How to Edit and Delete an Improvement Flow

Previously, we’ve elaborated on how to create an improvement flow. Now, we will explain how to edit an improvement flow.

 

Note: Currently, there are 3 templates for improvement boards & improvement flows: PDCA, Kanban, and 8D. All 3 templates share the same editing settings. In this guide webpage, we will use the PDCA template in our examples.

 

How to Get to the Improvement Flow Editor #

1. Click on “Continous Improvement” in the side panel.
2. Click on “Settings”.
3. Click on the three-dot icon next to the improvement flow that you would like to edit.
4. Click on “Edit flow”.

 

There, you will see 5 editor tabs: General, Flow Template, Advanced, Docx Reports, and Parameters. Simply click on a tab to open it. We will cover each tab further in the guide sections below.

 

The General Tab #

The General tab is the fist tab that will appear whenever you open the improvement flow editor. Here’s what you can edit on this tab:

1. Click to open the General tab.
2. You can edit the improvement flow’s name here.
3. Select whether the user who submits a ticket is automatically subscribed to the issue linked to that ticket. If that person is subscribed, then that person will receive an email notification whenever that issue changes columns.
4. Insert the maximum number of days granted to solve an issue that is listed on this improvement flow (if needed).
5. Insert the problem template (if needed). A problem template is a text that will appear on a ticket (as shown in the image below). A problem template is generally used to give a certain instruction to an operator who is about to send a ticket.
6. Insert a checklist (if needed).
7. When you’re done editing, click on “Save”. However, if you would like to proceed without saving the changes that you’ve made, click on “Cancel”.

 

The Flow Template Tab #

This is where the word “flow” in “improvement flow” is derived from. An improvement flow consists of several columns. A column represents an action phase that needs to be taken in order to solve an issue.

 

The column names will vary depending on the improvement flow template that you’re using. For example, within the PDCA template, there are 6 columns, which are:

• Plan
• Do
• Check
• Act
• Declined
• Archived (for issues that have been resolved)

 

 

You can add multiple items for each column. We will explain how to add an item and how to edit it in the next guide sections.

 

How to Add an Item to a Column #

You can add various items to an improvement flow column. Here’s how to add one:

1. Click on “Add Item” in the targeted column.
2. Select the desired item.
3. Input the necessary details.
4. When you’re done, click on “Save”.

 

Here are the available item options for each column:

1. Click to add a task (you can type the task’s description directly. If the item doesn’t involve asking for a signature or filling a checklist, then we recommend you to choose this item type).
2. Click to add a signature request for a specific person. (A signature is given to signify approval that an operator has completed all the required items within a column and is ready to move to the next column. Usually, a signature is asked from a supervisor or a manager).
3. Click to add a signature request to a user group
4. Click to add a checklist.

 

How to Edit an Item in a Column #

In order to edit an item in a column, simply do the following:

1. Click on the three-dot icon next to the item that you would like to edit.
2. Do the desired edits.
3. When you’re done, click on “Save”.

 

The configuration options differ slightly based on the item type. Here are the item configuration items based on each type:

Editing a Task #

1. Edit the task’s description here.
2. Click to assign the task to yourself.
3. Click to assign the task to a specific person.
4. Click to assign the task to a specific user group.
5. Click to remove the assigned person/user group (this can only be done if there’s already a person/user group that has been assigned).
6. Select whether you want the assigned person/user group to receive an automated email from Azumuta that informs them when an issue reaches this column.
7. Select whether the person/user group that completes this task will be subscribed to the linked issue. If someone is subscribed to an issue, then that person will receive an automated email notification whenever that issue changes status.
8. Click to remove the task.
9. When you’re done editing, click on “Save”. However, if you would like to proceed without saving the changes that you’ve made, click on “Cancel”.

 

Editing a Signature Request to a Person/to a User Group #

1. If you choose this option, then you’re the only person authorized to sign this signature request.
2. Select the person who’s authorized to sign this signature request
3. Select the user group that’s authorized to sign this signature request.
4. Select whether you want the assigned person/user group to receive an automated email from Azumuta that informs them when an issue reaches this column.
5. Select whether the person/user group that gave a signature to be subscribed to the linked issue. If someone is subscribed to an issue, then that person will receive an automated email notification whenever that issue changes status.
6. Click to remove the signature request.
7. When you’re done editing, click on “Save”. However, if you would like to proceed without saving the changes that you’ve made, click on “Cancel”.

 

Editing a Checklist #

1. Click to view the checklist work instruction.
2. Click to assign the checklist to yourself.
3. Click to assign a specific person to fill out the checklist.
4. Click to assign a user group to fill out the checklist.
5. Click to remove the assigned person/user group (this can only be done if there’s already a person/user group that has been assigned).
6. Select whether you want the assigned person/user group to receive an automated email from Azumuta that informs them when an issue reaches this column.
7. Select whether the person/user group that fills out the checklist will be subscribed to the linked issue. If someone is subscribed to an issue, then that person will receive an automated email notification whenever that issue changes status.
8. Click to remove the checklist.
9. When you’re done editing, click on “Save”. However, if you would like to proceed without saving the changes that you’ve made, click on “Cancel”.

 

The Advanced Tab #

Previously, we’ve explained about columns on an improvement flow. Now, we will show you how to use these columns in a coordinated way.

The Advanced tab consists of 2 elements: columns and transitions. In the Advanced tab, a column represents an action phase that needs to be taken in order to solve an issue (just like in the Flow Template tab).

The column names will vary depending on the improvement flow template that you’re using. For example, within the PDCA template, there are 6 columns, which are:

• Plan
• Do
• Check
• Act
• Declined
• Archived (for issues that have been resolved)

 

Meanwhile, a transition functions as a bridge between columns. A transition leads an item to another column, based on a pre-configured scenario.

The image below shows the distinction between a column and a transition.

1. Click to open the Advanced Tab.
2. This is a column.
3. This is a transition.

 

How to Add an Item to a Column #

You can add various items to an improvement flow column. Here’s how to add one:

1. Click on “Add Item” in the targeted column.
2. Select the desired item.
3. Input the necessary details.
4. When you’re done, click on “Save”.

 

Note: If you added an item on the Flow Template tab, then that item will also appear in the same column on the Advanced tab. And conversely, if you added an item on the Advanced tab, then it will also appear on the same column on the Flow Template tab.

 

Here are the available item options for each column:

1. Click to add a task (you can type the task’s description directly. If the item doesn’t involve asking for a signature or filling out a checklist, then we recommend you to choose this item type).
2. Click to add a signature request for a specific person (a signature is given to signify approval that an operator has completed all the required items within a column and is ready to move to the next column. Usually, a signature is asked from a supervisor or a manager).
3. Click to add a signature request to a user group
4. Click to add a checklist.

 

Note: If you edited an item on the Flow Template tab, then that item will also be automatically updated on the Advanced tab. And conversely, if you edited an item on the Advanced tab, then the same item will also be automatically updated on the Flow Template Tab.

 

How to Edit an Item in a Column #

Editing an item on a column in this tab works the same way as in the Flow Template Tab. Check out the links below to see how you can edit an item on a column based on the item type:

• How to Edit a Task
• How to Edit a Signature Request to a Person/to a User Group
• How to Edit a Checklist

 

How to Add a Transition #

1. Click on “Add transition” on the targeted column.
2. Select one of the available options on the “When” dropdown menu.
3. Select one of the available options on the “Then move to” dropdown menu.
4. When you’re done, click on “Save”.

 

The “When” and “Then Move to” dropdown menus have a cause-and-effect relationship.

Whenever the event in the “When” dropdown menu happens, then it will cause the event in the  “Then Move to” dropdown menu to occur.

 

How to Edit a Transition #

1. To add an additional transition to this column, click on “Add transition”.
2. Click to change the content on the “When” dropdown menu.
3. Click to change the content on the “Then move to” dropdown menu.
4. In Azumuta, all issues will automatically proceed to the next column if there are no outstanding items remaining (be it because all items in this column have been completed or no items were added to this column in the first place). If you want to prevent issues from automatically proceeding to the next column because no items were added to this column, then tick this option.
5. When you’re done editing, click on “Save”. However, if you would like to proceed without saving the changes that you’ve made, click on “Cancel”.

 

The Docx Reports Tab #

You can add Docx reports to an improvement flow. Learn more about it here.

 

The Parameters Tab #

You can add parameters to an improvement flow. These parameters will be listed on all tickets that fall under this improvement board’s umbrella, as well as on all checklists that are linked to those tickets.

This feature is useful if you have an improvement flow for each article on your workspace.

 

How to Add a Parameter to an Improvement Flow #

1. Click on the “Parameters” tab.
2. Click on “Add field”.
3. Type in the parameter’s “Key” and “Value”.
4. When you’re done, click on “Add”.

 

How to Edit a Parameter on an Improvement Flow #

1. Click on the “Parameters” tab.
2. Do the desired edits. You can do it on the parameter’s “Key” and/or “Value”.
3. When you’re done, click on “Save”.

 

How to Delete a Parameter on an Improvement Flow #

1. Click on the “Parameters” tab.
2. Click on the parameter that you would like to delete.
3. Click on the trash can icon.
4. When you’re done, click on “Save”.

 

How to Delete an Improvement Flow #

1. Click on “Continous Improvement” in the side panel.
2. Click on “Settings”.
3. Click on the three-dot icon next to the improvement flow that you would like to delete.
4. Click on “Delete flow”.
5. Click on “Delete”.