How to Simplify Your Workflow by Cloning and Creating Signoffs in KTern?

How to Simplify Your Workflow by Cloning and Creating Signoffs in KTern?


1. The "Clone and Create" feature in KTern helps reduce time by streamlining the creation of signoffs, ensuring unique signoffs are created while linking the Project Plan and GSI (Global Scope Items). This structured method ensures smooth signoff management without redundant work.

2. In the Project Hub, you should navigate to the Clone and Create page. Here, you must follow three major steps to create the process activities, namely:

  1. Select Items

  2. Select Simulation Template

  3. Update Simulated Items

STEP 1: Create or Update a Signoff Template in KTern's Project Settings

  1. After logging into KTern and launching your desired project, click on username avatar and select Project Settings.





  2. Go to the Templates section, which by default will land on the "Create a New Template" tab.

  3. Create a New Template:

    1. Inside the Create New Template tab, navigate to the "Signoffs" tab.



    2. Under the Create Items field and Apply Conditional Rules field, input your required formulas. Ensure to append any necessary words before applying the formula for linking Item A and Item B. Proceed by clicking the "Create" button.



  4. Update the Template:

    1. To update the item name or rules, click the Update button.



  5. Navigate to Clone & Create

    1. Once completed, expand the Transformation Hub by clicking on the hamburger icon and select Clone & Create.



    2. This structured approach ensures process activities are created systematically, reducing manual effort and saving valuable time.

STEP 2: Select Items
  1. Click Link Item A

    1. Choose “Project plan,” and map it with any of these work items as per the requirement: Phase, Work Package, Task L1, Task L2, Task L3, Task L4.



    2. This structured approach ensures that important phases and tasks are discussed and tracked in direct relation to project deliverables, without any loss of time.

    3. After choosing the work items, select the greater-than symbol (>) to move the chosen items into the selected items list on the right side.





    4. As shown in the image below, use the “Select All” icon to select or deselect all the work items.



    5. If only certain items need to be included, deselect the checkboxes of the work items that are not required.



    6. After deselecting the respective items in the selected list, you can remove the items by clicking the delete icon. If all items need to be removed, click the “Select All” icon and then press the delete icon, as illustrated in the image below.  The items will be deleted, as shown in the image below.





  2. Click Link Item B

    1. Choose “Global Scope Item,” which can be mapped to one of the following work items: Line of Business, Process Group, Scope Item, Scope Item Variant, or Process Step.


       
    2. Select the necessary process activities according to the steps outlined for selecting in Link Item A.

STEP 3: Select Simulation Template

  1. In the templates below, you can choose your required template or create a new one. Click the launch icon associated with the respective template to access the rule.



  2. Choosing the Available Template

    1. If you want to select the New Default Template, click the icon located near the launch icon, as shown in the image below.



STEP 4: Update Simulated Items

  1. After selecting the template, a list of signoffs (where the project plan and process activities are cloned) will appear in the table.



  2. Use the "Quick Fill" feature to fill the following columns in a single click: Parent Name, Assign To, Planned From, Planned To.  Once the necessary fields are filled, the data is automatically applied to all the rows under the selected parent task. 

  3. The Quick Fill feature accelerates the process by populating common fields, ensuring consistency across tasks while reducing the number of clicks required. 



  4. To insert a new stakeholder level, click on the icon indicated in the image.





  5. To provide specific data to a particular set of line items, use the filter to isolate those line items.



  6. After applying the desired filter, use the "Quick Fill" feature or manually edit to enter the required data for the selected items. Once updates are made, click "Select All" in the filter options to display the complete dataset again.





  7. Once the project-process activities are created, a pop-up message will appear saying, “Simulated Items saved successfully".



STEP 5: Signoffs

  1. Navigate to the Signoff page by expanding the "Transformation Hub."



  2. The newly created signoffs will appear here in the List View, displaying the approvers and progress details. You can also switch between the explorer view and tree view to explore the data from different perspectives.



  3. For more information, refer to these two links related to boards: 

    1. How to create Signoff Group ?

    2. How to create Signoff Item ?

    3. How to govern Signoff progress?

    4. How to manage your Sign-offs with filters ?

    5. How To Approve Or Reject Sign Offs?

    6. How to request for re-approval of Sign off ?

    7. Signoffs Related Documents


    • Related Articles

    • How to Clone and Create Signoffs in KTern?

      The "Clone and Create" feature in KTern helps reduce time by streamlining the creation of signoffs, ensuring unique signoffs are created while linking the Project Plan and GSI (Global Scope Items). This structured method ensures smooth signoff ...

    • How signoff can be Cloned and Created using KTern.AI Signoffs?

      Manual recreation of Signoffs is time-consuming and resource-intensive. It requires users to spend more effort setting up the Signoff instead of focusing on productive tasks. Now let's look into the below steps and understand the usage of Signoff ...

    • How to create Signoff Group ?

      Creating Signoff Group Here are the steps you can follow to create signoff group using KTern: a. To create a signoff item, it is necessary to have at least one existing signoff group. You have the option to assign the signoff item to either a newly ...

    • How to Setup a Signoff Matrix in KTern.AI using Tree View?

      Login to KTern and navigate to the signoffs page under the Transformation Hub. Then, proceed to the "Tree View" tab in the sign-offs section. For creating a Sign Off Group: Use the List View tab or Explorer View tab. Locate the red "+" icon, provide ...

    • How can I design a sign off workflow ?

      Introduction KTern offers the user to assign and create sign-off based on the project requirement. The sign-off workflow starts from creating the sign-off to closing after the last approval of the approval matrix. The Sign-off workflow includes ...