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Key Activities Cheatsheet — Workflow & Document Updates
| Category | Activity Name | Description | Typical Steps | Complexity | Where People Get Stuck | Related Pages |
|---|---|---|---|---|---|---|
| Workflow Content Management | Locate Workflow Content | Find which workflow contains specific questions, documents, videos, or images. | Open workflows → Search sections manually → Confirm references. | Medium | Users don't know where content lives; assume auto-linking. | Understanding Workflows |
| Check Linked Documents / Assets | Identify which materials are currently linked inside workflows. | Inspect each workflow section → Check URLs, attachments. | Medium | Hard to track across multiple workflows. | Understanding Workflow Items | |
| Replace a Document in Workflow | Swap out an existing PDF/attachment with an updated version. | Download file → Upload to Drive → Get link → Replace in workflow → Re-test preview. | Medium | Version confusion; forgetting to update all workflows. | Updating Workflow Documents | |
| Add a New Document to Workflow | Introduce a new document into workflow content. | Upload to Drive → Copy link → Add to workflow section → Confirm placement. | Low–Medium | Finding the file in Google Drive. | Updating Workflow Documents | |
| Remove Image/File/Video (asset) From Workflows | Delete an image/video/file from all workflows. | Manually scan workflows → Remove one by one. | Medium–High | No global search; unclear which workflows contain the asset. | Removing From Workflows | |
| Question & Information Management | Create a New Question | Add a new field (e.g., gender, checkbox, custom declarations). | Create question → Insert in workflows → Configure validation. | Low | Missing required mapping info. | Creating a Workflow, Questions Work Status |
| Add Confirmation Question | Add "I understand…" or compliance-type checkboxes. | Add question → Set type to checkbox → Place in correct order → Preview. | Low | Not knowing where confirmation should sit. | Creating a Workflow | |
| Check / Create Field Mapping | Ensure new fields send data to external exports (e.g., Crystal Payroll). | Confirm field ID → Confirm export mapping → Test export. | High | Assuming all fields automatically map. | Updating Workflows | |
| Document Handling & Drive Management | Upload / Replace File in Drive | Manage employer-provided documents. | Download from email → Upload to Drive → Confirm folder placement. | Medium | Drive structure confusion; version sprawl. | Updating Workflow Documents |
| Retrieve Link for Workflow Use | Get a Drive URL suitable for embedding. | Open document → Get shareable link → Check permissions. | Low | Using incorrect link types (PDF preview vs edit link). | Updating Workflow Documents | |
| Video & Media Updates | Add Video to Workflows | Include Safety or Induction videos in workflow sections. | Host video (YouTube) → Insert link → Add instructions. | Medium | Unsure about how to host videos. | Linked Videos |
| Add Video Acknowledgement Question | Create confirmation that the applicant watched/understood the content. | Add checkbox question → Place after video → Preview. | Low | Misordered content or missing confirmation. | Linked Videos | |
| Quality Assurance / Verification | Test Workflow Preview | Ensure content displays correctly. | Open preview → Validate links, order, visibility. | Low | Forgetting to test after each update. | Validating Workflows |
| Verify Export | Ensure fields feed correctly into Report. | Test export file → Inspect gender or other fields → Confirm with customer. | High | Hidden backend mappings hard to understand. | Validating Workflows, Right to Work |