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Version: Version 22

Workflows

Introduction​

What is the Workflows Tab? The Workflows tab in the Portfolio of Fortes Change Cloud is a space where users can define and manage the workflows within the portfolio. It allows organizations to set up workflows that guide how initiatives move through different stages based on predefined rules and roles. This tab ensures that portfolio governance is consistently applied, while also supporting flexibility to match organizational processes, acquiring information and decision-making structures.

Who Uses It? The Workflows tab is used by roles responsible for managing and overseeing portfolio processes, including:

  • Portfolio Managers, to define and monitor the flow of initiatives through strategic decision points.
  • PMO Teams, to enforce governance standards and ensure process consistency across the portfolio.
  • Program and Project Managers, to follow structured steps for submitting, updating, and closing initiatives.
  • Decision Makers and Approvers, to review and act on items at key workflow stages.
  • Business Owners and Contributors, to participate in workflows relevant to their roles and responsibilities.

What Value Does It Deliver? The Workflows tab delivers value by:

  • Standardizing Portfolio Processes: Ensures consistent handling of initiatives across departments and teams.
  • Improving Governance: Embeds approval steps, validations, and role-based actions to support compliance and oversight.
  • Enhancing Transparency: Makes it clear where each initiative stands in its lifecycle and what actions are pending.
  • Boosting Efficiency: Automates transitions and notifications, reducing manual coordination and delays.
  • Supporting Strategic Control: Aligns execution with organizational priorities by controlling how and when initiatives progress.

Goal of workflows with forms​

Use workflows to request status updates or other data from contributing teams and ensure those updates reach the portfolio. You define which fields teams must fill, send a request, monitor progress, and accept or reject the submitted data. Accepted data becomes part of the official portfolio information.

How to work with workflows and forms​

1) Configure contributing teams​

Create and configure teams in the Teams app and assign managers. Contributing teams are responsible for providing updates in response to your workflow requests.

Link the contributing teams to the relevant portfolio and items. Add a Contributing teams segment to a canvas so teams can be attached directly to objective cards.

3) Configure the workflow​

Create a workflow configuration and specify the fields teams must complete. This defines the structure of the form the teams will fill.

4) Request updates from teams​

Start the workflow to send a request. The request is linked to the portfolio item and appears for the linked teams, where team members can respond.

5) Teams submit data​

Teams can submit their updates in several ways:

Via Excel​

Prepare the data offline and paste/upload it into the form.

From your own or another FCC environment​

Create a canvas in the external FCC instance that uses the same workflow structure so teams can fill and submit from there.

For cross-environment collection, define the data fields, generate an OData link (with its auth key), and use it in the Teams context to receive the data securely.

6) Accept or reject submissions​

After a team submits, managers review the data. Accepted data updates the portfolio; rejected data can be clarified and resubmitted.

7) Report and analyze​

Use the List view on the workflows page to review all submitted and accepted data. Customize the columns so they match the fields defined in your workflow.

Best practices​

  • Prepare contributing teams (and assign managers) before launching a workflow.
  • Link teams to portfolio items via a Contributing teams segment to route requests correctly.
  • Define the exact fields you need up front; keep forms concise.
  • Pick the right submission method: Teams app for simple updates; Excel or OData for bulk or cross-environment data.
  • Review promptly and give feedback on rejected submissions.
  • Align your List view columns with the workflow fields for easier analysis.

FAQ​

How do I set up teams?
Create teams in the Teams app and assign managers. Those teams will provide workflow inputs.

How do I link teams to portfolio items?
Add a Contributing teams segment to a canvas and attach the relevant teams to the objective cards.

Where do I define what data teams must submit?
In the workflow configuration. Specify the fields that must be completed before sending a request.

Can teams outside our FCC environment submit data?
Yes. Either let them fill a canvas in their own FCC environment (with the same workflow structure) or use an OData link to collect their data.

What happens to rejected data?
Rejected submissions do not update the portfolio. Teams can correct and resubmit.

How do I analyze the submissions?
Open the List view on the workflows page and adjust the visible columns to match your workflow fields.

Need more support?​

Contact your Fortes Change Cloud administrator or consult the online knowledge base for more step-by-step configuration guides.

TODO: translate this document (user-docs/portfolio/workflows.mdx).

Source: C:\Users\MilanOzinga\Development\fcc\knowledge-base\docs\user-docs\portfolio\workflows.mdx