Collavate can transmit workflow process information for templates and spreadsheets. This guide will teach you to how to connect a log to your template, and store inputted information from the template into the log, following the example of a expense report ledger. With this functionality, you can store log information such as the name of the submitter, the time of submission, and the time of approval.
The above GIF is following the steps below.
Start by navigating to the template page of Collavate by clicking the purple template icon found on the toolbar on the left of your Collavate home page.
Next, under “My Template” click on the template that you want to keep a log on. Upon selection, a popup of your template appears. On the right hand side, click on the “Edit” tab.
Then, you will be routed to the “Edit” page. On the right hand side, you will see a list of tools. Under the tab “Add result to”, click “Copy Sample”. By doing this, your expense report ledger will automatically create default variables. After that, you can see all the variables that Collavate will keep track of in your ledger spreadsheet.
To make sure the connected ledger spreadsheet is working click “Run Test”.
You should see a popup that reads “Sample data successfully added to Sample. Click here to open Sample in a new tab.” Click on the “Click here” link to redirect you to your new ledger spreadsheet. In this webpage, you will see 3 sheets within the spreadsheet. The first sheet contains the log of all the data recorded. If you see variable names in the first row (as shown below) your connected spreadsheet is working well!
The second sheet is a sample styled spreadsheet that pulls information from your log and presents it in a cleaner manner. The third sheet creates charts from the pulled information.
Now, return to the edit template page and save the template you created by clicking “Save Template”
That’s it! Now whenever you use this template for processing, refer to the ledger spreadsheet to see a log of the process information.
For your reference, here are the list of parameters that you can record and connect to a report sheet to gather data on.
(1) COLUMNS IN PROCESS: Allows users to specify a certain cell within the template and records whatever value is in that cell.
(2) PROCESS TYPE: Approval status such as Submitted, Approved, Agreed, or Rejected
(3) PROCESS TITLE: Process title, usually follows the name of the file being processed
(4) PROCESS URL: The URL of the process
(5) PROCESS TAGS: Any tags applied to that process
(6) REFERENCE FILES: Other files used in the process
(7) SUBMITTER COMMENT: Any comments made on the process during review
(8) SUBMITTER NAME: Records the name of the user who submitted the process
(9) SUBMITTER EMAIL: Records the email ID of the user who submitted the process
(10) SUBMISSION DATE: The date in which the process was submitted for processing
(11) GLOBAL DEADLINE: The global deadline date of the process
(12) ALL REVIEWERS NAME: The names of all reviewers in the process
(13) ALL REVIEWERS EMAIL: The email IDs of all reviewers in the process
(14) LAST REVIEWER NAME: The name of the final reviewer of the process
(15) LAST REVIEWER EMAIL: The email ID of the final reviewer of the process
(16) FINAL RESULT OF THE PROCESS: Contains the final result of the process (e.g, approved, rejected, cancelled)
(17) FINAL APPROVAL/REJECTION DATE: The date in which the process was completed.
- Use case: Expense Report template with Expense Tracking Report
You can set up a Expense Request document as a shared template for your organization and connect this template to an expense tracking report spreadsheet. Whenever your staff users submit an expense request form, the data on the form will be recorded to the connected spreadsheet. This capability allows you to analyze employee spendings, total spendings and more. Click here to find the details.
- Use case: Vacation Request template with Tracking Report
In order to process requests from many employees, use Collavate’s template connecting capability to easily process and manage requests. Each employee may separately edit a vacation request form, and upon submission, information is added to a connected vacation report spreadsheet. This allows administrators to easily organize and plan for employee absences, as well as provide feedback in an efficient manner. Click here to find the detail.