This video tutorial will be walking you through Creating and Editing an Activity Template in the activity template designer on Jomo247. For more of our simple QMS software tutorials click HERE.
Transcript
Hi everyone, this tutorial will be walking you through creating, saving and editing activity templates on Jomo247.
So, to begin we need to access the activity designer by hovering over our name here at the top right hand side of the page and selecting the ‘Activity Designer’ option from the dropdown menu that appears. We are then taken to the activity template manager page. Here we can see any templates we have already created and saved. To create a new template we can select this ‘Edit a New Draft’ button. We will then be taken to the activity template editor.
Let’s begin by giving our activity template a name by selecting the field box next to name at the top here. It’s good practice to name your template after the process it is following such as quality check or non-conformance report so that you can easily find and reuse them in the future.
So, to start our template we need to add the first step of our process by selecting the add step button here to the right hand side. A box will then appear at the top of the page here. We are able to move boxes by dragging and dropping them. Now we need to give our step a name. To do this we need to click the step and then over here on the right hand side towards the bottom of the page we can change the name of the step. We can also give it some description and set its status to active or complete.
If we’re having trouble seeing parts of our template we can use the zoom in or out buttons to get a clearer view. This can be especially helpful when working on more complicated activity templates with lots of steps and actions.
For every step we create we need to set it a role, this defines which users can see and complete certain steps within the process. To create our roles we can click the ‘Manage Roles’ button. A popup will then appear. We can start by giving our role a name and a description make sure these are relevant to the step or steps this person will undertake in the process. Once we are happy we can click ‘Add’ and the role has now been created. Once we have entered all the roles we need for our process we can click ‘OK’.
To assign a role to a step we can simply select the step and then check which role we want to give to that step. Then we can add our next step and again set the role.
Now it is time to link the two steps together through an action. To create an action we need to select the first step we want to link. We can then click the ‘Add Action’ button to the right hand side of the page. A popup will then appear where we can give our action a name, some description and also select which step the action is linking to. We can carry on with this until we are finished.
If we need to delete any steps or actions we can simply select the one we want to delete and then click the ‘Delete’ button over here on the right hand side of the page. If we want to clear the whole template we can select the ‘New’ button here. A popup will appear asking if we are sure we wish to proceed and if we click ‘OK’ the activity template designer will be cleared.
When we get to the end of the process we need to make sure we change the status of the final step to Complete so that once finished tasks will no longer show up as to-do.
Once we are happy with our activity we can now save it. We can also export the file to our PC. This means that we are then able to upload the same template to lots of different hubs using the import button here.
If we go back to our activity template manager we can see our new template has appeared. If we wish to edit our template before publishing we can simply select the edit template button. However, if a template has already been published like this one we are only able to edit a copy of the template so as not to disrupt existing tasks that a running through that process template.
And that has been our easy guide to creating, saving and editing templates on Jomo247. Thanks for watching
