Introduction to Workflows and Waves

Workflows in ReadyWorks

Introduction to Workflows

Workflows in ReadyWorks are powerful tools that automate and streamline processes such as software deployments, system upgrades, and data migrations. By orchestrating tasks, communications, and scheduling, workflows help organizations efficiently manage large-scale operations with minimal manual intervention.

Key Functions of Workflows:

• Data Integration: Aggregate and manage data from multiple sources.
• Reporting & Visualizations: Monitor progress through reports and dashboards.
• Process Automation: Automate repetitive tasks and communications.

Understanding how to create and manage workflows is essential for leveraging the full potential of ReadyWorks.

Creating a Workflow: Step-by-Step Guide

Step 1: Create a New Wave

What is a Wave?

A Wave in ReadyWorks is a logical grouping of assets (e.g., computers) that are scheduled for a specific process within a defined time frame. Waves help organize and manage large-scale deployments or upgrades by breaking them into manageable segments.

Why Use Waves?

• Time-Box Activities: Define start and end dates for processes.
• Organize Assets: Group assets based on criteria like location, department, or readiness.
• Monitor Progress: Track the status of tasks within each wave.
• Wave Decisions: Be prepared with your specific wave details.
  • Wave Name
  • Wave Type (Note: Wave types act as tags for filtering and reporting)
  • Start Date
  • End Date
  • Optional Wave Grouping (Note: Assign the wave to a group for higher-level reporting and filtering.
  • Prepared Triggered Communication (TCOMM) Templates:
  • Asset Type Filtering

Step 2: Assign Assets to the Wave

Why Assign Assets?

Assigning assets to a wave determines which devices or items will be included in the workflow process.

Considerations:

• Selection Criteria: Choose assets based on readiness, location, department, or other relevant factors.
• Bulk Assignments: For large numbers of assets, consider using import tools or dynamic queries.

Step 3: Configure Communication Templates (TCOMM Templates)

What are TCOMM Templates?

Triggered Communication (TCOMM) Templates are pre-defined email templates used to automate communications with users associated with the assets in the wave. They are crucial for notifying users about upcoming actions, such as system upgrades or maintenance.

Why Use TCOMM Templates?

• Automate Notifications: Reduce manual effort in sending emails.
• Personalize Messages: Use variables to customize content for each user.
• Schedule Communications: Control when messages are sent relative to the wave’s schedule.

Step 4: Set Up Self-Service Scheduling

What is Self-Service Scheduling?

Self-Service Scheduling allows users to choose a preferred date for the upgrade or process affecting their asset. This empowers users and can improve compliance rates.

Considerations:

• User Convenience: Providing multiple dates increases the likelihood of user participation.
• Capacity Planning: Be mindful of resource constraints when allowing unlimited scheduling.

Step 5: Automate Deployment Actions

Why Automate Deployment Actions?

Automation reduces manual intervention, ensures consistency, and speeds up the deployment or upgrade process.

Best Practices

• Consistent Naming Conventions:
  • Use clear and descriptive names for waves, templates, and rules.
  • Example: Win11_Upgrade_Wave1, TCOMM_Initial_Notification.
• Plan Your Schedule Carefully:
  • Avoid scheduling deployments during peak business hours.
  • Provide ample time between communications and actions.
• Test Communications:
  • Send test emails to ensure templates render correctly.
  • Verify that variables populate as expected.
• Monitor Progress:
  • Use reports and dashboards to track wave status, asset readiness, and user engagement.
• Engage Stakeholders:
  • Keep relevant teams informed about the workflow schedule and any potential impacts.

Common Use Cases for Waves

• Operating System Upgrades:
  • Schedule and automate OS upgrades across the organization with minimal disruption.
• Software Deployments:
  • Roll out new applications or updates, allowing users to select convenient times.
• Hardware Refresh Projects:
  • Coordinate the replacement of aging hardware, integrating inventory data and scheduling.
• Compliance Initiatives:
  • Automate processes to ensure assets meet security standards or policy requirements.

Conclusion

Creating workflows in ReadyWorks involves orchestrating assets, communications, scheduling, and automation to streamline complex processes. By following the steps outlined in this knowledge base, you can set up effective workflows that minimize manual effort and enhance operational efficiency.

Key Takeaways:

• Waves are the foundation of workflows, grouping assets and defining timeframes.
• TCOMM Templates automate user communications, improving engagement.
• Self-Service Scheduling empowers users and improves compliance.
• Automation integrates ReadyWorks with other systems for seamless deployments.