Set your team up for success

Yeeflow team
Yeeflow team
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1. Get ready for your Yeeflow launch

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.

 

1.1 Define your Yeeflow launch goals

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.

 

Key topics for your team to understand

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

  • What goals will Yeeflow help you achieve? 

  • What challenges or pain points exist in your current process?

  • How can Yeeflow help solve each of the pain points listed above?

  • What does a successful rollout look like to you (and your team)?

  • How will you measure it? 

 

Take action: Create a launch document

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.

 

1.2 Assemble your launch 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:

  • Workflow owner: The person (or people) bringing Yeeflow to your team. They’re responsible for coordinating all activities to ensure a successful launch. Since you’re reading this guide, there’s a good chance you’re this person. Go you!
  • Yeeflow sponsor: Having a team, department, or company leader bought in on the vision for Yeeflow will help get others on board. Ask your executive sponsor to communicate the goals, vision, and strategy behind your transition to Yeeflow .
  • Program manager: The person who can help manage a smooth implementation across workflows. They can help you create resources and set them up in systems.
  • Technical stakeholder: Familiar with the underlying data your team uses, this person can help you manage and set up user licenses and security controls.
  • Workflow creators: Team members who already use or “get” Yeeflow and can help roll it out. We recommend looping in these team members to give feedback, and to help lead internal training sessions, especially for their teams or departments.
  • Workflow contributors: Work with a few team members who will be actively using Yeeflow for their daily work to provide feedback as you build your application. This will help ensure you’re building a solution that’s well adopted by the team.

Take action: Identify key stakeholders

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.

 

2. Prep your application for onboarding

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.

 

2.1 Invite your collaborators to your 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.

 

Understand the right permission levels for your collaborators

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

  • Administrators have full control about this application. This is best for teammates who want to make updates to the design of this application, add new components, and change the structure of an application. 
  • Editors can add or edit records and views, but aren’t able to change the application structure (like adding data lists, dashboards and approval forms, or change the project settings and permissions etc.).
  • Visitors have full visibility, but can only view data within an application.

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

 

There are 2 ways for you to invite other collaborators to access your application:

 

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.

 

Share_application.jpg

 

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

 

Share_App_Info__1_.jpg

 

2.2 Create customized data views with permissions

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:

Data_List_Edit_View.jpg

 

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.

 

Data_List_View_Settings.jpg

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. 

Data_List_New_View.jpg

 

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.

Data_List_New_View.gif

 

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

 

2.2 Set specific permissions for data lists

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 the "Permission" item from the pop-up menu list:

Data_List_Permissions.jpg

 

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.

 

Data_List_List_Permissions__2_.jpg

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

 

2.3 Set specific permissions for approval forms and dashboards

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. 

Approval_form_Edit_permissions.jpg

 

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. 

Dashboard_Permissions.jpg

 

2.4 Organize the menus of your application

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

Application_Menu.jpg

 

From the Application Menu settings window, you can drag to change the orders of each component, or turn ON/OFF to show or hide the components from the menu list. Click the "+" icon from the top-right to add new section (group) to organize related components into one group. 

Application_Menu2.jpg

 

You can set the icon of each menu item by turn ON the User Icons option. or Change the primary color of this application. From the bottom of this settings page, choose to display the menu on top or from left.

Application_Menu3__1_.jpg

 

Click the  "X" icon button to close the settings page. The related changes of your settings will effective.

Application_Menu_and_Style.jpg

 

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.

 

3. Introduce your team to Yeeflow

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

 

3.1 Draft your Yeeflow launch announcement

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. 

 

Example message for introducing Yeeflow

Here’s some 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:

  • Outcome 1 (e.g. streamline how information is collected and forgeo our weekly status meeting)

  • Outcome 2

  • Outcome 3

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] 

 

Take action: Customize your launch message

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.

 

3.2 Announce your Yeeflow launch 

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.

 

Take action: Identify the best announcement channels

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. 

 

 

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