Learn from common mistakes and how to avoid them when using WorkflowHero.
Learn from these common mistakes to use WorkflowHero more effectively.
Problem: Uploading sensitive documents without setting confidentiality level.
Solution: Always set appropriate confidentiality (Internal, Confidential, or Restricted) for sensitive documents.
Problem: Creating workflows with 20+ stages, causing delays and confusion.
Solution: Keep workflows focused. Aim for 5-10 stages. Break complex processes into multiple workflows if needed.
Problem: Critical approvals progressing without all required sign-offs.
Solution: Enable mandatory sign-offs for compliance-critical stages and specify required approvers.
Problem: Ex-employees still have access to workflows and documents.
Solution: Immediately remove members when they leave the organization. Review member list quarterly.
Problem: Rejecting approvals without explanation, causing confusion.
Solution: Always provide clear rejection reasons and select appropriate categories for audit trails.
Problem: Using simple passwords like "Password123".
Solution: Use strong passwords (12+ characters, mixed case, numbers, symbols). Use a password manager.
Problem: Missing important workflow assignments and deadlines.
Solution: Check the bell icon regularly. Enable email notifications for critical updates.
Problem: Difficulty finding specific documents later.
Solution: Add descriptive tags when uploading documents. Use consistent tag naming.
Problem: Creating forms with 100+ fields, overwhelming users.
Solution: Keep forms focused. Use tabs for organization. Enable conditional logic to hide irrelevant fields.
Problem: Hundreds of completed workflows cluttering the dashboard.
Solution: Move completed workflows to an "Archive" folder. Delete obsolete workflows.
Problem: All team members have admin privileges, creating security risks.
Solution: Follow the principle of least privilege. Use Member role for most users, Admin only for leaders.
Problem: Workflows stalling indefinitely without timeline pressure.
Solution: Set realistic due dates for every stage. Use notifications to track approaching deadlines.
Everyone makes mistakes when learning a new system. The key is to recognize them early and adjust your processes accordingly.