Work Packages and workflows

This article will explain how work packages and workflow are used in Dalux to control the flow of information.

Work packages and workflows are used together with user groups. They are the foundation of a Dalux project, as they combine to control the communication flow and restrict permissions and visibility in Dalux projects.

Work packages and workflows are used to manage the distribution of:

• Tasks and approvals
• Checklists and hold point checklists
• Test plans and inspection plans
• Safety issues

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How to create a new work package

Work packages and workflows are created and edited in:

Settings Field Work packages.

A new work package can be created by clicking Add work package.

When creating a new work package, a name is required. It is also possible to set which trade and company the work package is related to.

Note: If there are no work packages in the project and no project standard is used, a new empty work package must be created first.

If there are already work packages on the project or company profile, you will have the following options:

Importing from another project allows you to duplicate all or selected work packages and workflows from different projects.

Creation from project standards is only possible if you have a company profile and project standards set up. You can read more about this here: Company profile: Project standards.

We recommend starting with a template work package that can be reused e.g. for each subcontractor on the project.

Please note that test plan and inspection plan workflows will not be copied, as they are only created when a plan is added.

The anatomy of a workflow in Dalux

When creating workflows each step in the flow is defined by a 'role'. There will always be a 'Creates' role, but it is optional if there should be 'Responds' roles. A workflow in Dalux is categorized like so:

1. It is possible to name each role in the workflow and the 'Role name' is shown here. The role name will also be displayed when picking a responsible for tasks.
2. The user groups and users that are in the role are shown here, and more users can be added by clicking on Add users
3. The -icon shows that the person is responsible for the role. It is the responsible name that will be displayed when selecting a responsible for tasks. Each role can have multiple user groups or users assigned to it, but there can only be one main person responsible for each role.
4. The -icon is used to create a new role in the next step of the workflow.
5. Indicates that the workflow has a branch. This means that a task can be assigned to either of the roles.
6. Clicking the -icon allows you to edit the permissions for the user group (view/edit or view only access), edit the user group itself, or remove the user group for the role.

How to add workflows

Workflows are added to work packages by holding the mouse over the work package name. Then click the -icon Add workflow.

You can then choose which type of workflow you want to add.

Once you have created workflows, you can expand Work packages to use preset filters. These filters help you to keep an overview if you have a large number of workflows in your project. Additionally, you can use Add filter for even more detailed filter options.

How to add users to workflow roles

Users and user groups can be assigned to workflow roles. It is highly recommended to add user groups rather than individuals to workflow roles.

When adding user groups rather than individual users, it is easier to set up your work packages and workflows and add or remove users to the user groups as they join or leave the project.

It is also easier to control the permissions of users and makes it faster to add multiple people to the same roles.

Adding users can be done by either:

• Clicking on a role with no users added
• Clicking on Add users

Either option will open a window where one or more user groups/users can be added to the role. Select them from the list and click 'Add' to add them to the role.

Multiple user groups/users are added alphabetically, with the first in order being set as responsible for the role - so make sure you double-check and set the desired person as responsible for the role.

How to edit or delete a workflow

A workflow can be edited or deleted, by holding the mouse over the workflow name and then clicking the -icon.

When editing a task workflow, you can change the name and the task or checklist associated with it.

You cannot delete workflows if there are currently tasks or checklists associated with them. These need to be reassigned first.

Understanding the different workflows

This section will describe the various workflow options you can include in Dalux. Workflows can be added to work packages by clicking the -icon and selecting Add workflow.

In Dalux, there are different types of workflows available:

• Approval workflow (One-way workflow)
• Task workflow (Two-way workflow)
• Safety workflow (for the Safety feature)
• Hold point checklists
   

Approval workflows

Approvals are typically used in workflows where the request can only be approved in the final step. This is particularly useful when multiple approval steps are required, or when there is a need for a sequential clarification process. You can read all about approvals in this article: Approvals.

An approval can still move backward in the workflow, but only if the next approver returns it.

You can include multiple approval workflows in a single work package. However, each approval workflow can only utilize one approval template at a time.

Approval workflows are represented by an icon of a single arrow pointing to the right .

When setting up a new approval workflow, you must give it a name and choose the approval template to be used.

Task workflows

The task workflow involves two-way communication. Tasks can move freely between the creator and responder roles. A new task is assigned to the next role in the workflow and will move back and forth depending on status changes. You can read about task statuses in this article: Task statuses.

Tasks are approved and closed in the creator role of the workflow (leftmost role) and do not need to reach the rightmost roles before they can be closed.

You can add multiple task workflows to the same work package. Task workflows do not need a task template, and multiple templates can be added to the same workflow.

Tasks workflows are shown with a bidirectional arrow icon .

When creating a new task workflow, you can select which (if any) task and checklist types you want to be associated with the workflow. This will determine if the tasks and checklists are available within the workflow.

You can read more about associating checklists with work packages in this article: Checklist work package associations.

Safety workflow

The safety workflow can be added to work packages if the safety feature has been activated. It works similarly to task workflows but only handles the 'Safety issue' task type. You can read more about the Safety feature in this article: How to set up Safety.

The 'Safety managers' group is added to the creator role automatically. Other user groups can also be added.

You can add multiple safety workflows to a work package.

Safety workflows are shown with a -icon.

Hold point checklist

Hold point checklists have to be added to work packages, where each hold point can be assigned to a user group or individual user. This is covered in detail in our HelpCenter article on hold point checklists which you can read here: Hold point checklists.

Hold point checklists are shown in work packages with a -icon.

Test plan workflows

Test plan workflows consist of only one role. Users and user groups in this role can create new registrations for the test plan.

Each test plan workflow is linked to exactly one test plan. Read here more about how to set up test plans: How to set up Test plans

You can create an empty test plan workflow if you want to link a test plan later.

When copying work packages, test plan workflows will be copied without a linked test plan.

Inspection plan workflows

Inspection plan workflows can consist of one or more roles if you want to send tasks when the inspection does not meet the requirements. User groups in the creator role can create new registrations in the inspection plans. If a task results from one of these inspections, users in this role can send tasks to the response roles.

User groups with response roles can only view the tasks that were sent from the inspections, not the inspection plan registrations. You can add more response roles to the workflow if needed.

Each inspection plan workflow is linked to exactly one inspection plan. Read here more about how to set up inspection plans: How to set up Inspection plans

You can create an empty inspection plan workflow if you want to link an inspection plan later.

When copying work packages, inspection plan workflows will be copied without a linked inspection plan.

Examples of the flow of communication in Dalux

This section includes examples of how workflows control the flow of communication in Dalux.

You can also read this article about how a task changes status as it is sent between the different roles in a workflow: Task statuses.

Defects / Snag

In this example, a task type called '(DEF) Defect' is associated with the workflow.

The construction management user group is in the 'Creates' role of the workflow. The subcontractor, in this case a carpenter, is in the 'Responds' role. This is the simplest type of task workflow in Dalux.

The information flow in this workflow will be as such:

• Construction management identifies a defect or issue and determines that it is connected to the carpenter's work.
• Construction management creates a new 'Defect' task type and sets the responsible as the carpenter.
• The carpenter receives the task and can fix the defect. When done, they report the task ready.
• The construction management receives the task again and can check if the work has been done.
• If the work is accepted, the task can be approved and marked as complete. If it is not accepted, it can be reassigned to the carpenter.

Request for information

In this example, a task type called '(RFI) Request for information' is associated with the workflow.

The Electrician user group has the 'Creates' role in this workflow. The construction management takes on the initial 'Responds' role, and then the workflow splits into two branches, one going to the architect and the other to the engineer.

The information flow in this workflow will be as such:

1. The electrician has an RFI - they will create a new RFI task in Dalux using the task template. As there is only one role in the next step of the workflow (construction management) this group is automatically selected and will receive the RFI in their inbox.
2. Construction management will receive the RFI. They can then either answer it and return the answer to the electrician, or in this case, assign it to either the architect or engineer if more information is needed.
3. For this example, the construction management sends the RFI to the engineer.
4. The engineer will receive the RFI and can provide an answer to the request from the electrician and return the RFI to the construction management.
5. If the construction management is satisfied with the answer the RFI can then be returned to the electrician
6. If the electrician is satisfied with the answer, they can close the RFI. If not, the RFI can be sent back to the construction management.
7. When the RFI is completed, it can be approved and closed and will be archived in Dalux