Top Five Ways Vision Workflows Can Change Your Business

Posted by Bob Johansen on August 24, 2018

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Vision Workflows are something that most users have at least heard of. How users leverage workflows varies from a few workflows to automate processes and save time to using hundreds of workflows to drive best practice, enforce compliance, validate data and communicate with end users. Whether you are a workflow rookie or a veteran, here are the top reasons workflows are worth a second look.

Here are the top five reasons why Vision Workflows are great for your business.

  1. Easy to use – just about anyone that has some knowledge of Vision and the underlying table structure can create a simple workflow, like syncing two fields within the same info center. For example, say you want your PMs to update monthly percent complete figures, but do not want to grant them full access to the Budget & Revenue Tab. You can create a User Defined Field (UDF) called “Percent Complete” on a different tab that the PM can access in the Projects Info Center, and, when the PM enters a value in that field, the workflow will move that value over to the corresponding field on the Budget & Revenue Tab.

  2. Powerful – many users ask about how to have Vision calculate a number, then populate a UDF with the result. Whether this calculation is to calculate Net Revenue in a special way, Effective Billing Rate by Employee, or Work in Progress (WIP) by Project/Phase/Task, Vision Workflows are capable. All of the data in the PRSummary table is exposed in Vision Workflows. So, assuming you are refreshing the PRSummary table on a regular basis, hundreds of standard measures are available to you including billed, unbilled, revenue, effective multiplier (EM), profit, and profit percent.

  3. Help data quality – any database, whether used for a professional service firm or otherwise, is susceptible to data quality issues. Keeping data clean and accurate is a constant battle that requires diligence and consistent effort. Vision Workflows can help you keep data clean by searching for instances of potential bad data and alerting someone about it. Whether you are struggling with maintaining a certain phone number format, ensuring data is entered in a consistent manner (ex. the preferred name field in Employees Info Center is populated for every employee), or that your internal business process is being followed, Vision Workflows quickly find issues and provides options for how to handle them. Vision Workflows can fix the issue, give users errors or warnings, or even create a log for an administrator to use in the future to learn about who created the issue and when.

  4. Save time – every client strives for consistent business processes. Once honed, Vision Workflows can be set up to automate several steps in the process. For example, let’s say you get a call from your best client to let you know they have awarded you a new project. Your business process might be to go into the Opportunities Info Center and change the stage to “Won,” enter an Opportunity Close Date, change the Opportunity Status field to “Inactive,” and fill out the win/loss reason. Leveraging Vision Workflows can save time at every step. When the stage is changed to “Won” and the opportunity is saved, Vision Workflows can complete the rest of the tasks without additional user input. This same idea applies to a myriad different areas of Vision and business processes.

  5. Improve communication – Almost every firm struggles with communication. Vision Workflows can alert staff when certain criteria are met. Examples are:
    • Let IT know when there is a new hire
    • Congratulate employees for anniversaries with the firm
    • Let an employee know when there is something for them to approve (A/P vouchers, timesheets, expense report lines, or absence requests)
    • Let the business development manager know when a new opportunity is added
    • Let the supervisor know that an employee in the group has a birthday coming up
    • Let the employee know when their license/registration is up for renewal
    • And hundreds more ideas!

Now that we have reviewed five reasons why Vision Workflows are great, let me give you some powerful examples of what some innovative users are doing with Workflows:

  • Order or reorder business cards through a user defined info center that alerts the supervisor  to approve the cost before the order is placed with the printer of choice
  • 360-degree peer performance reviews on user defined tabs in Employees Info Center to allow peers to go into an employee record at any time to give a review of that employee’s performance on a project. Workflows power the tabs and, after submission, blank out the fields to prepare for the next review.
  • A process where employees are able to make address changes for themselves in Vision (on the personal tab) with alerts to HR to change the address with the Healthcare provider and 401(k) company of choice

If you want to learn more about workflows and user defined fields, join me at Deltek Insight for session VIDPS-31. We hope to see you there! 


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