Workflows in ReadyWorks

Introduction to Workflows

Workflows in ReadyWorks are powerful tools that automate and streamline processes such as software deployments, system upgrades, and data migrations. By orchestrating tasks, communications, and scheduling, workflows help organizations efficiently manage large-scale operations with minimal manual intervention.

Key Functions of Workflows:

• Data Integration: Aggregate and manage data from multiple sources.
• Reporting & Visualizations: Monitor progress through reports and dashboards.
• Process Automation: Automate repetitive tasks and communications.

Understanding how to create and manage workflows is essential for leveraging the full potential of ReadyWorks.

Creating a Workflow: Step-by-Step Guide

Step 1: Create a New Wave

What is a Wave?

A Wave in ReadyWorks is a logical grouping of assets (e.g., computers) that are scheduled for a specific process within a defined time frame. Waves help organize and manage large-scale deployments or upgrades by breaking them into manageable segments.

Why Use Waves?

• Time-Box Activities: Define start and end dates for processes.
• Organize Assets: Group assets based on criteria like location, department, or readiness.
• Monitor Progress: Track the status of tasks within each wave.
• Wave Decisions: Be prepared with your specific wave details.
  • Wave Name
  • Wave Type (Note: Wave types act as tags for filtering and reporting)
  • Start Date
  • End Date
  • Optional Wave Grouping (Note: Assign the wave to a group for higher-level reporting and filtering.
  • Prepared Triggered Communication (TCOMM) Templates:
  • Asset Type Filtering

Step 2: Assign Assets to the Wave

Why Assign Assets?

Assigning assets to a wave determines which devices or items will be included in the workflow process.

Considerations:

• Selection Criteria: Choose assets based on readiness, location, department, or other relevant factors.
• Bulk Assignments: For large numbers of assets, consider using import tools or dynamic queries.

Step 3: Configure Communication Templates (TCOMM Templates)

What are TCOMM Templates?

Triggered Communication (TCOMM) Templates are pre-defined email templates used to automate communications with users associated with the assets in the wave. They are crucial for notifying users about upcoming actions, such as system upgrades or maintenance.

Why Use TCOMM Templates?

• Automate Notifications: Reduce manual effort in sending emails.
• Personalize Messages: Use variables to customize content for each user.
• Schedule Communications: Control when messages are sent relative to the wave’s schedule.

Step 4: Set Up Self-Service Scheduling

What is Self-Service Scheduling?

Self-Service Scheduling allows users to choose a preferred date for the upgrade or process affecting their asset. This empowers users and can improve compliance rates.

Considerations:

• User Convenience: Providing multiple dates increases the likelihood of user participation.
• Capacity Planning: Be mindful of resource constraints when allowing unlimited scheduling.

Step 5: Automate Deployment Actions

Why Automate Deployment Actions?

Automation reduces manual intervention, ensures consistency, and speeds up the deployment or upgrade process.

Best Practices

• Consistent Naming Conventions:
  • Use clear and descriptive names for waves, templates, and rules.
  • Example: Win11_Upgrade_Wave1, TCOMM_Initial_Notification.
• Plan Your Schedule Carefully:
  • Avoid scheduling deployments during peak business hours.
  • Provide ample time between communications and actions.
• Test Communications:
  • Send test emails to ensure templates render correctly.
  • Verify that variables populate as expected.
• Monitor Progress:
  • Use reports and dashboards to track wave status, asset readiness, and user engagement.
• Engage Stakeholders:
  • Keep relevant teams informed about the workflow schedule and any potential impacts.

Common Use Cases for Waves

• Operating System Upgrades:
  • Schedule and automate OS upgrades across the organization with minimal disruption.
• Software Deployments:
  • Roll out new applications or updates, allowing users to select convenient times.
• Hardware Refresh Projects:
  • Coordinate the replacement of aging hardware, integrating inventory data and scheduling.
• Compliance Initiatives:
  • Automate processes to ensure assets meet security standards or policy requirements.

Conclusion

Creating workflows in ReadyWorks involves orchestrating assets, communications, scheduling, and automation to streamline complex processes. By following the steps outlined in this knowledge base, you can set up effective workflows that minimize manual effort and enhance operational efficiency.

Key Takeaways:

• Waves are the foundation of workflows, grouping assets and defining timeframes.
• TCOMM Templates automate user communications, improving engagement.
• Self-Service Scheduling empowers users and improves compliance.
• Automation integrates ReadyWorks with other systems for seamless deployments.

Refresher on Waves

In ReadyWorks, a Wave is a fundamental organizational unit used to group assets (such as computers, devices, or applications) for the purpose of managing processes like deployments, upgrades, or migrations within a specified timeframe. Waves help in breaking down large-scale operations into manageable segments, enabling efficient planning, execution, and tracking.

Key Functions of Waves:

• Time-Bound Grouping: Define start and end dates for activities.
• Asset Organization: Group assets based on specific criteria (e.g., location, department).
• Task Management: Assign and track tasks related to the assets within the wave.
• Progress Tracking: Monitor the status and completion of tasks within the wave.

Why Are Waves Important?

• Structured Planning: Helps in scheduling and resource allocation.
• Scalability: Manages large numbers of assets effectively.
• Communication: Facilitates targeted communication with users associated with the assets.
• Automation: Enables automation of tasks and integrations with other systems.

Understanding how to create and configure waves is crucial for effectively using ReadyWorks to manage organizational processes.

Creating a Wave: Step-by-Step Guide

Step 1: Access the Waves Module

Navigate to the Waves Section:

1. Log in to ReadyWorks:
   • Use your credentials to access the ReadyWorks dashboard.
2. Main Menu:
   • Locate the main navigation menu, typically on the left side of the dashboard.
3. Select “Waves”:
   • Click on the “Waves” option to enter the waves management area.

Concepts to Remember:

• User Permissions: Ensure you have the necessary permissions to create and manage waves.
• Navigation Familiarity: Knowing how to navigate the dashboard enhances efficiency.

Step 2: Initiate Wave Creation

Start the Wave Creation Process:

1. New Wave Button:
   • In the Waves module, click on the “New Wave” button, usually located at the top-right corner.
2. Wave Creation Form:
   • A form will appear, prompting you to enter details for the new wave.

Concepts to Remember:

• Accessibility: The New Wave option is readily accessible in the Waves module.
• Form Structure: Familiarize yourself with the form fields for efficient data entry.

Step 3: Configure Wave Details

Fill in the Wave Information:

1. Wave Name:
   • Purpose: Provides a clear identifier for the wave.
   • Action: Enter a descriptive name (e.g., Office 365 Deployment - Wave 2).
2. Wave Type (Optional but Recommended):
   • Purpose: Categorizes the wave for filtering and reporting.
   • Action: Select an existing wave type or create a new one (e.g., Software Deployment).
     • To Create a New Wave Type:
       • Click on “Add New Wave Type” or navigate to Administration > Wave Types.
       • Enter the name and description.
       • Save the new wave type and select it for your wave.
3. Description:
   • Purpose: Provides additional context about the wave.
   • Action: Enter a brief description (e.g., Deploying Office 365 to the Marketing Department).
4. Start Goal and End Goal:
   • Start Goal:
     • Purpose: Defines when the wave’s activities are scheduled to begin.
     • Action: Select the start date and time.
   • End Goal:
     • Purpose: Defines when the wave’s activities are expected to conclude.
     • Action: Select the end date and time.
5. Wave Group (Optional):
   • Purpose: Groups waves for higher-level organization and reporting.
   • Action: Assign the wave to an existing group or create a new one.
6. Status (Auto-Calculated):
   • Note: The wave’s status is automatically updated based on task completion and time goals.
7. Additional Fields (If Configured):
   • Depending on your organization’s setup, there may be additional custom fields.
   • Action: Fill in any required information.

Concepts to Remember:

• Time Goals Are Crucial:
  • Start and End Goals impact scheduling, task generation, and status updates.
• Categorization Helps Organization:
  • Using Wave Types and Groups aids in filtering and reporting.

Step 4: Assign Assets to the Wave

Why Assign Assets Now?

Assigning assets at this stage ensures they are included in any communications, tasks, scheduling, and automation configured for the wave.

How to Assign Assets:

1. After Saving the Wave:
   • Once you’ve saved the wave details, you will be redirected to the wave’s main page.
2. Navigate to the “Assets” Tab:
   • This tab lists assets currently associated with the wave.
3. Click on “Assign Assets”:
   • This opens a selection window.
4. Select Assets:
   • Search and Filter:
     • Use search fields to find specific assets.
     • Apply filters based on criteria like department, location, or asset type.
   • Select Assets:
     • Check the boxes next to the assets you wish to include.
     • You can select multiple assets simultaneously.
5. Confirm Assignment:
   • Click “Assign” or “Add” to include the selected assets in the wave.

Concepts to Remember:

• Bulk Assignments:
  • For large numbers of assets, consider using dynamic queries or import tools.
• Asset Criteria:
  • Be strategic in selecting assets to ensure the wave’s effectiveness.

Step 5: Set Up Tasks in the Wave

Why Set Up Tasks?

Tasks are specific actions or activities that need to be performed on the assets within the wave. Setting up tasks allows for detailed tracking and automation of processes such as deployments, upgrades, or user communications.

How to Set Up Tasks:

1. Navigate to the Wave:
   • Ensure you are on the wave’s main page after assigning assets.
2. Go to the “Tasks” Tab:
   • Located within the wave, this tab displays all tasks associated with the wave.
3. Create a New Task:
   • Click on “New Task” or “Add Task”.
4. Configure Task Details:
   • Task Name:
     • Provide a descriptive name (e.g., Upgrade OS on Workstation A123).
   • Task Type:
     • Select or create a task type (e.g., Upgrade, Migration, Deployment).
     • Note: Task types help in categorizing tasks and can be used in automation rules.
   • Assigned Asset(s):
     • Select the asset(s) related to this task.
     • Tip: You can create tasks for individual assets or bulk tasks for multiple assets.
   • Assigned To (Optional):
     • Assign the task to a specific user or team responsible for execution.
   • Start Goal and End Goal:
     • Start Goal:
       • Set when the task is scheduled to begin.
       • This can align with the wave’s Start Goal or be specific to the task.
     • End Goal:
       • Set the expected completion date and time for the task.
   • Priority (Optional):
     • Assign a priority level (e.g., High, Medium, Low).
   • Description:
     • Provide additional details or instructions for the task.
   • Status (Auto-Updated):
     • The task status will update automatically based on progress but can be manually adjusted if needed.
5. Save the Task:
   • Click “Create” or “Save” to add the task to the wave.
6. Repeat as Necessary:
   • Create additional tasks for other assets or activities as required.

Automating Task Creation:

• Bulk Task Creation:
  • Use task templates or import tools to create multiple tasks simultaneously.
• Self-Service Scheduling:
  • When users schedule actions via the self-service portal, tasks can be automatically generated based on their selections.

Concepts to Remember:

• Task Dependencies:
  • You can set up tasks to be dependent on the completion of other tasks.
• Task Types and Automation:
  • Task types can be used in automation rules to trigger specific actions (e.g., adding assets to deployment collections).
• Monitoring Tasks:
  • Regularly monitor task progress to ensure timely completion and identify any issues.

Step 6: (Optional) Attach Communication Templates

Purpose of Attaching Communication Templates:

Attaching Triggered Communication (TCOMM) Templates allows for automated messaging to users associated with the assets in the wave, enhancing user awareness and compliance.

How to Attach TCOMM Templates:

1. Prepare TCOMM Templates:
   • Ensure the necessary TCOMM templates are created and configured.
   • Reference: See the article on Creating and Managing TCOMM Templates.
2. Navigate to the “Communications” or “TCOMM Templates” Tab in the Wave:
   • This tab manages all communications related to the wave.
3. Attach Templates:
   • Click “Add Template” or “Attach Template”.
   • Select the appropriate templates from the list.
   • Configure Timing:
     • Set the T-minus Days and T-minus Hours for each template to schedule when emails should be sent relative to the wave’s Start Goal.
   • Set Conditions (Optional):
     • Configure conditions so that communications are sent based on task statuses or other criteria.
4. Save Changes:
   • Confirm and save the attached templates.

Concepts to Remember:

• Communication Timing:
  • Scheduling is based on the wave’s Start Goal or task dates, so ensure dates and times align with your objectives.
• User Engagement:
  • Clear and timely communications improve user cooperation.
• Task-Based Communications:
  • Communications can be tied to specific task events, such as task creation, updates, or completion.

Step 7: (Optional) Enable Self-Service Scheduling

Purpose of Self-Service Scheduling:

Allowing users to select their preferred dates for upgrades or migrations increases flexibility and can enhance compliance rates.

How to Enable Self-Service Scheduling:

1. Navigate to the “Self-Service” Tab:
   • Located within the wave’s main page.
2. Configure Scheduling Options:
   • Enable Self-Service:
     • Check the option to “Enable Self-Service Scheduling” for the wave.
   • Add Available Dates:
     • Click “Add Schedule Dates”.
     • Select dates (within the wave’s timeframe) when users can schedule their activities.
     • Set Capacity (Optional):
       • Limit the number of users per date if necessary.
3. Customize User Experience (Optional):
   • Instructions:
     • Provide guidance or instructions visible to users in the self-service portal.
   • Notifications:
     • Configure confirmation emails or reminders upon user scheduling.
   • Time Slots (Optional):
     • If applicable, define specific time slots users can choose from.
4. Save Settings:
   • Confirm and save your self-service configurations.
5. Automatic Task Creation Upon Scheduling:
   • When users schedule their preferred dates, tasks can be automatically generated for their assets with the selected dates.
   • Note: Ensure that automation rules are set up to handle this process.

Concepts to Remember:

• User Empowerment:
  • Allowing choice can lead to higher satisfaction and better compliance.
• Resource Management:
  • Monitor and manage capacity to prevent overloading on specific dates.
• Task Integration:
  • Self-service scheduling integrates directly with task creation and management.

Best Practices

• Use Descriptive Naming Conventions:
  • Helps in quickly identifying waves and tasks (e.g., Q4_Security_Update_Wave3, Task_Upgrade_OS_Asset123).
• Plan Ahead:
  • Set realistic Start and End Goals considering resource availability and potential risks.
• Categorize Waves and Tasks:
  • Utilize Wave Types and Task Types for better organization and reporting.
• Communicate Early and Often:
  • Attach TCOMM Templates to keep users informed throughout the process.
• Monitor Progress:
  • Regularly check the wave’s and tasks’ statuses and make adjustments as necessary.
• Leverage Automation:
  • Use automation rules to reduce manual effort in task creation and management.
• Test Configurations:
  • Before deploying broadly, test the wave setup with a small group to ensure everything functions as expected.

Possible Use Cases

• Software Deployment:
  • Waves:
    • Group assets based on departments or locations.
  • Tasks:
    • Create deployment tasks for each asset or group.
    • Schedule tasks to minimize disruption.
• Operating System Upgrades:
  • Waves:
    • Organize assets needing OS upgrades.
  • Tasks:
    • Assign upgrade tasks to IT staff or automate via deployment tools.
    • Use self-service scheduling to let users choose upgrade times.
• Hardware Refresh Cycles:
  • Waves:
    • Plan hardware replacements in phases.
  • Tasks:
    • Set up tasks for equipment setup, data migration, and user training.
• Security Compliance Initiatives:
  • Waves:
    • Group non-compliant assets.
  • Tasks:
    • Assign remediation tasks to address compliance issues.
• Data Migrations:
  • Waves:
    • Organize assets or databases scheduled for migration.
  • Tasks:
    • Create detailed migration tasks with dependencies and specific timelines.

Advanced Features

• Dynamic Asset Assignment:
  • Use criteria-based rules to automatically assign assets to waves.
• Wave Cloning:
  • Clone existing waves to maintain consistency across similar processes.
• Integration with External Systems:
  • Link waves and tasks to external tools (e.g., SCCM) for automated deployments.
  • Set up automation rules to add assets to deployment collections based on task events.
• Custom Fields and Tags:
  • Add custom metadata to waves and tasks for enhanced tracking and reporting.
• Automated Status Updates:
  • Configure rules for automatic status changes based on task completion or time goals.
• Task Dependencies and Sequencing:
  • Set up tasks that only begin when preceding tasks are completed, ensuring proper workflow sequencing.

Conclusion

Creating a wave in ReadyWorks is a foundational step in managing large-scale processes such as deployments, upgrades, or migrations. By effectively configuring waves and setting up tasks, you can organize assets, schedule activities, and facilitate communication, leading to smoother operations and better outcomes.

Key Takeaways:

• Waves Organize and Schedule Activities:
  • They provide structure and timelines for asset-related processes.
• Tasks Define Specific Actions:
  • Setting up tasks within waves allows for detailed tracking and execution of activities.
• Asset Assignment is Crucial:
  • Ensure all relevant assets are included for accurate execution.
• Optional Features Enhance Functionality:
  • TCOMM Templates and Self-Service Scheduling improve user engagement and compliance.
• Automation Enhances Efficiency:
  • Utilize automation for task creation, status updates, and integration with other systems.

For further assistance or more advanced configurations, refer to additional ReadyWorks documentation or contact your system administrator.