The Quality Approval Flow is a powerful tool for QA teams, allowing them to efficiently review form responses, identify any missed quality checks, and receive timely notifications with a summary report. By automating the review and notification process, this workflow enables QA teams to focus on high-priority items, ensuring quality standards are consistently met without needing to manually monitor every approval.
Key Steps:
- Configure the Trigger Settings:
- When This Event Happens: Select “Starts when a form’s record is approved” or “Starts when a form’s record is denied,” depending on whether you want the workflow to trigger on successful or failed quality checks.
- Customization Tips: Set up specific criteria for approval/denial to capture essential quality metrics or conditions. For example, configure triggers to detect missing information or incorrect formatting, ensuring only responses that meet all checks pass through.
- Link Workflow to QA Team Notifications:
- Audience Selection: Choose "Team" as the audience to ensure QA team members receive relevant notifications for each form review.
- Flag Missed Checks: Use the action “Get all check-in or form responses from a specific time range” to pull data on approvals and missed quality checks automatically. If any criteria are unmet, send an alert to the QA team.
- Send Notifications: Use “Sends a chat message via @DailyBot to DMs or channels” to notify QA members of any missed checks or concerns that need immediate attention. Each message can detail the specific form responses that require further review.
- Additional Settings for Enhanced Workflow:
- Generate Summary Reports: To keep the QA team informed, configure “Send the consolidated report of a Check-in” to compile all approval/denial actions into a weekly or monthly summary. This report offers an overview of trends, common issues, and overall form completion rates.
- Automate Reminders: Add “Send the user a reminder to fill out their report” to remind any QA personnel or approvers to complete their quality checks if they haven’t responded within a set timeframe.
Best Practices & Tips:
- Customize Notification Timing: To avoid notification overload, consider grouping missed checks into a single report instead of sending individual notifications for each one.
- Establish Clear Criteria for Approval/Denial: Define key quality standards and criteria in advance so that the workflow can accurately distinguish between successful and failed checks, minimizing the need for manual intervention.
- Optimize Summary Report Frequency: Weekly or monthly summary reports can provide valuable insights into overall quality trends, helping QA teams identify patterns or recurring issues to improve processes.
- Automate Reminders Strategically: If team members often forget to complete their checks, setting up automatic reminders can enhance accountability and ensure quality control steps aren’t missed.
With this Quality Approval Flow, your QA team gains a reliable and automated way to monitor form responses, address missed checks, and stay on top of quality standards. This workflow enhances productivity and ensures a consistent, reliable review process that maintains quality assurance integrity across your team’s projects.
