Start with the problem, not the number of files
A spreadsheet can serve a small team's simple task list well. Software becomes worth assessing when the same task has different statuses in different files, submissions disappear into messages or nobody can tell whose approval is pending. Select three recent examples: an overdue task, a submission returned for revision and an assignment that changed owners. Describe how each is tracked today.
Clean up the list before migration
You do not have to migrate every historical row. Assess active work, completed records needed for reference and records no longer required separately. Avoid putting real customer or employee information into a demonstration; use fictional records initially. The migration method, field mapping and retention of older records need to be agreed as part of implementation.
- Does every task have a clear title?
- Are the owner and any approver identified?
- Are the target date and actual completion date distinct?
- Is the expected output defined?
- How will attachments and access permissions be handled?
Write acceptance criteria for one task
Consider a weekly purchasing report. Its owner submits the work, a manager returns it with a reason if something is missing, and an acceptable revision closes the task. Uploading a file and approving the work are different events. Test submission, revision, deadline changes and approval as well as creating tasks.
| State | Expected result | Responsible role |
|---|---|---|
| Assigned | Task and deadline visible to the owner | Assigning person |
| Submitted | Submission notes and expected output accessible | Task owner |
| Revision requested | Reason and next action clear | Authorised manager |
| Approved | Completion and decision history traceable | Approver |
Agree which record is authoritative during the pilot
Define the pilot's team and task scope. Updating the same work indefinitely in both spreadsheets and software can create conflicting statuses. Agree when an old file becomes a read-only archive, which record is authoritative and how to recover if an issue occurs. Base the pilot schedule on scenarios to test rather than choosing a duration without a purpose.
Test the actual workflow in Flow
Use representative records to examine personal and assigned tasks, calendars, submissions, revisions and manager approval in SEZHEL Flow. Compare how authorised roles see the same task. Do not assume a universal import button or compatibility with every file; discuss migration requirements separately. Users, deployment, notifications, training and support belong in the quotation.
Evaluate observable outcomes
Can the team find a task's status without another message? Are revision reasons preserved? Can it distinguish submissions awaiting approval? These can become your initial acceptance criteria. A percentage improvement requires comparable baseline and pilot measurements. Use the worksheet below to document your own criteria.
Download the pilot checklist (CSV)