Introduction
Workflows are essential for Hive Collections. They act as the backbone, guiding how ideas progress and are refined within a collection. By creating specific workflows, you can establish repeatable processes that are easy to follow, ultimately helping you surface the best ideas within your collections.
Each collection can have its own unique workflow, tailored to your specific goals and objectives. To modify or create new workflows, you'll need Admin privileges in your Hive. As an Admin, navigate to the admin portal and find "Collection Workflows." This guide will equip you with everything you need to know about creating new workflows or adjusting existing ones to perfectly suit your needs.
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Creating a New Workflow
1. Once you're inside Collection Workflows in the Admin portal, click the "+ Workflow" button.
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2. You'll be presented with a form to configure your new workflow:
Name: Assign a descriptive name to your workflow (e.g., "New Product Brainstorming").
What are you collecting? Choose from the available options (Ideas, Insights, Posts, Feedback, Solutions) depending on the type of content your collection focuses on.
Label for the contribution creation button: Customize the text displayed on the button users see when creating contributions in collections using this workflow (e.g., "New Idea," "Give Feedback").
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3. Once you've filled out the form, click "Save." Remember, you can always make adjustments later.
Adjusting Steps and Questions in Each Step
Within every workflow, whether new or existing, you have the flexibility to add various steps and questions to each step. Here's a guide on how to use them:
Steps
Steps represent the stages an idea progresses through within the workflow. Think of them like a roadmap, outlining the different phases an idea goes through. When creating steps, consider how they best reflect the current status of an idea.
Note: The "Inbox" step is a default starting point for all new ideas submitted in a collection. This step is locked and cannot be edited.
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Adding Questions to Steps
Questions are powerful tools for gathering additional information or data throughout the workflow. You can add questions by opening a specific step and clicking "+ Add question." Here's a breakdown of the different question types available:
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Text Field
A text field is a great option when you want a free-form answer to a question or require additional notes within a step.
To add a new text field: Click "Text field" and fill out the form:
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In the form, you can fill out the following details:
Title: Specify a clear title for the text field (e.g., "What problem are you solving with this idea?" or "Notes").
Help text: (Optional) Add a brief explanation to help users understand the purpose of the text field.
Step: Select the step where the text field will appear.
Who can see and answer: Choose who has access to view and answer the question:
- Collections managers: Grant access to collection managers only.
- Contributors: Allow contributors working on the idea to answer.
- Everyone: Permit anyone with access to the idea to answer.
Multi-Select
Use multi-select fields when you want to categorize ideas or gather answers based on predefined options.
To add a new multi-select field: Click "Multi-select" and fill out the form:
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Title: Specify a clear title for the multi-select field (e.g., "What area does this idea belong to?" or "How easy would this be to implement?").
Help text: (Optional) Add a brief explanation to help users understand the options.
Options: List the predefined options users can choose from.
Step: Select the step where the multi-select field will appear.
Who can see and answer: Choose who has access to view and answer the question.
- Collections managers: Grant access to collection managers only.
- Contributors: Allow contributors working on the idea to answer.
- Everyone: Permit anyone with access to the idea to answer.
Voting
Voting is a valuable tool for gathering input from a group on various predefined options.
To add a new voting option: Click "Voting" and fill out the form:
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Title: Specify a clear title for the voting question (e.g., "Do you think we should proceed with this idea?" or "What color would you like?").
Help text: (Optional) Add a brief explanation to help users understand the voting options.
Options: List the predefined options users can vote on.
Step: Select the step where the voting option will appear.
Who can see and answer: Choose who has access to view and answer the question.
- Collections managers: Grant access to collection managers only.
- Contributors: Allow contributors working on the idea to answer.
- Everyone: Permit anyone with access to the idea to answer.
Rating
The rating feature allows users to qualify, evaluate, or score ideas.
To add a new rating model: Click "Rating" and fill out the form:
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Title: Specify a clear title for the rating (e.g., "Idea Scoring" or "Feedback Scorecard").
Parameters: Choose between 1 and 8 parameters for your rating chart. The number of parameters determines the visual representation (progress bars, bubble charts, radar charts).
Step: Select the step where the rating will appear.
Who can see results and score: Choose who has access to view the results and participate in scoring.
- Collections managers: Grant access to collection managers only.
- Contributors: Allow contributors working on the idea to answer.
- Everyone: Permit anyone with access to the idea to answer.
Show result as: Select how the final score will be displayed:
- Average: Displays the average score for each parameter.
- Total: Displays the sum of all scores submitted for each parameter.
Once you've saved the rating model, you can further customize the parameters by clicking on them. This allows you to define:
Label: The name of the parameter (e.g., "Business Value" or "Easy to Implement").
Min value / Max value: The range of the scoring scale.
Description: (Optional) A brief explanation for users who will be scoring the idea.
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For any further questions or thoughts about workflows, please don't hesitate to reach out to our chat support. We're happy to help!