To disable a flow, select the three dotted menu form the Idea flow and select Disable for (category) action. This impacts the available flows when business users Submit an idea.

Figure 1.

Tip:

Enable/disable an idea flow: If you want for a user to see only the idea flows under Production category when submitting an idea where the Production Business Area is selected, you need to disable the flows from higher levels.

In the new created specific Category, you will also find the list of idea flows defined under the parent category segments. You need to enable or disable them based on your needs for your newly created specific category.

For each category selected, you can find cards representing idea flows defined for the current category. Below, in separate sections, you can have cards representing idea flows defined from all categorie segments available.

Example: If you have a category with three segments: Legal / eDiscovery and Research / Production and you choose to add or modify an idea flow for Legal / eDiscovery and Research / Production segment, below, in separate sections, you can have:

• section with idea flows from All categories.
• another section with idea flows from Legal (if any defined at this level).
• another section with idea flows from Legal / eDiscovery and Research (if any defined at this level).

Note:

• Pre-migration assessments that were created on categories had the same name (e.g. Default assessment). After migration, to differentiate between the versions, assessment will use the following naming convention: <Assessment version name> + <Category name>; (e.g. Default Assessment Legal).
• Assessments that are already created on a specific category segment are migrated to Customize assessments, without being split on categories and the system creates new idea flows on the specific category segment.

New idea flow and how to set a live version

To create a new idea flow follow the steps below:

• Select New idea flow.
• Copy an existing flow, duplicate a default one or upload a downloaded one (in .ahw format).

• If copy existing is selected, you need to choose a category from where to import.
• Select an existing flow.
  Note:

  If you choose to upload a downloaded idea flow, you can skip the below steps and continue with Idea flow settings.

Now you can modify the following:

1. Idea flow title: The idea flow title that's displayed to submitters in the submission forms - Idea type dropdown
2. Idea flow description: Add a description to your idea flow

In Assessment visibility section:

1. 6 dotted menu - Assessments reorder : Arrange the lineup of the assessments in the workflow. - decide which assessment types you need in the flow
2. Live Version: You can select the assessment version needed in the custom idea flow.
   Note:

   Once a certain assessment version has been selected, the submitter of the idea will see that assessment version as part of the Submission form and/or the Automation Profile page.

3. Phase: Select the list of phases in which the assessment type is visible.
4. Delete: You can delete a specific assessment if it's not needed in the current custom idea flow.
5. Add a new assessment: You can add a specific assessment type and version available.
   Note:

   The Overview Assessment must always be first and cannot be moved. Also, the phases cannot be enabled or disabled.

Admins can change the details of an existing idea flow anytime, but you must take in consideration the following:

• If the version for an assessment in the ‘Live version’ dropdown is changed, then the new ideas submitted on that flow will show the new version of assessment selected and existing ideas linked to that flow will continue to show the initial assessment version.
• If the phases where an assessment needs to be displayed in are changed, then the new ideas submitted on that flow will have that assessment in the newly specified phases and existing ideas linked to that flow will also reflect the phase changes and show/hide assessments as per the new settings.