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CHAPTER
[05]

Capturing Workflows for Reuse

Some work follows predictable patterns that repeat across similar situations. Preparing animals for export involves the same steps whether exporting to Australia, Europe, or the United States. Health checks, documentation, movement permits, certificate preparation, transport arrangements, quarantine. Implementing a new quarantine protocol follows similar steps each time. Zone activation, animal isolation, health check scheduling, documentation setup, protocol execution.

Creating these multi-step workflows from scratch every time is inefficient and error-prone. Forgetting steps, inconsistent execution, reinventing approaches. Task templates solve this by capturing common workflows as reusable patterns that can be activated when needed, generating complete task sequences with one action.

Kora supports two types of task templates:

Recurring Task Templates: Master definitions for tasks that auto-generate instances on schedule (daily feeding, weekly checks, monthly recording). Covered comprehensively in Chapter 13.3.

Workflow Templates: Pre-configured multi-step task sequences for complex processes that happen occasionally but follow consistent patterns (export preparation, breeding programmes, biosecurity protocols, facility setup). This chapter focuses on workflow templates.

Understanding Workflow Templates

What Workflow Templates Are

Workflow templates are pre-configured task sets representing complete multi-step processes:

Example: Export Preparation Workflow Template

Template Name: "Prepare Animals for Export"

Tasks in Template:
1. Health assessment (All export candidates)
   (Due: 30 days before export, Priority: High, Category: Health & Treatment)

2. Tuberculosis testing (All export candidates)
   (Due: 28 days before export, Priority: High, Category: Health & Treatment)

3. Brucellosis testing (All export candidates)
   (Due: 28 days before export, Priority: High, Category: Health & Treatment)

4. Compile vaccination records
   (Due: 21 days before export, Priority: Medium, Category: Management)

5. Obtain export health certificate
   (Due: 14 days before export, Priority: High, Category: Health & Treatment)

6. Arrange transport logistics
   (Due: 10 days before export, Priority: Medium, Category: Management)

7. Initiate pre-export quarantine
   (Due: 7 days before export, Priority: High, Category: Biosecurity)

8. Final health check
   (Due: Day of export, Priority: High, Category: Health & Treatment)

Activating this template creates all 8 tasks automatically with appropriate due dates, priorities, and categories. No manual task creation. No forgotten steps. Complete workflow from one action.

When to Use Workflow Templates

Complex multi-step processes: When work involves 4+ coordinated steps with dependencies.

Recurring scenarios: Situations that happen regularly but not on fixed schedule (export varies by opportunity, breeding programme starts seasonally, quarantine implements when exposure occurs).

Compliance-critical workflows: Processes where missing steps creates regulatory violations or safety risks.

Team coordination: Multi-person workflows where clear task sequence and accountability matter.

Knowledge capture: Capturing expert knowledge (how veterinarian prepares animals for surgery, how breeding coordinator manages AI programmes) as reusable templates for consistency.

Common Workflow Template Scenarios

Export Preparation Template

Preparing animals for international export is complex. Health testing, documentation, permits, quarantine, transport. Export preparation template captures complete workflow:

Tasks:

  1. Identify export candidates and document identifiers
  2. Schedule required health testing (varies by destination country)
  3. Complete disease testing protocols
  4. Compile health history and treatment records
  5. Obtain official health certificate from government veterinary services
  6. Arrange movement permits and documentation
  7. Coordinate transport logistics and timeline
  8. Implement pre-export quarantine (typically 7-21 days)
  9. Final health check and certificate verification
  10. Prepare travel documentation and emergency contacts

Customisation: Template adapts to specific situations:

  • Link to specific animals being exported
  • Adjust due dates based on export departure date
  • Add destination-specific requirements (EU, Australia, US have different rules)
  • Assign tasks to appropriate team members (health checks to vet, logistics to manager, documentation to admin)

Result: One-click activation creates complete export preparation workflow with all tasks, dates, and assignments configured.

Breeding Programme Workflow Template

Artificial insemination programmes follow structured workflows:

Tasks:

  1. Identify breeding candidates and check eligibility
  2. Order semen from selected sire genetics
  3. Monitor females for estrus signs
  4. Schedule AI technician visit
  5. Perform AI procedure and document details
  6. Record breeding date and sire genetics
  7. Schedule pregnancy testing (30-60 days post-breeding)
  8. Perform pregnancy diagnosis
  9. Document pregnancy status or repeat breeding cycle
  10. Plan calving/lambing preparations if pregnant

Template benefits: Systematic breeding management ensuring no steps missed, genetics properly documented, pregnancy testing scheduled consistently.

Quarantine Implementation Template

Implementing quarantine for disease exposure or new arrivals:

Tasks:

  1. Activate biosecurity zone for quarantine area
  2. Move animals to quarantine location
  3. Document quarantine reason and expected duration
  4. Set up health check schedule (daily, weekly, or custom)
  5. Assign responsibility for quarantine monitoring
  6. Create quarantine health observation tasks
  7. Schedule diagnostic testing if disease suspected
  8. Document quarantine protocols and restrictions
  9. Plan quarantine release procedures
  10. Set calendar reminder for release eligibility date

Customisation: Adapt to specific quarantine situations (new arrivals vs disease exposure vs show returns) with appropriate protocols and durations.

Facility Setup Template

Setting up new paddock or facility area:

Tasks:

  1. Inspect infrastructure (fencing, gates, water, shelter)
  2. Repair/install required infrastructure
  3. Create location record in system
  4. Create subdivision records for internal areas
  5. Set up biosecurity zone designation if needed
  6. Configure feeding stations and water points
  7. Install or check animal identification infrastructure (RFID readers, sorting gates)
  8. Create standard recurring tasks for location (feed checks, water checks, facility inspections)
  9. Conduct safety walkthrough
  10. Document facility setup completion and readiness

Use case: New farm expansion, leased paddock setup, temporary facility establishment.

Health Protocol Compliance Template

Implementing new health protocol recommended by veterinarian:

Tasks:

  1. Review veterinarian recommendations and protocol details
  2. Obtain necessary medications or treatments
  3. Create schedule for protocol implementation
  4. Train staff on new protocol procedures
  5. Set up monitoring and documentation systems
  6. Implement protocol and begin documentation
  7. Schedule progress review with veterinarian
  8. Assess protocol effectiveness and animal response
  9. Adjust protocol if needed based on results
  10. Document completion and outcomes

Scenarios: New parasite control protocol, nutrition programme implementation, hoof care regimen, reproductive management protocol.

Creating Custom Workflow Templates

Operations can create custom templates for their unique workflows:

Template Creation Process

Step 1: Identify Repeating Multi-Step Workflow Look for processes you do multiple times that involve 4+ coordinated steps. Export preparation? Quarantine implementation? Breeding cycles? Facility maintenance programmes?

Step 2: Document Complete Task Sequence List every task in logical order:

  • What needs doing at each step
  • When each task should happen (relative to workflow start or previous tasks)
  • Who should be responsible
  • What priority each task has
  • What category each task belongs to

Step 3: Capture in Template Format Create template defining all tasks with relative timing (e.g., "30 days before export," "7 days after breeding," "First Monday of implementation month").

Step 4: Test Template Activate template for real scenario. Did it create appropriate tasks? Were due dates logical? Were assignments clear? Refine template based on experience.

Step 5: Document Template Purpose and Customisation Include notes on when to use template, how to customise for specific situations, and what decisions need making during activation.

Custom Template Examples

Seasonal Vaccination Campaign Template:

Template Purpose: Implement seasonal vaccination programme for entire herd

Tasks:
1. Order vaccine stock (4 weeks before start)
2. Verify vaccine storage and handling (1 week before start)
3. Schedule crew and create vaccination calendar (1 week before start)
4. Set up handling facility and equipment (Day before start)
5. Begin systematic vaccination (Week 1)
6. Continue vaccination batches (Week 2)
7. Complete final group vaccination (Week 3)
8. Document all vaccinations and batch numbers (Throughout campaign)
9. Store remaining vaccine properly or arrange disposal (After completion)
10. Schedule annual booster reminder for next year (Day of completion)

New Staff Onboarding Template:

Template Purpose: Onboard new farm staff member systematically

Tasks:
1. Prepare orientation materials and farm map (Before start date)
2. Conduct facility tour and safety briefing (Day 1)
3. Review animal handling protocols (Day 1-2)
4. Train on feeding systems and routines (Week 1)
5. Introduce health observation and documentation (Week 1)
6. Practice equipment operation (Week 2)
7. Assign supervised tasks (Week 2-3)
8. Gradually increase responsibility (Week 3-4)
9. Conduct progress review (End of Month 1)
10. Transition to independent work with ongoing support (Month 2)

Template Customisation and Adaptation

Workflow templates provide structure while allowing customisation:

Customisation During Activation

When activating template, customise for specific situation:

Adjusting Due Dates: Template says "30 days before export." You are exporting March 15. System calculates due date as February 13 automatically, but you can adjust if needed.

Modifying Task Details: Template includes "Schedule AI technician." You add specific technician name and contact info for this activation.

Adding/Removing Tasks: Template provides baseline. Add situation-specific tasks or remove tasks that do not apply to current scenario.

Linking to Specific Animals/Mobs: Template is general. During activation, link to specific animals (Bull #A123 export preparation) or mobs (Spring Lambs 2025 vaccination campaign).

Assigning to Team: Template does not assume specific team. During activation, assign tasks to appropriate people based on current availability and responsibilities.

Example Customisation

Base Template: "Prepare Animals for Export"

Customisation for Specific Export:

Customised For: Export 5 cattle to Australia, departure March 15, 2025

Modifications:
- Linked to: Bull #A123, Cow #B456, Cow #B789, Heifer #C012, Heifer #C345
- Due dates calculated from March 15 departure
- Added: "Australian import permit application" (specific requirement)
- Added: "Arrange pre-export inspection by Australian quarantine officer"
- Assigned: Health tasks to Dr. Johnson (veterinarian), Logistics to Sarah (manager),
  Documentation to Michael (admin)
- Modified quarantine period: 21 days (Australian requirement vs 7-day template default)

Template provided structure. Customisation made it specific to Australia export situation.

Balancing Standardisation with Flexibility

Templates balance two competing needs:

Standardisation: Consistent execution, comprehensive coverage, captured expertise, repeatable quality.

Flexibility: Situation-specific adaptation, unique requirements, evolving best practices, operation-specific needs.

Best Practice Balance

Use templates for:

  • Common workflows you do regularly
  • Complex processes where forgetting steps has consequences
  • Activities requiring coordination across team
  • Workflows with regulatory or compliance requirements
  • Processes where consistency improves outcomes

Customise freely:

  • Adjust due dates to real-world timeline
  • Add situation-specific tasks
  • Remove tasks that do not apply
  • Modify assignments based on availability
  • Adapt to changing circumstances

Do not force templates:

  • Simple one-off tasks (create manually)
  • Truly unique situations without precedent
  • Emergency responses requiring flexibility
  • Experimental workflows still being developed

Templates are tools, not mandates. Use when helpful, customise when needed, skip when not appropriate.

Recurring vs Workflow Templates

Understanding the difference:

Recurring Templates (Chapter 13.3):

  • Auto-generate instances on schedule
  • Daily/weekly/monthly/custom frequency
  • Continue indefinitely until deactivated
  • Examples: Daily feeding, weekly health checks, monthly weight recording
  • "Set once, runs forever"

Workflow Templates (This chapter):

  • Activated manually when needed
  • Generate complete task sequence once per activation
  • No automatic repetition
  • Examples: Export preparation, breeding programme, quarantine implementation, facility setup
  • "Reusable multi-step processes"

Can combine: Some workflows include recurring elements. Export preparation template might include "Daily quarantine health check" which becomes a recurring task during the 21-day pre-export quarantine period.

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