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How Office 365 Automates Business Processes?

mariyat99024111 profile image Mariya Thomas ・4 min read

Sharepoint

When I talk with clients on customer commitment, I regularly hear the announcement "there must be a superior way… ." Often, these clients are referring to a business procedure that is totally manual. Either there is physical paper being flowed between individuals in the workplace for close down, or there are various messages with connections being sent forward and backward between different groups that are a piece of that manual process.

Step 1 – Get the Process Written Down

The initial step to automating any process is to archive the steps associated with that procedure. While finishing this step, remember to not over complicate this. The simpler this is to comprehend, the less demanding it will be to convert into a automated process, for example, a workflow. It will likewise be easy to recognize, what can be automated versus what must remain a manual activity. I think a second error that numerous associations make with business process computerization is avoiding end the human touch totally. Technology is exceptionally advanced, yet it has its days. In case a system is affected by a type of outage, there is potential for a comment hung up or even missed. It's great to have a type of human check. I read an extraordinary blog entry, about how to report a procedure. He states to simply Spell It Out precisely how it's done – it's that straightforward. As you are working with your group to characterize your procedure, in content sort out each progression that is taken. Utilizing our New Hire Onboarding case, how about we spell out a few stages:

  1. Human Resource Manager gets offer from office head that the potential employee has been employed.

  2. Human Resource Generalist refreshes HR Candidate following application with updated data.

  3. Human Resource generalist makes another employee setup frame.

  4. Human Resource generalist messages the new employee setup shape to the HR Team, IT Team and Payroll Team to finish their individual procedures.

  5. IT Team creates new records and logins, and works out a PC. Gives accounts, logins and PC to HR right hand for first day.

  6. Finance Team makes new accounts and logins.

Step 2 – Define What Can Be Automated

Proceeding with the on-boarding case, as a Business Analyst, would dive further into these steps to help characterize what can be automated and what ought to be a manual procedure. To begin with thing to consider is while the owner of on-boarding process is HR, there are different groups included. A second thing to consider, is that these groups may have their own particular procedures required for the means that they are associated with. To keep things basic for the worker on-boarding process that is claimed by HR, keep the other groups' procedure ventures outside of the on-boarding process. For instance, IT might have a few steps that they should take to ask for another user account, those steps ought to stay with the IT group and not fused into the HR worker on-boarding process. Because of that, we would now be able to take what we have above, and begin to make sense of what can be automated.

  1. Human Resource Manager gets offer from office head that the potential representative has been employed.

  2. Human Resource Generalist updates HR Candidate tracking application with uptodate data.

  3. Human Resource generalist makes another employee setup form.

When we make the SharePoint solutions we will have the capacity to make a content for "New Hire Setup Form" and apply it to a rundown on the HR website in SharePoint Online. This progression is as yet manual, yet now the above data will be entered in our list in SharePoint Online rather than a Word Document. We're one step nearer to process automation! This progression will likewise turn into a trigger for our procedure to begin. For instance, when another passage is made in the list, we'll need a comment.

  1. Human Resource generalist messages the new worker setup form to the HR Team, IT Team and Payroll Team to finish their individual procedures.

  2. IT Team makes new records and logins, and works out a PC. Gives accounts, logins and PC to HR assistant for first day.

  3. Finance Team makes new records and logins.

  4. IT Team and Payroll Team impart back to the HR group that their assignments are finished. At the point when HR gets warning that both IT and Payroll have finished their tasks, the new contract demand will be set to be finished.

Step 3 – Design and Build Your Flow

Before you start!

  1. Orchestrate everything from the process automation definition in Step 2. Characterize what will trigger this procedure to begin, what emails get delivered (to who and what ought to be in the messages), what tasks should be assigned and to who. What happens when those tasks are finished or not finished?

  2. Make a process flow diagram. It's imperative for the individual will's identity fabricating your workflow to see every one of the means all the while and recognize what steps will be dealt with by a man versus technology. Once more, Aufait has an awesome article around this. You can utilize an instrument, for example, Microsoft Visio, however in the event that you don't approach this device, don't hesitate to utilize Microsoft PowerPoint.

  3. Once you've characterized the procedure and the parameters around the procedure. A Flow can be made on the Microsoft SharePoint services to automate the process. Make a point to test your stream with its maker to ensure that this procedure works from begin to finish and VIOLA you’ve automated your first process.

In any case, when we find that there are business forms that are less complicated and are all around the point by point, we can utilize the devices in Office 365 and SharePoint consulting to go from messages and Word attachments to Flows and SharePoint lists.

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