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Build a system

Chain SOP checklists, approvals, tasks and decision trees into one flow that OKiDO runs step by step.

Available onAll plans

Who can do this: Owner, Admin

A system links the parts of a bigger process into one flow, for example a client onboarding: first the onboarding checklist, then the creative director's sign-off, then the kickoff call. When you run it, OKiDO starts each step as soon as the step before it is done. You build a system once on a canvas, check it and publish it.

Only owners and admins can publish a system.

Create a system

  1. In the menu on the left, choose Playbook and open the folder the system belongs in.
  2. Choose Add at the end of the folder, then System.
  3. Enter a Name and, if you like, a Description.
    Creating a system with a name and a description
  4. Choose Create System.

The editor opens, with a Start node on the canvas.

Add and connect the steps

  1. In the Node Palette on the left, choose a node to add it to the canvas, for example SOP, Approval and Task. Add an End node too: every system needs one.
  2. Drag the nodes into the order they run in, from top to bottom.
  3. Drag from the dot at the bottom of a node to the dot at the top of the node that comes next. Start at the Start node and end at the End node.

The buttons in the lower-left corner of the canvas zoom in and out, or fit the whole system on the screen.

Set up each step

  1. Select a node on the canvas. Its properties open on the right.
  2. Give the node a Label, the name it has in the flow, and fill in its settings:
    • SOP: the SOP Template that starts as a run.
    • Approval: the Approver (or, under Approver Type, a team) and the number of Required Approvals.
    • Task: the Task Title, the Target Project the task is created in, and its Assignee.
    • Decision Tree: the Decision Tree someone answers, and the Assignee who answers it. Each outcome of the tree gets its own way out of the node.
  3. To keep your work without publishing it yet, choose Save Draft.
    A system with an SOP, an approval and a task between Start and End, and the properties of the task

Validate and publish

  1. Choose Validate. OKiDO saves the draft and checks the system: every node needs its settings and has to be connected. If something is missing, a list shows what to fix.
  2. When the system is valid, the button changes to Publish. Choose Publish.
    The system is valid and ready to publish

The system is published and ready to run: see Run a system.

Tip: To change a published system, open it and choose Edit System. When you publish again, the system gets a new version. Runs that have already started keep the version they started with.