The path of the workflow is as important as the elements needed within the process. These elements determine what will happen, whether it is a notification by email to what happens after the approval or rejection of a document. This is done by and completing and connecting your elements.
Building a workflow to include automation, approval processes, and email notifications is easy.
Open the main navigation drawer under the Administration tab and select Workflow.
Adding a Template
In the Workflow Processes templates page, select the Add Template button on the bottom right of the screen. Name the process to add and begin building your workflow process.
Creating Workflow Process
A tutorial on how to add elements to your workflow will pop up when you begin a new workflow process. Click the toolbox to review the tutorial for how to add an element or how to connect to the elements. Use the Toolbox to delete the entire process.
Adding elements is handled in two parts: Triggers and Actions. To add an element, select the element and drag and drop on the grid view.
Triggers will initiate the process.
Actions are the activities within the workflow process.
Triggers
The triggers can be based on user capture, field commit, and/or form submission and can be customized based on their needs.
- Field Commit:
- Trigger title change
- Classification Selection
- Field – Additional options include:
- Equals – must contain a specific value
- Does not equal – must not be a specific value
- Has any value – must not be empty
- Does not have a value – must not contain any value
- Form Submit
- Form title change
- Form Template
- Form Fields – with field options
- User Upload
- Trigger title change
Each trigger can be used in separate processes or within the same process.
Actions
The actions are connected to a trigger whether to review or receive notification.
- Approval
- Action/Approval title change
- Role-user
- Participation
- Email
- Action/Email title change
- To – Who will receive the notification by role or by field value- email
- CC – Who will be copied on the notification by role or by field value- email
- Subject – Customizable topic of the notification
- Body – Customizable message
- Checkbox – selection options to add complete document detail and/or attach document
Elements
Completing Elements
The path of the workflow is as important as the elements needed within the process. These elements determine what will happen, whether it is a notification by email to what happens after the approval or rejection of a document. This is done by and completing and connecting your elements.
The elements will appear in red or blue when they are dragged onto the grid view. If the element is blue, it is ready to be connected to other elements and settings are optional. When the element is red, settings need to be identified to complete the details. The element will switch from red to blue when the element settings are completed.
Connecting Elements
To connect the trigger and action elements, drag the arrows or symbols to the accepting arrow of the connecting element at the top of each element. Elements can be connected to multiple elements.
A workflow process is not complete until all elements are connected and completed.
After approvals are set up, review the approval documents either on the Dashboard or in the Approval Navigation.
