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Edit or delete an improvement flow

See how to create an improvement flow for background. This article explains how to edit or delete an improvement flow.

Note: Currently, there are 4 templates for improvement boards & improvement flows: PDCA, Kanban, 8D, and Review. All 4 templates share the same editing settings. The examples in this article use the PDCA template.

To reach any improvement flow action: go to Continuous Improvement → Settings in the side panel, then click the ⋮ (three-dot) icon next to the flow.

Get to the improvement flow editor

From the ⋮ menu, click Edit flow.

The editor has five tabs: General, Flow Template, Advanced, Docx Reports, and Parameters. Each is covered below.

The General tab of the Edit Flow interface with the five editor tabs highlighted.

The General tab

The General tab opens first. Here is what you can edit:

The General tab of the Edit Flow interface with its settings numbered.

  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. A ticket showing where the problem template appears.
  6. Insert a checklist (if needed).
  7. Click Save, or Cancel to discard your changes.

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 step that needs to be taken in order to solve an issue.

The Flow Template tab showing the PDCA columns.

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)

See how to edit each column’s name.

The Flow Template tab with the PLAN column highlighted as an example of a column.

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

Add an item to a column

To add an item to a column:

  1. Click Add Item in the target column.
  2. Select the item.
  3. Enter the details.
  4. Click Save.

Here are the available item options for each column:

The Add item dropdown in the Flow Template tab showing the available item types.

  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.

Edit an item in a column

To edit an item:

  1. Click the ⋮ (three-dot) icon next to the item.
  2. Make your edits.
  3. Click Save.

The options differ by item type, as shown below.

Editing a Task

The dropdown menu for editing a task in the Flow Template tab.

  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. Click Save, or Cancel to discard your changes.

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

The dropdown menu for editing a signature request in the Flow Template tab.

  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. Click Save, or Cancel to discard your changes.

Editing a Checklist

The dropdown menu for editing a checklist item in the Flow Template tab.

  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. Click Save, or Cancel to discard your changes.

The Advanced Tab

See columns on an improvement flow for background. This section explains how to use these columns together.

The Advanced tab consists of 2 elements: columns and transitions. In the Advanced tab, a column represents an action step 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 Advanced tab showing a column and its transitions.

  1. Click to open the Advanced tab.
  2. This is a column.
  3. This is the list of transitions for this column.

Add an item to a column (Advanced tab)

To add an item to a column:

  1. Click Add Item in the target column.
  2. Select the item.
  3. Enter the details.
  4. Click 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:

The Add item dropdown in the Advanced tab showing the available item types.

  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.

Edit an item in a column (Advanced tab)

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:

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.

Add a transition

  1. Click Add transition on the target column.
  2. Select an option from the When dropdown.
  3. Select an option from the Then move to dropdown.
  4. Click 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.

Edit a transition

The Advanced tab showing how to edit a transition between columns.

  1. To add an additional transition to this column, click 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 an issue from automatically proceeding to the next column because no items were added to this column, then tick this option.
  5. Click Save, or Cancel to discard your changes.

The Docx Reports Tab

You can add Docx reports to an improvement flow. See the Docx reporting with ticket information guides.

The Parameters Tab

You can add parameters to an improvement flow. These parameters will be listed on all tickets that fall under this improvement flow’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.

Add a parameter to an improvement flow

  1. Click Add field.
  2. Enter the parameter's Key and Value.
  3. Click Save.

Edit a parameter on an improvement flow

Edit the parameter's Key or Value, then click Save.

Delete a parameter on an improvement flow

  1. Click the parameter you want to delete.
  2. Click the trash can icon.
  3. Click Save.

Delete an improvement flow

From the ⋮ menu, click Delete flow, then confirm with Delete.

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