How to Create and Schedule an Adhoc Workflow on Desktop

Adhoc workflows are flexible workflows that can be triggered whenever needed, rather than at a fixed time. Company Admins typically use adhoc workflows for tasks such as incident logs, maintenance checks, customer complaints, food poisoning logs, or any workflow that needs to be completed on demand.

This guide walks you through how to create, schedule, and assign an adhoc workflow using the Telsen desktop app.

1. Navigate to the Workflow Builder

1. Log in to Telsen on desktop.

2. From the left-hand menu, select Workflows.

3. Click Manage Workflows at the top of the page.

4. Select Create Workflow.

5. Choose Custom Workflow (if building new) or edit an existing one.

2. Build Your Workflow Content

Add all tasks and sections required for your adhoc check:

• Enter a Workflow Name

• Add an optional Description

• Add Sections and choose question/answer types

• Include photos, tables, or scored items if needed

This structure will appear exactly the same when completed on mobile.

3. Schedule the Workflow as Adhoc

1. Once your content is ready, click Schedule Workflow.

2. Under scheduling options, choose Adhoc.

   • This means the workflow is not tied to a specific date or time.

   • Users can trigger it whenever the workflow is required.

4. Assign Sites and Users

1. Select the Sites where this workflow should be available.

2. Choose the Users who should have permission to initiate the ad-hoc workflow.

   • You can assign individuals or select All Users.

3. Assigned users will see this workflow in their Adhoc list on mobile.

5. Save or Publish the Workflow

• Click Publish to make the adhoc workflow live immediately.

• Or select Save as Draft if you're not ready to release it yet.

6. Manually Add an Adhoc Task (Optional)

If you want the workflow to appear in today’s task list for certain users:

1. Go to the Complete Workflows tab.

2. Click Add Task.

3. Select your adhoc workflow, site, and users.

4. The workflow will appear on the team’s Today's Workflows list.

This is useful for urgent checks or anything requiring immediate action.

7. Viewing Adhoc Workflow Results in Reports

Completed adhoc workflows appear in your site daily report.

You will see:

• Completion time

• Who completed the workflow

• Any attached images

• Any recorded issues

• The full workflow output

Summary

Adhoc workflows allow teams to complete important checks whenever they are needed. By scheduling a workflow as Ad-Hoc, assigned users can trigger it on demand and all results feed into your standard Telsen reporting.