Using Workflow

How to use workflow

A workflow is a series of review and approval steps added to a form. The workflow you define applies only to the form you’re working with. Your workflows can be as simple or as complex as your business requires.

The flexibility with workflow is at step definition. The number of steps you add, along with the options you choose for each step adds more and more functionality to your workflow.

Before you start adding a workflow to a form, be sure the users and teams who will be using the workflow are set up. It may also be helpful to have a basic flowchart sketch of your workflow handy to help you set up each step.

If your form is already published and in use, you may want to consider unpublishing the form until your workflow setup is complete. Forms begin going through a workflow once the workflow is saved and the form is published. A copy of your form can be used in the meantime for use in the app if your circumstances allow.

From the Form and Report Designer menu, select the form to which you’re adding a workflow.
Click (Workflow) on the toolbar. The Edit Workflow window opens.
Two steps are listed in the window: Start Form and Form Complete. All workflow steps are added between these two steps.
Mark Track the Start of the Form to insert a record on the Pending Forms page in the Admin site so that an administrator can see that this form has begun. This is more useful for incident forms that you need to be aware of, and less so for forms like timesheets.
Mark Process Data Mapping at the End of This Step to start the process of mapping your data according to the data mapping set up for the form. Each individual step with data mapping creates a revision record in the mapped data.
Mark Check for Required Fields Prior to Hand Over to have a Required Fields on this Form multi-select list appear, where you can mark which fields you want to be required in the workflow.
After selecting the options you want at the start of a form, click Add new step to add a step to the workflow.

Select the action the users in the workflow will ultimately take for the step. The options are as follows, with text on the workflow to help you make decisions about each action:

Action	Description
Approve/Reject	Users at this step are not allowed to edit the entries on a form. Their role is to simply approve or reject the form at this point and move it to the next or back one step.
Review & Edit	All editors at this step can complete and/or edit previously entered data on the form. Multiple people can be assigned to the step, but only one can edit at a time. When another person is editing, the remaining editors can review the entries to date. Rejections are allowed, which move the form back one step for clarification or additional information.
Conditional Approve/Reject	Branches the workflow based on conditions in the form. The conditional steps occur only when the condition is met. Otherwise, the approve/reject is the same as the non-conditional approve/reject.
Conditional Review & Edit	Branches the workflow as needed based on conditions in the form. The conditional steps occur only when the condition is met. Other than meeting or skipping according to the condition, conditional review & edit functions the same as a non-conditional review & edit.

From the Responsibility list select who needs to take an action on the step. This helps determine who needs to take an action on the form. When you select a responsibility, you can pre-select information that limits the choices available on the mobile app for selecting the responsible people. The person responsible for the workflow step receives a notification on their device when it’s their turn to take action on the form. The form appears in their Assigned workflow actions list until action requested in the workflow has completed. You can add multiple responsibilities (even for the same type) so that everyone who needs to take an action is able to. Responsibilities include:

Responsibility	Preselect in the Designer/Result in the App
Any Team Lead/Secondary	Designer: Select one team, and the lead assigned to the team gets the form to take action on at this step. Teams that don’t have a lead assigned do not appear in the list. This works well for a form that is used by a specific team. App: The user can select the lead (primary or secondary) of the team. The search is limited to the leads of the preselected team. Designer: You can also select multiple teams, and the form user selects the lead from those teams. This works well for a form that’s used by multiple teams in your organization – each app user can select the team they are on to send it to their lead. App: The users select the primary lead or secondary lead. The search is limited to the leads of the preselected teams. Designer: Leave blank to allow the user on the app to select the team lead during form entry. This works well for a form that’s widely used by your organization. App: The user can select any user who is a primary lead or secondary lead on any team.
Anyone on a Team	Designer: Select one team, and the user selects the member of the team to send the form to. This is useful when a form needs approval by an individual of a team who may not be the lead of a team. For example, a regional director would need to take the action, and the form user chooses the director of the region they’re part of. App: The user can select any team member. The search is limited to the members of the preselected team. Designer: Select multiple teams and the user selects the team member from the teams selected. App: The user can select any team member from the preselected teams. Designer: Leave blank to select a user from any team. App: The user can select any user assigned to any team. The search is limited to users assigned to a team.
Specific User	Designer: Select a user the form will go to at the step in the workflow. The app user cannot change it. App: The user selected in the designer is assigned the form at the workflow step and can’t be changed. Designer: Leave blank to allow for any user to complete the workflow step. App: The user must be selected to take the action on the workflow step.
Whole Team	Designer: Select one team and the form is assigned to all team members of that specific team. You can use this as a method of distributing a started form to the technicians on a team – be sure to assign the action as Review & Edit if they need to complete parts of the form. App: All members of the team selected in the designer are assigned the form at the form step and can’t be changed. Designer: Select multiple teams and the user selects one of the teams on the form. App: The user can select any preselected team; the search is restricted to the preselected teams. The form is assigned to all members of the team the user selects. Designer: Leave blank to allow for any team to be selected from the app. App: The user can select any team that has been set up. The members of that team will be assigned the form.
Submitter's Team Lead	Designer: Option does not exist for this setting. App: If the user is on one team the primary lead appears and cannot be changed. Changes can be made on the Pending Forms page if needed. If the user is on more than one team the lookup displays the primary leads for the teams the user is a member of. If the user is not on a team the field lists all the team leads and the user needs to choose one to submit.

Mark Process Data Mapping at This Step if you want to create a revision of your data map when the form is handed over to the next step. This allows you to track the changes at a data level that were made at each step of the workflow.
In the To Hand Over to Next Step section, select a hand over option which moves the form to the next step based on whether everyone assigned needs to take an action, or if only one person taking an action moves the workflow forward.
If the action is Approve/Reject or Conditional Approve/Reject, you can choose what happens if the form is rejected – to continue using the form and send it back one step for revisions; or to end the workflow because the whole process is then rejected and there’s no need to continue with the form. A form with a discontinued workflow is available in the View/Edit Submissions page.
When complete, click Save.