Now that you’ve got your application ready, it’s time to share it with your team—defining clear goals and responsibilities for your Yeeflow rollout can go a long way to ensuring success.

This article will walk you through key best practices to prepare you and your team for a smooth launch of your Yeeflow instance: how to define your launch goals, put together your team, get your timeline in order, and make sure your application is in the perfect shape for sharing.

Even before you share your Yeeflow application, everyone on your team should understand why you’ve decided to adopt it. When your team understands what Yeeflow can do and is aligned on why, they’ll be more open to updating the way they work.

Here are a few prompts to help you articulate your vision for Yeeflow. Answer these ahead of time to prepare for your colleagues’ questions:

Make a launch document that outlines these pain points, and explains how Yeeflow will make an impact. You can reference this document throughout your rollout to help you answer questions and communicate this workflow change to your team.

Now that you’ve defined your vision for Yeeflow, it’s time to gather the right team to make it happen. These roles vary depending on the structure and culture of your team, so adapt as you see fit.

Define what’s expected of each stakeholder, and how their role contributes to a successful rollout.

Here are some roles many teams find helpful:

Based on the structure of your organization, identify the right colleagues to bring onto your launch team. Note any tasks they can take on to support your Yeeflow launch.

Now that you have your rollout plan, it’s time to get your application prepared for collaboration. Coordinating an application for your team is different from running an application just for yourself. Your teammates need the right context for their work—which means a thoughtfully designed application.

First up, it’s time to invite your collaborators in—at the right level. Collaborators can be added directly to specific application, or to your workspace.

Before you invite them in, you’ll be asked to select their permission levels. Here’s how to think that through.

Yeeflow has three permission levels that you can assign to different collaborators:

You might also find it helpful with the detail list of permissions: Understand the permissions of workspaces and applications.

Firstly, you can click the Share button on top of your application header. From the pop-up dialog, choose to add users from your organization, or invite new users (whom haven't been added to your organization) via email. From the bottom of this dialog, select the permission level of those users.

Secondly, you can also add user from the App Settings page. Just click the Gear icon on top of your application header. From the pop-up menu list, select "App Settings" to open the application settings page.

In the Basic information section, click the "Edit Info" button to open the settings dialog. You can then add or remove users of this application:

Data views allow you to look at the same information in a number of different ways. You can customize filters, hide fields, group data, and more. Each data list includes one data view which is called "All Items" by default. but you can also create multiple data views with separate filters, display fields and permissions.

Let's go back to the "Projects of excellence" application, and click to open the Projects data list.

Click the More Settings button from the top toolbar of this data list, and click "Edit View" from the pop-up menu list:

From the View Settings page, change the name from "All Items" to "All Projects", and the URL from ../default to ../projects.

Uncheck the "Set as default" check box, and from the View permission, select the Specified users. Then, from the user picker control, select users, departments or user groups which are allowed to access this data view. Other users whom are not included here will not be able to access this view.

Click OK to save the changes of this data view.

Next, Click the current data view name (All Projects for now) to open the data view list. Click "+Add new view" link to create a new data view.

From the pop-up dialog, select the type of the new data view. Yeeflow provide Multiple styles of layouts to present your data with. Like the List view, Gallery view, Calendar, Kanban, Gantt etc. For example, you can create a calendar view to display the upcoming events, or Gantt view to show you projects or tasks etc.

Let's select the List view here, and set the view name as "My Projects", Set URL as ../myprojects. Click the Settings of the Display fields to select the fields which will be included in this data view. Then, from the Data filter, click the "Settings" button to open the Data filters dialog, and set the filter condition as: Owner equal to Current User (the login user). Click save button to create this data view.

My Projects data view will be accessed by all users of this application. but only includes those projects which the Owner is the current login user.

You can leverage the power of the data views to customize the data access permissions.

The data lists, by default will inherit the permissions from the application. But you can also break the inheritance, and set individual permissions for specific data lists.

To change the permissions of a data list, click the more settings button from the top-right of this data list, and click "List settings":

Then from the next pop-up window, select "Permissions" to open the data list permission settings window:

The List Permission settings window will show from the right side. You can turn OFF the "Inherit from Application" option, and click "Edit" button to change the users for admin, Editor and View only groups.

For this case, as the new projects will be added from the "New project approval" process, it would be better to restrict users to Add or Edit project records manually. To do so, let's remove the users from the Edit Item group.

You can also click the "Advanced Permissions" button to control the create, modify, import, export and delete operations separately.

You can set individual permissions for approval forms by clicking the More Settings button from the top-right of the approval form, and click "Edit Permissions" button to set separate permissions.

You can also set individual permissions for Dashboards by clicking the More Settings button from the top-right of the dashboard page, and click "Permissions" button to set separate permissions.

You can change group and order your menu items. Click the Gear icon from the top-right of your application, and select "App settings" from the pop-up items.

In the application settings page, click "Menu" from the tab to open the menu settings page.

The current items of the navigation menu are listed on the right under "Menu structure". The left sidebar lists all the items which are not added to the menu.

Click the "+ New Group" button from the top-right to add new section (group) to organize related components into one group. You can also set the icon of each menu item.

For example, we add a new group with the title as "Work items", then drag the Projects and Tasks data list into this group. You will see this new group from the navigation menu bar.

For more information about how to set the navigation menu and layout, please refer: Set the Navigation Menu Bar.

Your application is now collaborator ready! You’ve set up your application in a way that will be easy for your teammates to approach and understand. Next up, we'll walk through best practices when introducing Yeeflow to your team with additional resources and context they’ll need.

You’ve created your rollout plan and prepared your application for your collaborators. Now comes the fun part of Yeeflow: Using it!

While you might be tempted to grant everyone access to your application right away, use your launch announcement to give them the context first.

First impressions matter. This is your opportunity to take team members from thinking “Sigh, another tool!” to getting excited about what’s possible in Yeeflow.

Your announcement should showcase ways Yeeflow can make your team’s work more impactful, and highlight clear improvements it can make to your current workflows. If you’re using Yeeflow for an existing project or process, call out pain points that exist today and how you’re solving them.

We also recommend including next steps and setting expectations around timing so your team feels prepared.

Here’s an example messaging you can modify for your team announcement:

Hi all,

We’re excited to share that our team will soon be using Yeeflow to solve our challenge with [problem statement]. For those not familiar, Yeeflow is an easy-to-use platform that allows fast-moving teams (like ours!) to build custom applications. Together, we can streamline and improve the way we work.

Yeeflow at [organization name] Using Yeeflow for [process/project name] will allow us to:

What to expect We’re excited about what Yeeflow can do for our team, and we’re eager to get everyone into the product. Our plan is to have everything up and running by [date]. Until then, here’s what to expect:

Access: You've been added to our workspace in Yeeflow. Once added, you’ll receive a welcome email with instructions for logging in.

Training: Before we start working in Yeeflow, we’ll hold an in-depth walkthrough of the platform and how it works for [project/process name]. This training will be interactive, so please be sure to log in before the session to get the most out of it. We will also record the session for those who can’t attend.

In the meantime, please feel free to reach out if you have any questions.

Best,

[Your Yeeflow sponsor’s name]

You can copy the example message above to introduce Yeeflow to your team, use it as a jumping off point, or (of course) do your own thing. The problem statements and pain points identified in your rollout plan will come in handy here.

This article will help you get everyone up to speed and into Yeeflow. We’ll run through the process of putting together a launch announcement, inviting your team on board, and using resources to get your team familiar with Yeeflow.

We recommend “officially” announcing that your Yeeflow application is ready to go to your team.

If possible, someone on the leadership team should make the announcement, ideally the Yeeflow sponsor you outlined as part of your launch team. This helps reinforce the importance of using Yeeflow.

This could be through a team meeting, an email, a post in your #announcements channel, or however you normally share big news. The important thing is that everyone who’s going to use Yeeflow knows it.