Workflow UX Documentation for Client Order Management System
Overview
A streamlined system to handle estimates, purchase orders, supplier coordination, and service orders. Each workflow ensures efficient communication, accuracy, and a seamless experience across departments.
Estimate Process
Goal: Create accurate cost estimates for client requests.
Steps:
Generate an initial estimate.
Internal review for approval/revision.
Send to the client for confirmation.
UX Tip: Clear status prompts (approved, revised, rejected) keep the team aligned.
Purchase Order Process
Goal: Approve and track purchase orders.
Steps:
Create a PO based on approved estimates.
Review PO for budget and compliance.
Send to suppliers upon approval.
UX Tip: Visual indicators for each status (pending, approved) streamline tracking.
Purchase Order Process
Goal: Approve and track purchase orders.
Steps:
Create a PO based on approved estimates.
Review PO for budget and compliance.
Send to suppliers upon approval.
UX Tip: Visual indicators for each status (pending, approved) streamline tracking.
Supplier Process
Goal: Coordinate with suppliers for timely delivery.
Steps:
Select and notify suppliers.
Update order fulfilment details.
Quality-check received items.
UX Tip: Notifications at each stage ensure accountability.
Service Order Process
Goal: Execute client services with precision.
Steps:
Create service orders from client requirements.
Schedule resources and assign teams.
Perform quality checks on completed services.
UX Tip: Real-time updates improve transparency and workflow efficiency.
User Guidelines
Avoid Manual Overrides: Trust the automation for accuracy.
Track Statuses: Easily visible indicators keep users informed.
Respond to Alerts: Timely notifications support process continuity.
Recommendations for System Improvement
Error Messaging: Clear, actionable messages help users troubleshoot effectively.
Automated Notifications: Alerts for approvals/rejections reduce process delays.
Training Resources: Easy onboarding for new users to understand workflows.
Audit Trails: Viewable logs for transparency and accountability.
Conclusion
This workflow system creates a smoother, more consistent experience for managing estimates, orders, and supplier relations. Enhanced tracking, clear alerts, and automated steps streamline daily operations, allowing users to focus on delivering exceptional service.