Order Process: Generic

Tracking Orders in ProcessMate Cloud Software

ProcessMate is a cloud software managing processes through easy configuration that requires no IT skills and can be accomplished in a few minutes. The system requires no installation or hardware, it’s Cloud so you can have it ready in minutes. A quick summary:

  • Orders are tracked as Processes, with all necessary information attached with each process, for example, customer details, order details, etc
  • The process will follow a defined set of steps from order placement to delivery, each assigned to individual users.
  • The time limits may be set for each activity in order to track delays. Users get notified of progress via email.
  • Documents may be attached to process.
  • Users get notified of progress via email.

Process

The generic Order Process is a workflow (set of tasks) that can easily be configured in ProcessMate and provide rich set of functionality to track and manage Ordering processes starting from the moment when an order is placed until final delivery. While various industries and companies have own specifics in handling orders, we propose this as generic workflow that can be tailored to the needs of individual organization.

Viewing Ongoing Orders

The Process Repository of ProcessMate is a catalog of processes (so called “process types” or “process templates”). Here we are only interested in one process type: Order Process Generic in Customers & Sales Orders category

Process Repository - a list of categories and processes Process Repository – a list of categories and processes

The above view shows all Orders started and ongoing in the system, together with their progress, key details and steps that currently await user action. More information can easily be reached by clicking More Info button.

Viewing All Orders

After navigating to the Order Fulfillment process, the list of the past and ongoing process instances (in ProcessMate each Order is a Process Instance) with their status and specific data:

Process List - list of individual Order Fulfillment processes with their status and specific data Process List – list of individual Order Fulfillment processes with their status and specific data

The above view shows all current and past orders, allows viewing details in a tabular form which works well for managers and employees who need all details at once. The view can easily be exported into an Excel-compatible CSV file and imported to MS Excel if needed.

Orders Dashboard

Dashboard is a feature for viewing consolidated information on Orders. Dashboard is comprised of several views: ongoing orders, past order performance, etc.

The below view demonstrates the Current Orders dashboard, showing all ongoing orders, all orders that run late, all problems raised by users for any ongoing orders.
Dashboard view - Current orders

The above view is typically interesting to managers who likes to see all consolidated information of the current status in one view.

Tracking Tasks of Order

The next view shows a view of individual order. Process Data section shows information of each individual order (the fields may be extended or changed through easy and quick configuration). The Tasks section shows a list of tasks, their statuses, completion dates, due dates and assigned responsible users or groups.
Ordering process - tasks, data fields

Summary

  • Manage your processes easily and quickly without the need for expensive implementation consulting
  • Easily extend the existing process by adding steps or data fields that are specific to your organization and work-flows
  • Help management by providing comprehensive dashboards with all necessary information consolidated both for ongoing processes and statistics for past orders
  • Use many other features: attach documents to processes, raise and track problems for tasks, create forms with specific fields and other features – all in a single Cloud software tool

Quick video guide in setting up your process from zero in ProcessMate Cloud BPM

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