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Workflow Onboarding & User Acceptance Testing (UAT)

Learn what happens once your Asana workflows are built and how Cirface supports user onboarding, testing, and final adjustments before go-live.

Once your workflows have been designed, approved, and built inside Asana, we enter the Workflow Onboarding & User Acceptance Testing (UAT) phase. This is where your broader team gets introduced to the new system, learns how to use it, and tests the new process before you fully go live.

Who’s Involved at This Stage

  • You (the client): Primarily your team members who were not involved in Discovery or Design

  • Us (Cirface): We facilitate onboarding, run training sessions, and monitor adoption

  • Workflow Champions/SMEs: They remain closely involved to support internal rollout and approval

What Happens During UAT

1. Team Onboarding & Training

We begin by introducing the broader team to:

  • What the new process is

  • Why it was created

  • What their specific role in the workflow looks like

This training session includes a walkthrough of the Asana setup, the updated process, and hands-on testing of the workflow.

2. Live Process Testing

Team members are invited to run through the workflow inside Asana using real or test data. This includes:

  • Creating and completing tasks

  • Triggering rules or automations

  • Submitting or moving work through the flow

  • Collaborating within projects and using assigned custom fields

3. Monitoring & Feedback Window

We provide a structured testing window—typically 1 to 1.5 weeks—to allow users to:

  • Try the new process

  • Ask questions

  • Submit feedback

During this time, we:

  • Monitor usage

  • Track adoption metrics

  • Identify any stumbling points

  • Support questions in real-time (or via office hours/Q&A)

4. Refinements

At this stage, it's normal for teams to:

  • Misuse or overlook certain features

  • Ask for slight tweaks to naming, layout, or steps

  • Need clarity on rules or roles

We will support minor adjustments only, such as:

  • Renaming custom fields

  • Updating a form question

  • Adjusting task instructions or project descriptions

We will not make structural changes or redesign workflows. This is no longer the revision phase.

5. Final Sign-Off

Once your team has tested the workflow and your Workflow Champion (or key stakeholder) confirms adoption and satisfaction, we move to:

  • Mark workflows as final

  • Confirm readiness for rollout

  • Transition into live use and training documentation handoff

This signals that your system is officially live inside Asana.

Why This Phase Matters

User acceptance testing allows us to:

  • Catch small but impactful friction points

  • Prepare your team for rollout without surprises

  • Ensure users understand their place in the workflow

  • Solidify ownership and reduce resistance during adoption

This is not about redesigning the workflow—it’s about ensuring the one we’ve built works for your people.