Vision and Scope - TAGCH/Workflow-Automation GitHub Wiki

Workflow Automation

1. Problem Statement

1.1 Background

The rise of automation in modern workplaces has driven the need for tools that streamline repetitive tasks and improve productivity. Power Automate is a popular tool that allows users to create automated workflows between applications and services to synchronize files, get notifications, collect data, and more. However, its complexity and broad feature set can be overwhelming for small teams or individual users with specific needs. Additionally, licensing costs and a steep learning curve can deter potential users who require a simpler solution.

The proposed product aims to fill this gap by providing a lightweight, web-based automation tool designed for small teams or individual users. This tool will offer essential automation features with a user-friendly interface, reducing the time and effort required to create and manage workflows.

1.2 Stakeholders and Their Needs

Stakeholder Major Interests Value
Small Business Owners Automating routine tasks to save time and reduce errors. Increased productivity, efficiency, and cost savings.
Team Leaders Simplifying workflow management for their teams. Improved team productivity, streamlined processes.
Individual Users Automating personal or work-related tasks easily. Improved usability compared to complex tools.

The primary beneficiaries are small business owners and team leaders. Developers and individual users will also benefit from automation without extensive technical knowledge.

1.3 Users or Customers

Primary users will include small business owners, team leaders, and individual users who need automation but find existing solutions too complex or expensive. The proposed product offers a more intuitive and focused solution.

1.4 Existing Solutions and Opportunity

Existing solutions like Power Automate, Zapier, and Integromat offer extensive automation but often come with high costs and complexity. The opportunity lies in creating a simpler, more affordable automation tool that focuses on essential features and integrates easily with common APIs.

  • Power Automate: The new app will streamline workflow creation and remove unnecessary complexity.
  • Zapier: The new app will focus on core API integrations for small teams.
  • Integromat: The new app offers a simplified visual interface without the steep learning curve.

2. Vision of the Solution

2.1 Vision Statement

The proposed product is a web-based workflow automation tool designed to simplify routine tasks for small teams and individual users. It offers a user-friendly interface, essential automation features, and easy integration with common APIs, enabling users to streamline work processes without complexity or high costs.

2.2 Major Features

  • User Authentication:
    • Simple, secure login.
    • Basic role-based access control.
  • Workflow Creation:
    • Automated Workflows: Triggered by specific events (e.g., receiving an email).
    • Scheduled Workflows: Run at set times or intervals (e.g., daily or weekly).
    • Manual Workflows: User-initiated workflows.
  • API Integration:
    • Essential Integrations:
      • Gmail: Basic email integration.
      • Google Sheets: Simple data handling (add, update, delete rows, read, and filter data).
  • Actions:
    • Add or create a new row in Google Sheets.
    • Send an email via Gmail.
  • Triggers:
    • When a new email arrives in Gmail.
    • A scheduled time (e.g., daily or weekly).
  • Execution Monitoring:
    • Basic real-time status updates.
    • Simple error logging and notifications.
  • Dashboard:
    • Manage workflows: view, edit, delete.
    • Access recent workflow execution history.

2.3 Features Not Developed

  • Advanced Customization:
    • No custom scripting or complex conditional logic.
    • No support for multiple triggers or conditions per workflow.
  • Extensive Integrations:
    • Rarely used APIs won’t be supported initially.
    • Social media automation is excluded from the first release.

2.4 Risks

  • Technical Challenges: Integrating multiple APIs may pose difficulties.
  • Time Constraints: The development timeline may result in incomplete or rushed features.
  • User Adoption: Convincing users to adopt the new tool over established solutions could be challenging.

3. Example Scenarios

Scenario 1: Automated Daily Status Reports

  • User: Project manager
  • Action: Send a daily status report to the team.
  • Trigger: Every weekday at 8 AM.

Workflow:

  1. The tool compiles data from a Google Sheets document.
  2. It formats the data into a summary report.
  3. The report is automatically sent via email to the project team.

Benefits:

  • Ensures timely updates.
  • Reduces manual effort.

Scenario 2: Confirmation Email for New Sign-Ups

  • User: Event organizer
  • Action: Send a confirmation email to new event registrants.
  • Trigger: When a new row is added to the registration list in Google Sheets.

Workflow:

  1. Detects a new entry in Google Sheets.
  2. Retrieves the registrant’s details.
  3. Sends a personalized confirmation email.

Benefits:

  • Automates the confirmation process.
  • Provides immediate acknowledgment.

Scenario 3: Monthly Newsletter Distribution

  • User: Marketing coordinator
  • Action: Send out a monthly newsletter.
  • Trigger: First day of every month.

Workflow:

  1. Retrieves email addresses from a subscriber list in Google Sheets.
  2. Composes the newsletter from a template.
  3. Sends the newsletter to all subscribers.

Benefits:

  • Automates newsletter distribution.
  • Ensures consistency and timeliness.

Scenario 4: Reminder Emails for Upcoming Deadlines

  • User: Team leader
  • Action: Send reminder emails about upcoming deadlines.
  • Trigger: Two days before a deadline in Google Sheets.

Workflow:

  1. Scans Google Sheets for upcoming deadlines.
  2. Retrieves relevant details.
  3. Sends reminder emails to team members.

Benefits:

  • Keeps team members aware of deadlines.
  • Reduces missed deadlines.

4. References

  1. Microsoft Power Automate. Retrieved August 27, 2024, from https://powerautomate.microsoft.com
  2. Zapier Inc. Retrieved August 27, 2024, from https://zapier.com
  3. Google Developers. Retrieved September 14, 2024, from https://developers.google.com/apps-script

5. Revision and Feedback History

Name Date Description
Pisit 27/8/24 Created the template for ISP projects.
Sirin 30/8/24 Provided detailed feedback on scope, solutions, and monitoring.
Pisit 02/9/24 Refined the scope and features for small organizations.
Sirin 04/9/24 Suggested adding actions, triggers, and examples.
Pisit 13/9/24 Added 'Action' and 'Trigger'.
Pisit 14/9/24 Added example workflows and figures.
Sirin 16/9/24 Final feedback with additional questions and suggestions.

Vision and Scope Docs