All of your organization’s business processes are associated with a workflow and each of these workflows need to be managed in a different way. In some cases, workflows are planned very carefully. However, in other cases, workflows unfold unconsciously. Here are some of the best options for workflow for Google Apps.
Gmail + Sheets
Many companies use Gmail for collaboration and communication. However, many companies also depend on details for workflow triggers. For example, if a manager within your corporation receives an email for travel expense approval, a template spreadsheet will be attached to the email. The manager will approve the email and forward it to the organization’s finance team to be processed. Undoubtedly, Gmail is a great way to complete workflows, particularly for small teams. However, things may get increasingly complicated as the workflows expand and the organization grows.
Forms + Sheets
When it comes to Gmail and Sheets, the data flows from one individual to another. However, when it comes to this option, special validation is not needed. If you want to be able to control and validate information, you should consider using Google Forms. Google Forms will ensure the information is kept neat and categorized in a Google Sheet. This will make for easier and more sophisticated record keeping. A good example of using Forms and Sheets for a Google workflow is sales enquiries. You can use a Google Form on a hosted website to collect details about a lead before reaching out to them. The enquiries will appear on the Sheet so that your team will be able to know which leads they have already handled.
However, some issues with this approach is that the data is static. Until a team member acts on the form, the lead will simply sit there. If there are multiple members and teams involved in the workflow, the sheet may get changed and altered unknowingly. It is also not possible to hide the data from certain people who have access to the workflow.
Google Apps Script
With the two previous steps, every step needs to performed manually by an individual. However, you can use Google Apps Scripts to insert code to create a workflow that is automated and one-step. For example, after a Form is submitted, a Script will allow your company to send a thank you email automatically. Your company can also send residential and commercial requests to various departments.
For many companies, Apps Scripts are the first step towards automation. However, there are limitations of Apps Scripts. To use these Scripts, you will need to have coding knowledge. If you are dealing with a few steps, Apps Scripts are fairly simple to set up. Otherwise, Apps Scripts can be very complex.
If you need a Google workflow, there are many amazing options for Workflow for Google Apps. For more information, don’t hesitate to contact us.