WWDD | Workflow Wisdom Droplets by Danielle
WWDD | Workflow Wisdom Droplets by Danielle
Embedded Files
Little workflow wins that make a big difference.
Browse tips, avoid common pitfalls, and level up your workflow process, fast.
Built from Danielle’s real-world experience helping teams design, troubleshoot, and improve workflows, each droplet focuses on simple changes that lead to smoother processes and better adoption.
Workflow Wisdom Droplets 💧
Workflow Wisdom Droplets 💧
Stop over-automating your first workflow.
Your first workflow doesn’t need:
every approval path, every use case, every “just in case” scenario.
Start with the 80%, launch it, then version it.
Small wins → adoption → better workflows.
Process stuck? Check your process rules.
When a workflow won’t move past a certain step during development or testing, it’s rarely “broken.”
Most of the time, it’s one of these:
AND vs. OR logic behaving differently than expected
Rules not grouped correctly
A condition that can never actually be met
A valid recipient was not assigned
A single rule can quietly stop an entire process.
If your dashboard is cluttered, users will ignore it.
Dashboards should answer:
“What do I need to do today?”
“Where are my requests?”
“What’s waiting on me?”
If the dashboard feels like a data dump, it won’t get used.
Start with 3 widgets and expand later based on users needs.
Assign tasks to Groups, not individuals.
When that person changes roles or leaves the company, you don’t want to update:
every workflow
every task step
every assignment rule
Instead, you update one thing: the user in the group
Less maintenance. Fewer missed updates. Much smoother admin life.
What Would Danielle Do ❓
What Would Danielle Do ❓
The task is assigned but the user can’t find it anywhere.
Confirm the task is assigned to the correct user/group in the process configuration.
Check if the user has the proper permissions/roles.
Verify it isn’t filtered out in their task list
Confirm it’s not sitting in an unexpected queue/status (or assigned to someone else)
An approver is out of office, now everything is delayed.
Assign a delegation in the users profile, and bulk reassign their open tasks to another user. Avoid single-person bottlenecks.
Workflows should survive vacations!
My users are getting too many notifications
Any user-facing task sends a notification by default, so the emails add up fast.
Make sure each notification is worth opening by including:
what action is needed
who submitted it and why
key details (dates, amounts, etc.)
If you leave the default notification text, users won’t know what’s being asked and will start ignoring workflow notifications altogether, even the important ones.
My report won't filter correctly
Verify the field has values on real requests (not blank)
Check for inconsistent entries (free text, spelling variations)
Confirm the field is always being populated on every workflow path
If it must be reportable, make it required or populate it behind the scenes
Most report filter issues are data consistency issues.
I want my users to setup their own reports
Create a “Report Creator” role under Reports with permissions such as ViewConfig, Create, Edit, and Run (optional: Grant/Delete), then add the user to that role.
They will then have access to Reports in the Administration menu without full admin access.
I don't know how to configure the e-Signature Task.
This task has a built-in setup role: the Document Admin.
They are responsible for:
preparing the document for signing
assigning internal or external signers
placing signature fields on the document
setting signer order and reminders
Once the Document Admin configures everything, the signing experience becomes simple for end users.
A task in my process keeps failing.
First, check the request under 'Manage or Monitor Requests' and see if there are any error messages on the failed task under the Request Detail.
Next, check the configuration of the task and be sure all required elements are configured.
Run the process again and see if the same failure happens.
A user left & now tasks are stuck everywhere.
Replace the user in the system. There, you can replace the users open tasks, process recipient assignments, groups, etc.
Page updated
Report abuse