This article is part of Guided Workday and covers creating a new Workday Guide.  


A Workday Guide must be built in order to add tasks to a Workday. As users create Workday Guides, they will build and customize tasks for the guide. 


Once a workday guide is created, users can assign the guide to a location. All task groups and their associated tasks on the Workday Guide will then appear on the My Workday page for the assigned location(s). Users can assign multiple workday guides to one location. One workday guide can also be assigned to more than one location. 


Users can create brand new workday guides from scratch or by duplicating an existing guide. 


This article covers the following topics:


Note: Guided Workday is currently only available as an add-on for Early Adopters. Contact your CSM or R365 Support to learn how Guided Workday can enhance your R365 experience!


Creating a New Guide

To create a new Workday Guide, click the +Add Guide button  in the top right corner of the Workday Guides page.




Users will be prompted to give the new Workday Guide a name. 

  • Note: The name given to the workday guide is for sorting purposes on the Workday Guides page only. This name does not appear on the My Workday page. 


Once Done is clicked, users will be navigated to a new Workday Guide. 




Once a new Workday Guide is open Users can begin building tasks and task groups. 



Duplicating an Existing Workday Guide


Users can also create a new workday guide by duplicating an existing workday guide. Duplicating existing workday guides is a feature that may be helpful for users that would like to recreate a specific guide with a few minor adjustments.


To create a new guide from an existing guide, see the steps below. Click images to enlarge. 


Navigate to the Workday Guides page and open the workday guide that needs to be duplicated.
From the open guide page, click the menu icon to open the workday guide menu.
From the dropdown, select the Duplicate Guide option. 
Users will be prompted to enter the new workday guide's information. 
Enter a name for the new workday guide. 
Select what parts of the guide to duplicate. Users can choose either of the following:
  • Tasks Only - This option duplicates all the tasks from the selected guide. 
  • Tasks and locations - This option duplicates all the tasks from the selected guide and assigns the new guide to the same locations as the selected guide. 

Once the selections have been made, click Duplicate
The page will reload to the new workday guide. 




New Workday Guide Page





FieldDescription
Task List IconHovering over this iconwill show users a back button. Click this button to return to the workday guides list.
Workday Guide NameThe name given to the workday guide. This can be changed by clicking the field over the text and editing the entry.
 
Location SelectorThe workday guide will be assigned to the locations that users select from this dropdown.
 
SaveClick to save any changes made to the workday guide. The save button will be enabled any time there is a change made to the guide.
Option MenuClick the menu icon to open the option to duplicate or delete the Workday Guide.

+ Add TaskClick to create a new task. To read more about building a new task, click here.
Task GroupIndicates a different set of tasks. When the Workday Guide is assigned to a location, the task groups, including the task group name and the associated tasks will appear the same way on the My Workday page.
Users will see the name of the task group followed by the number of tasks completed. Users can click the arrow icon to expand or collapse the group.

Task Group Name In-Field Editing

Click the task group name will allow users to edit the group name.



Task Group Function Menu

Click the task group menu icon to open the task group menu options, which allow users to do the following:
  • Edit the task group name
  • Duplicate the task group
  • Delete the task group

Task ListIndicates the start of a task list in a group. Each task list has the following columns:
  • Checkbox
  • Task
  • Task Type
  • Tags
  • Date/Time/User Last Modified

TaskA created task. From a task entry, users can do the following:
  • Click the task name to edit the task name in-grid
  • Click the task entry to open the task sheet and edit its requirements
  • Click and drag the rearrange iconto move the task to another task group
  • Click the checkboxto select the task and open the bulk edit options

+Add GroupClick to add a new task group. Once a new task group is added, it can be renamed, and tasks can be added to it.

 





New Task Form

When the +Add Task button is clicked, users will be prompted to complete the Create a new task form.  




FieldDescription
Task NameClick and enter a name into the field. The name of the task should be a short descriptor of that action that needs to be taken. Ex.: Complete Inventory Count
Task Type SelectorClick to open the dropdown selector and choose the type of task. The task type will determine the requirements for completing the task, and where the user will be guided to when using the task’s shortcut button.

Read more about the different Task Types, here.
Add ShortcutIf necessary, Users can click this button to add a shortcut to the Task. Adding a shortcut may be necessary if the task requires users to visit another site or another R365 page to complete the task.  When a shortcut is added, the link to the new page/site will be available for the User who completes the Task. 
  • When Open Page is selected, an R365 page can be selected, and the shortcut link on the task will open the page.



  • When Web Link is selected, users must provide a web link, and the shortcut link on the task will open that URL.




Note: Record task types have a shortcut automatically included as part of the record requirement set up

Require Attachment ToggleToggle the Attachment Required toggle to require users that complete the task to upload an attachment before completing.
 TimelineClick the Timeline field to set the frequency for how often this task should show in My Workday.

This will prompt a pop-out box for users to complete. When selecting the task occurrence, users will need to complete the following fields:

  • Repeat By - Select whether to repeat by days, weeks, months, or year.
  • Every # - The number of days, weeks, months, or years between the occurrence of the Task
  • On - The day(s) of the week, month, or year that this Task should occur. This section only appears when Repeat By is set to week, month, or year.

    Week
    Month
    Year

  • Due By - The time of day that the Task is due by
  • Start Date - The date that the Task will begin appearing on My Workday
Task AvailabilitySelect when the task is made available or unavailable.

When a task is unavailable, it appears greyed out on the My Workday page and cannot be opened or accessed in any way. Tasks that are available but not due on the selected day will show up in the upcoming section of the My Workday page.

When selecting availability, users must select the following:
  • Unlocked - When the task is available for users to access
  • Re-Locked - When, if at all, the task will be made unavailable for users to access
  • Rollover Days - The number of days that the task will remain on the My Workday page when it is both incomplete and past due



Note: Availability settings do not apply to users with workday admin permissions. Workday admins can mark a task as complete at any time. 

TagsClick the dropdown to add tags. Tags can be added for categorization purposes. Users can select an existing tag from the dropdown or type in a new tag and select + Create new tag for '[tag name].'


From this dropdown, users can also open the Guided Workday settings sidesheet by clicking Manage Tags.
 DescriptionsEnter a description of the task. In this textbox, users can enter instructions for how the task should be completed or what might be expected of employees.
 Attachments Click the add attachment button to the task. Users may choose to upload instructions, pictures, or any other files related to the task.
Cancel Click to cancel the creation and close the pop-out box. When this button is clicked, any changes to the form will not be saved.
Create ButtonsClick one of the create buttons to save the task.

Click the Create & Add Another button to save the current task and promptly open a new task form.

Click the Create Task button to save the Task and close out the form.





Creating Tasks


Users can create as many tasks as needed to add to any Workday Guide. To build a new task, first click the +Add Task button . This will open the new task form where Users should enter the following task details:

  • Task Name
  • Task Type 
  • Attachment requirement
  • Timeline
  • Availability
  • Tags (optional)
  • Add Shortcut (optional)
  • Description (optional) 


All the details entered will be visible to users when the task is opened to view on the My Workday page.


Once the task details are entered, click Create & Add Another or Create Task to complete the creation of the task. Leaving the page or clicking Cancel will not save the task to the Workday Guide. 



Editing Tasks


When necessary, users can edit existing tasks.  To edit an existing task, open the Workday Guide, then click the correct task. When editing an existing task, the task will open as a sidesheet.

Users can make any changes necessary, then close the sidesheet. To save the changes made to the task, after closing the task sidesheet, users must click the Save button in the top right corner of the open Workday Guide.




Task Groups


Users can choose to create task groupings at any point when creating a workday guide.  Task groupings allows for the organization of tasks on a workday guide.  Task group names as well as the list of tasks associated with them import to the My Workday page for the assigned location(s).  Organizing tasks into groups helps users navigate their Workday and locate tasks more easily. 


Task groups can be customized as needed. Users can sort their tasks and task groups in a way that works best for their restaurant(s). 


Naming Task Groups


Users may take varying approaches to the naming of their task groups. The name given to a task group should reflect the collection of tasks that are assigned to it 


See the example below of organizing tasks into task groups. Click the example image to enlarge. 


Guide Name
Task Groups
Example
Manager GuideOrganized by shift:
  • Opening Tasks
  • Midday Checks
  • Closing Tasks



Organizing Tasks Into Task Groups


To organize tasks into groups, users can click the rearrange icon of any task. Click, drag,  and drop the task into the task group it should belong to.  




Rearranging Task Lists


The tasks groups/lists appear on the My Workday page in the order that they are arranged in on the Workday Guide. To arrange a task list under a task group, click the rearrange icon of any task. Click, drag, and drop the task(s) into the order that the tasks belong.






To save any changes made to the task groups, click the Save button   in the top right corner of the open guide.