How do I add workflow to a form?

Getting Started with Online Forms (4 of 5)

Introduction

Form builders have the option to create workflows. Workflows can be thought of as the path that a specific form response will follow once it has been submitted. Each path (workflow) can consist of one or more stops (workflow stages). Each stop may require form approval by one or more designated approval managers. Alternatively, a stop may simply consist of an email notification that is sent out to one or more recipients. To add a new workflow stage, simply edit an existing form, 1) click the Workflow tab, 2) click add stage and 3) select a Stage Type.

The Stage Type you choose will determine whether your workflow stage will require an approval action (Approval Stage) or simply be responsible for pushing a out email notifications (Send Notifications).

How do I configure an approval process for my form?

If you’re building a form that will need to go through an approval process then, you will need to add an Approval Stage to your workflow. Each Approval Stage consists of one or many approval decisions. Decision Type options include:

Single Decision – Form responses entering a Single Decision approval stage will need to be approved by one of the designated approval managers in order to move on to the next workflow stage.

All Managers ANY ORDER – All of the approval managers for the approval stage will need to approve incoming forms but, in no particular order.

All Managers IN ORDER – This is option is strict and requires that all managers approve incoming forms in the order that the approval managers were listed. Form builders can use the packaged drag and drop capability to change the order of the approval managers.

After choosing a Decision Type, you can start adding approval managers for the approval stage by clicking add approval manager. We will discuss the different approval manager options further down in the article.

Clicking the wrench icon will present additional security options for your Approval Stage. Workflow security options include:

Approval managers can edit response – Gives approval manager’s permanent modification rights for form submissions that have entered their workflow stage.

Approval managers can delete response  Provides approval manager’s with permanent delete rights for form submissions that have entered their workflow stage.

Approval managers retain view rights permanently after the approval is complete – Even when removed from their workflow stage, approval managers will retain view rights over the form responses that they have approved.

The Trigger Options section allows form builders to conditionally trigger approval stages based on specific field values submitted by end-users. This feature is discussed in greater detail further down in this article.

 

How can I configure my form to send email notifications once a form has been submitted?

To trigger email notification after forms have been submitted, you will need to add a Send Notifications workflow stage to your form. Once added, you can begin adding email notification recipients by clicking the add notification recipient link. Recipient options are discussed in greater detail, below.

Each notification stage gives form builders full control over the content included in the outgoing email notifications. Clicking how to reference form fields (do true color) will present you with syntax for including specific form information in your outgoing notifications.

The Trigger Options section allows form builders to conditionally trigger notification stages based on specific field values submitted by end-users. This feature is discussed in greater detail further down in this article.

 

Who can I add to my workflow stages?

Each workflow stage, depending on the Stage Type, can contain one or more, approval mangers or email notification recipients. Here is a list of approval manager and notification recipient options offered:

Submitting User – Adds the submitting user as an approval manager or email recipient for their own form response. This is helpful in approval scenarios where changes are regularly made to form responses by approval managers and final approval by a submitting user is required.

User – Presents a dropdown that will allow you to select and add users as approval managers or email recipients to your workflow stage.

Group – Presents a dropdown that will you to select and add a group of users as approval managers or email recipients to your workflow stage. This approval manager Group option is deactivated when the decision type is set to All Managers IN ORDER.

Supervisor – Adds the immediate supervisor of the submitting user to your workflow stage. If the user has no supervisor, this portion of the workflow will be skipped.

User Choice – Presents form submitters with an additional dropdown at the bottom of your form. The dropdown will be populated with users that can be selected and included in the approval or notification stage. Form builders can populate the dropdown with specific users, groups of users or all users.

[Additional Options for Notification Stages]
Additional user choice options include Email List and Email Input. Email List will allow you to define a comma separated list of email addresses. Each email address will be presented as a selectable dropdown option at the bottom of your form. Users can select a desirable email address and forward an email notification to the selected email address after the form submission. The Email Input feature will provide submitting users with an email text field at the bottom of your form. Form submissions will trigger a notification to the email address that was entered in to the field.

External Emails – Beyond user choice, notification stages provide an additional External Emails option. This option allows form builders to define a list of email addresses, separated by semi-colon’s, which should receive an email notification once a form has been submitted. Please note that this feature assumes that the email notification is being sent out to a user that does not have access to the intranet; therefore, the submitting user's email address will be used for the email's 'From:' address to leave the recipient with a channel for back-and-forth communication.

 

How can I configure conditional workflow stages?

Workflow triggers allow workflow managers to create conditional workflow stages that will trigger based on form field values that have been entered.

The following steps will help you configure a trigger on an existing workflow stage:

  1. Create a new or edit an existing form,
  2. Click the Workflow tab,
  3. Add a new or click an existing workflow stage,
  4. Locate and click the wrench iconwrench.png in the upper right corner of the workflow stage,
  5. Locate Trigger Options area. Use the Only If dropdown to select the field which the workflow stage will be depending on. Triggers can be dependent on text, dropdown, radio button, checkbox, date, link, email, location, formula, SQL query, number and mileage field values. If the trigger is dependent on a field that accepts text values then, you can only use an equals to (ie, =) operator. Triggers dependent on number fields can use the following operators: =, >, >=, <=, <.

Upon implementing the trigger, your workflow stage should only run when the specified condition has been met.

 

Advanced Options

Advanced Options will reveal some additional workflow options for you to consider. Listed below, find the different available options:

Admin Approval Override
This allows site administrators to approve on behalf of another approval manager at any stage in the workflow process.

Restart Entire Workflow on Decline
When selected, this feature will send re-submitted declined form responses to the start of your form workflow. By default, re- submitted form responses will start at the workflow stage that performed the original decline action.

Site Alerts
In addition to the email alerts, this feature will result in a supplemented site alert to appear in the my profile area for form responses requiring approval.

Additional Approval Managers that can be Added to a Stage

Submitting User’s Supervisor – Allows approval managers to, optionally, pull the submitting user’s immediate supervisor directly in to their workflow stage. After being added, the submitting user’s supervisor will be required to approve the submitted form response irrespective of the approval stage Decision Type.

Approval Managers from Other Stages in the Same Workflow – Allows approval managers to, optionally, pull approval managers from other workflow stages. Once pulled in, the additional approval manager will need to approve the submitted form response in order for it to move on to the next workflow stage.

Approval Manager’s Supervisor – Allows an approval manager to escalate the approval for a form to their own immediate supervisor. Once added, the supervisor can escalate the form approval to their immediate supervisor and simply approve the form.  

Specific Users/Groups – This option allows form creators to add specific users or groups of users as additional approval manager options to their workflow stage. Approval managers can, optionally, pull any of the optional users in to their workflow stage.

Allow Only Approve / Decline

This option is available only in workflow approval related to documents (not forms).

During the approval workflow of new/updated documents, approval managers have 3 options by default, Approve, Deny, & Reject. Because Reject immediately ends the workflow process and deletes the document, there is a new option to restrict the Reject action to just Administrators.

When Allow Only Approve / Decline is enabled, approval managers will only see the Approve / Decline actions. If none of the approval managers are administrators, you can enable Admin Approval Override to allow an administrator to Reject the document.

 

Workflow Emails
The form builder application allows form creators to customize the content in the outgoing email notifications. Click the desired notification type to begin modifying the email content.

If you wish to include the full form in email notifications, you can do so using the following reference tag:

{FormData}

Alternatively, you can target specific fields using the following steps:

1) Edit the form and go to the build tab
2) Click on one of the fields you want to populate within the email
3) Click 'More properties' on the build tool
4) Look for the 'name' field - example: field488
5) In your email, include the same squiggly brackets as formdata had - example: {field488}

Do this for each field you want to add to your email notification.

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