Quick wins with automation - Order Form Template

Discussion created by oskar.frolin2 Employee on Mar 11, 2019
Latest reply on Mar 13, 2019 by tony.langlet

Starting point

A common mistake  with your first automation of a process is that you list all the processes you have an issue with, that are very complex, and often fails. For example starting out with something like the complete on boarding process is often to much for someone to start with and it could just end in a half implemented automation or even a failed implementation project. Don't get me wrong, the big and complex processes are great to automate and the rewards are real, but it's better to learn how to crawl before you learn how to walk.

Go for the quick wins and learn how to crawl!


Quick wins

So how do we identify our quick wins?

A good thing to do is to skip all the processes that involves alot of other systems and a lot of different stakeholders.

Go for the simple two step processes without a difficult integration to "insert third party system here".

One suggestion is a simple Order Form, a basic list of options/inputs at checkout that is emailed to a recipient and we are done.

If we manage to do these simple self service-services  and roll them out at our company we can send a lot of benefits to the end user and save the benefits for admins for a later stage.



Simple automation:



Not so simple automation:




Order Form Template


A simple order form template that can be customized at the service level to almost anything and will scale out from the generic workflow to almost any self service you might need.




  • No automation of the end result
  • No integrations


  • No integrations
  • Structured way of gathering information from requesting user
  • No free text fields, resulting in better request material
  • Approval steps can be included
  • Easy to build
  • Easy to maintain
  • Automation for end users
  • One location for end users to make requests from
  • Requests are logged
  • Scaleability of workflow
  • Can be improved to a more technical workflow with integrations at a later stage




Even a simple workflow like this could be done in a million different ways, the small variations could be specific to your own needs. For example one company might have a generic email recipient for all the order forms they plan to publish for their end users, and should probably configure this at the workflow level, as where another company has unique recipients per order form and therefor need to set this at a service level.


Here is a example where i tried to build a Order Form Template as quickly as possible with the already existing activities in my installation, and the result was a bit over 8 minutes from no workflow -> one published service 



(quick_order_form_demo.wmv • Droplr )




  • Don't start with the biggest challenge
  • Quick wins can give huge benefits to end users
  • Crawl -> Walk -> Run -> Warpspeed



Please add your suggestions for good automations to start with, what is easy to build and have good scaleability?

What do you think about starting small? Do you agree or do you think it's a go big or go home situation?


If you got this far, Thank you!

//Oskar Frölin