Applications

Managing Teaching Loads with Form Workflow Plus

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Schools and universities are among the early adopters of cloud-based solutions. This proves important as these institutions move towards remote collaboration and holding classes online. Easing into digital processes may prove daunting for school administrators. With Form Workflow Plus, this doesn’t have to be the case. Wizy has designed this app to help automate validation processes.

Let’s take a look at Jane, a supervisor managing teaching loads in a university. They have a teaching program where post-grad students need to teach a particular subject per term. Jane oversees the approval process and keeps track of the subject assignments. They have recently moved towards reducing their carbon footprint by adapting paperless technologies for their workflows. This proved prescient as the ensuing COVID-19 pandemic forced educational institutions to fast track their transition into the cloud.

For Jane, an email-based approval process simply can’t cope with the number of requests. Also, manually tracking approved requests also means countless hours of manual and repetitive data entry tasks. Jane realized the benefits of using a workflow app when she found Form Workflow Plus in the G Suite Marketplace.

Here we explore how Form Workflow Plus can help manage teaching load requests. School administrators can greatly benefit from using this workflow app by easily keeping track of subject assignments for the upcoming term. For universities that have teaching programs similar to Jane’s this guide comes in handy. Here are tips to ensure success:

Capture the essentials via Google Form and Sheet

Make sure reviewers have the necessary details to make informed decisions. Your request form can include the following:

  • Teacher details – Name, email address, student/employee number
  • Course description – Course title, course code, brief description of the subject
  • Inclusive term – This could include the specific semester or term
  • Department details – This includes the specific department the teacher belongs to, department head contact information
  • Supporting documentation

Google Forms collect responses on a Google Sheet. Form Workflow Plus, as a Google Sheet add-on, facilitates automation of the approval process. Did I mention we offer free trial and 40% discount for schools? Head over here to learn more.

Let Form Workflow Plus do its magic

Our workflow application works with G Suite and can easily accommodate single to multi-step approval processes. Admins set it up once and requests are routed automatically upon form submission.

  • Take advantage of conditional approvals

Wouldn’t it be great if requests can be automatically sorted depending on the originating department, course number, or via admin-set criteria? With Form Workflow Plus, you can! This greatly speeds up the approval process and more importantly, takes the burden of manual tasks off of school admins.

Requesters can even specify their preferred reviewer and Form Workflow Plus will take care of the rest.

  • Easily track request status

Workflow admins gain a quick oversight via the worksheet or on the web app. A Reports view is included to easily be on top of your request stats.

  • Work with a versatile web application

Form Workflow Plus comes with a web app for managing workflows, billing, and setting user roles. It’s a one-stop repository of the team’s Forms as well. Approvals view allows reviewers quick access to pending requests.

Getting Started

Dive deeper into the workflow creation process:

Learn more about conditional approvals in these guides:

Help is just a click away should things get too complicated

Form Workflow Plus is a complete solution package and comes with a comprehensive Help Center. Tap into detailed how-to articles and specific FAQs to fully maximize the add-on’s features. For everything else, support@wizy.io is just an email away. Feel free to book a demo here:

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Marko ArcegaManaging Teaching Loads with Form Workflow Plus
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How to Manage Payment Approvals With Form Workflow Plus

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No matter the company size, managing purchase approvals is a big responsibility. Whether you’re a school, media firm, advertising company, or provider of co-working spaces, the task requires meticulous organization skills. Attention to detail is a must in strictly accounting for expenses.

At Wizy, we understand the crucial role of having an efficient validation process for payment approvals. We created Form Workflow Plus as a solution package to bring outdated processes to the digital frontier. Organizations gain freedom from hours of manual data entry tasks, lost email-based approvals, and hard to read paper-based purchase orders.

Here are key features managers look for in a payment approval app:

1. Easy setup and a quick oversight on request status

Our add-on is designed to work with G Suite and only needs to be set up once. Install the add-on here.

Once activated, you can easily track request status through technical columns on your worksheet. These columns also provide a footprint of the approval process by indicating the reviewer’s email address and comment at each step.

Dive deeper into the process via a quick overview of creating workflows:

2. Run parallel approvals by routing requests based on criteria such as budget amount, payment type, requesting department, etc.

A workflow app should take the load off of manual and repetitive tasks. Form Workflow Plus has a wide range of conditional approval options to automate this routing process. To learn more about this exciting feature, here’s a handy guide:

3. Mistakes do happen. Take advantage of “Send back to requester” when working on requests.

We’ve anticipated the need for certain requests to require some edits prior to approval. The “Send back to requester” feature is handy for those situations when a simple information update is needed for a request to be approved. Here are tips on how to effectively use this feature on Form Workflow Plus:

4. Not all requests are created equal. Form Workflow Plus can fast track some requests via “Definitely approve” option.

We understand the urgency for some requests. This can be reserved for specific department requests and easily accommodated by the add-on via the “Final approval” option. Once set, the request skips the rest of the approval steps ending up with an “Approved” status.

Learn more and activate this feature through these steps:

5. I need all the help I can get.

Form Workflow Plus is a capable tool in automating approval processes. We’ve collected customer use cases in our comprehensive Help Center. Here you can find FAQs and solutions making use of the features highlighted above and more. For cases not covered by our Help Center, feel free to reach out to support@wizy.io or book a demo:

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Marko ArcegaHow to Manage Payment Approvals With Form Workflow Plus
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How to Get My Budget Approved Using Form Workflow Plus

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Budget approvals is one of the most common use cases for using a workflow application. Setting this up, however, can be quite a challenge. Managers of such workflows look for the following features when considering a workflow application:

  • Ease of set up
  • Seamless integration into the company’s tools
  • User-friendly dashboard for managing workflows
  • Versatile tool to accommodate complex use cases

Wizy’s Form Workflow Plus can easily work with simple to complex approval processes. It’s designed to work with G Suite apps. A web app enables easily managing requests and workflows. 

The Workflow creator uses the Google Sheet add-on to set up the workflow steps. 

The general scheme for managing budget workflows using Form Workflow Plus is as follows:

  1. The budget details are collected from the requester
  2. A spreadsheet collects the details of the request
  3. Form Workflow Plus forwards the details of the request to the reviewers set by the workflow creator
  4. Approval emails are coursed through Gmail
  5. Reviewers can work on requests via a web app

Here are three budget approval scenarios and how Form Workflow Plus can fit as a solution:

Case 1

For simple 1-step budget approval workflows, it’s as easy as a one-time setup with requests channelled automatically to the reviewer. We prepared a video walkthrough for creating workflows. This showcases the features of the add-on which are easily applicable to other validation processes. Here’s the link:

Case 2

Oftentimes, budget approvals require different managers reviewing requests based on amounts or payment types. A common scenario involves:

  • Manager A reviews budget amounts below $X
  • Manager B reviews budget amounts $Y and above

To learn more about conditional approvals, here’s a visual guide on how to set this up:

Case 3

There are budget approval scenarios that involve single to multiple levels of approvals depending on the budget amount. Here’s a specific use case:

  1. for amounts under 5000; 1 level of approval
  2. for amounts between 5000 and 10000; 2 levels of approval
  3. for amounts greater than 10000; 3 levels of approval

Form Workflow Plus can accommodate this using conditional approvals and allowing the review process to stop at specific steps. To learn more about how to set this up using the add-on, here’s a handy guide:

In this article, we’ve highlighted how Form Workflow Plus can work with simple to complex budget approval use cases. Feel free to schedule a demo and we’ll be happy to highlight how this add-on can meet your company’s needs:

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Marko ArcegaHow to Get My Budget Approved Using Form Workflow Plus
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