Manage Your Catalytic Team

Catalytic helps people, bots + AI get work done better. Our cross-functional platform provides teams with new capability to broadly address automation within their team or organization.

Automate more Tasks

With our team management functionality, admins and business managers can get a high level view of automation in their team or company. When looking at increasing the amount of work that’s automated, or improving the efficiency of existing automation, there are a few factors to consider.

Business users are the closest to business problems and by augmenting their day-to-day work they can be more productive and focus on things that can’t be automated. Common tasks that yield quick returns when automated include:

  • Pulling data from multiple files and/or source systems
  • Sending out email requests, notifications, and reminders
  • Entering information into multiple systems
  • Collecting data from people
  • Generating common business documents such as Excel, Word, or PDF based on existing - nformation
  • Excel spreadsheets that have grown too complex and/or are emailed around to maintain status
  • Processes that require a procedure document or flowchart to explain
  • Running a survey and acting upon the results
  • Any sort of request form

The Catalytic platform can be used to solve simple and complex business processes. We encourage you to start small, perhaps only solving a portion of an overall process, and then iteratively improving on your initial automation.

Connect to Your Systems

The more of your systems that you connect to Catalytic, the more automation can be broadly applied to your work. Workflows can automate over 1000 common business tasks across a variety of platforms. Some automated actions require setting up integrations with your existing services like Outlook, Salesforce, or Docusign for the automated actions to work.

When you add an integration you expand the amount of work that can be automated. Integrations are set up by Admin users and once activated, new custom actions for the integration are available to all Catalytic users in your team or company, like moving stages in Salesforce or finding meeting times in Outlook.

On any Catalytic page, you can add new integrations by selecting the , selecting Admin, then selecting Integrations page.

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Some integrations are effortless and can be set up in seconds, while others require a few additional steps to enable full functionality. Specific integration setup guides are available in the Integrations topic on the help site.

Use Dashboards to Support Your Team

The Dashboard provides a summary of the activity and value within your Catalytic team. Information like cost savings, active instances, hours saved, and efficiency are calculated and displayed here for a high level view of your automation performance. The Team Dashboard is restricted to admin users.

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The dashboard summarizes the usage and value per team, so for a closer look at each teams performance, click the menu on the top navigation bar, and select Dashboard.

At the top of the dashboard is a summary of your team’s Workflow usage and the value of automation. This overview provides a quick glance at the automation you have in place in a given team. The following will help you to understand how each section is calculated.

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  • Users: Number of active users on your Catalytic team
  • Workflows: The number of active Workflows in the team. This total excludes archived Workflows.
  • Active Instances: Number of instances currently in progress across all Workflows.
  • Hours Saved: The number of approximated hours that have been saved through automation on Catalytic. An analysis on the time saved per action determined that on average each action on Catalytic saves 30.176 seconds.
  • Cost Savings: The cost savings is calculated by multiplying the hours saved by the average U.S. hourly wage of $24.57, equivalent to an annual wage of $51,105.
  • Actions: The number of actions across all active Workflows.
  • Efficiency Index: This is the percentage of all actions completed automatically over the last 90 days. The calculation is the number of automated actions divided by the total number of actions.
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A 90 day summary of the number of instances completed is updated live on your team dashboard. Your team’s Most Active Workflows ever are tallied up just below that.

  • Instances Completed: The number of active instances that were completed over the last 90 days. It’s common to see spikes or jumps in volume when large batches of Helper Workflows are started at once.
  • Most Active Workflows: The number of instances started per Workflow since the team was created.

You can improve your automation metrics and your overall return on automation in a number of different ways.

  • Automate more use cases: Look across your organization to find automation opportunities. Review our solutions gallery for more inspiration. For each of your existing Workflows, considers what happens in the business process before and after the automation occurs. You will usually find good opportunities for extending the automation to more areas.
  • Expand to more users: Invite more users on to Catalytic to build out automations of their own or have parts of their work automated.
  • Host a hackathon for business users: With Catalytic, many business processes can be automated within a couple hours. But people still need to allocate time from their days to focus on process improvement and automation. Bring together business users across different departments and work together to quickly build out and launch Workflows to automate new use cases.
  • Leverage triggers: Automation works best when nobody needs to think to start it. Triggers enable you to automatically start Workflows based on events, such as when an email is received, when an opportunity changes stages in Salesforce, or on the 1st of every month.

Manage Users and Permissions

With groups, you can assign more than one team member to a task, or manage permissions based on groups. For example, you could create an IT Support group to receive all incoming requests for hardware or software assistance.

All Catalytic users have a user permission level. There are 2 levels of users in Catalytic:

  • Team Members (default)
  • Admins

Your team page displays all members and groups within the team. You can jump to it by selecting your photo or profile icon in the top right corner and choosing My Team from the menu.

Your user permissions will determine what functions you are able to do within your team. Admins have the following additional capabilities:

  • Workflows: Admins can view and edit any Workflow.
  • Instances: Admins can end an instance even when they are not the instance or Workflow owner.
  • Confidential Fields: Admins can view data for Confidential fields, but can only view data for Highly Confidential fields if specifically granted permission.
  • Integrations: Admins can create new and edit existing integrations.
  • Data Tables: Admins can view all data tables that are populated by instances.
  • Team Customization: Admins can customize branding of emails and webforms and block logins from unauthorized IP addresses.
  • Users: Admins can edit user profiles, deactivate users, and create other admin users.
  • Permissions: Admins can adjust the permissions of users and add other admins.

Users can be added, deactivated, and have their permissions updated. All team members are able to add new team members, but only admins can add team members and admins. From the My Team page, select . When inviting a new user, you’ll need to add some additional information on the invite team member page

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  • Permissions: Team member will be the only option unless you are an admin
  • Email Address: Enter an email for the new team member, this is where the invite will be sent.
  • Invite Message: Optionally, add a note to the new team member with their invite email

When it’s all filled out, click to invite the user.

In the case a user needs to be deactivated for any reason, access can be removed through the My Team page.

  1. Select the photo or initial in the top right corner and select My team

  2. Select the name of the member to remove from the team

  3. Select

  4. Select OK

A deactivated user won’t be able to login, but any tasks or processes assigned to them have to be manually reassigned to a new user or group.

Create and Use Groups

With groups, you can assign more than one team member to a task, or manage permissions based on groups. For example, you could create an IT Support group to receive all incoming requests for hardware or software assistance.

Tasks can be assigned to groups in the same places that you would assign a task to a person. If a task is assigned to a group, all group members are assigned the task and if any member of the group completes the task it is marked complete for all members of the group.

To create a new group, open the menu in the top navigation bar, and select Team. Add a new group with the button.

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From here, name the group and select 1 or more team members to include in the group. When you’re all done, select .

To edit a group, return back to the group tab of the My Team page and select the group you’d like to edit.

  • To rename the group, select at the top.
  • To deactivate the group, select the Active toggle
  • To remove a team member from the group, select the X next to a users name.

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