Workflow List
Workflow List
Embedded Files
What is it?
What is it?
Workflow determines the flow of form records from state to state and users to users. It is crucial if you want to perform any action upon form records, if form records should change states along business processes, and if form records concern different stakeholders at different points of time.
A workflow consists of different elements to control who can perform what action under a certain state in a form record.. Every time a user submits a form record using the Form widget, the record flows through the workflow. One form can only connect to one workflow.
How to configure it?
How to configure it?
Workflows are stored in the Workflow List of an App.
You can create and open a workflow through 2 ways.
Way 1: Create and open workflow in Workflow List
Open the Workflow List.
Click Create Button and give the new workflow a name.
Set the width and height of the Workflow in Workflow Builder. The default width and height are 1024 pixels and 960 pixels.
Press ‘Submit’.
Open the Workflow Builder by clicking on it.
Way 2: Create and open workflow in Page Builder
Open the Page Builder of the page that contains the form.
Click the form once.
When the quick control panel pops up, click ‘Connect to a Workflow’.
4. If you already have a workflow, click button 1 to choose the workflow you want to connect to. If you want to create a new workflow, click button 2 and give a name to the workflow. If you do not enter the width and height here, they will be default as 1024 pixel and 960 pixel. When you finish, press ‘Create’.
5. On the top of the form, you will see the workflow connected with this form. Click on it to enter Workflow Builder.
Configure the Workflow Settings
Configure the Workflow Settings
After a workflow is created, you can change its settings whenever you want. You can open Workflow Settings by opening the Workflow List and clicking the Workflow Settings Button on the row of a workflow. You can change its name, width, height and connection to a form in a page.
Workflow Builder
Workflow Builder
You can use Workflow Builder to design your workflow. This is an example of a workflow.
Here are the meaning of the controls in the Page Builder:
Start State
A start state is given by default as the beginning state of every workflow. There is always 1 start state only. The state name cannot be changed. Form owner (who creates the form record) is always the current stakeholder at the start state.
State
A workflow state refers to a phase of a form record’s status. It is between the start and end state. All states must be assigned one / a group of current stakeholders.
Diverter
A diverter is a rule set up by App designer to separate form records into different edges if they fulfill some requirements. It is between two states.
Decision State
A decision state is a form record’s status that can make a decision on the next edge to go, depending on the actions taken by all or any stakeholders in the previous workflow state.
End State
An end state refers to the last workflow state a form record can flow to. There can be more than 1 end state in a workflow. End states have no current stakeholder. No further action can be taken upon the form record.
Button Setting
Change the form button style for each state
Page Size
Change the page height and width
Save
Save changes
Refresh
Refresh the workflow
Back to Page
Leave without saving
Design a Workflow
Design a Workflow
Connect Workflow by Edges
Connect Workflow by Edges
Edges indicate the route of how the form records will flow through different states. One edge represents one action button in the form available to the current stakeholder(s). After pressing that button, that form record enters the next workflow state.
Create and Move Edges
Create and Move Edges
Mouse over a state and drag a line from the right by clicking and holding the arrow logo.
Drag the arrow towards the target state.
The head of the arrow has to move inside the target state for connection.
Leave your click to complete the connection.
You can relocate the head and tail by dragging them onto any side of the states/conditions.
Click and hold the head or tail of the edge.
Move to the other side of the state/condition (or other state/condition).
Leave your click to complete the movement of the edge.
Configure Workflow Elements
Configure Workflow Elements
Workflow States
Workflow States
Quick Control Panel
Quick Control Panel
Click a workflow state once to view the quick control panel. All states have the buttons shown in this picture in their quick control panel while Start state and end state(s) have fewer of them.
State Name
The name of the state
Reference Table Triggering
Conditions in Reference Table which pass the form record to a specific workflow edge/state without pressing an action button manually
Scheduled Action
Schedules for automatically passing the form record to a specific workflow edge/state without pressing an action button manually
Scheduled Message
Schedules for sending a notification based on the date/time specified in a ‘date & time’ widget in the form at this state
State Property Settings
The state name, button visibility and stakeholder permission
Delete Button
Button to delete the state
State Name
You can enter a new name in this field and press ‘Enter’ on your keyboard to confirm the changes.
Reference Table Triggering
Reference Table Triggering is only useful when your form carries a Reference Table of the records of a child form and that the child form has a workflow with more than one states (including start and end states).
You can set a condition that when all the records in the Reference Table have been or are currently at a particular workflow state(s), the parent form automatically passes through a specific edge to another workflow state. Be aware that the Reference Table Triggering will be checked every time a user presses a workflow edge action button on the child form.
You can set the rule by clicking the Reference Table Triggering button at the workflow state that the rule needs to be checked:
Decide whether your Reference Table Triggering needs to be checked whenever the parent form is at this state or only when some conditions are met at this state. For Reference Table Triggering being checked whenever the parent form is at this state, use ‘Default Reference Table Triggering’. For Reference Table Triggering being checked only when some conditions are met at this state, press ‘+ New Reference Table Triggering’. Default Reference Table Triggering will be overridden by new Reference Table Triggering(s).
Click the edit button to configure the rule.
(For default Reference Table Triggering, skip this step.) Click add new condition button to set the condition. If this condition is satisfied, this Reference Table Triggering will be checked. After you finish, click ‘Continue’.
Click add new rule to set the Reference Table Triggering.
Choose the Reference Table on the left. Only Reference Tables of a child form having a workflow with more than one states (including start and end states) will be shown in the list.
Choose the child form’s workflow states on the right. If all records in the Reference Table have been or are currently at these workflow state(s), this Reference Table Triggering will be fired.
Uncheck the filter button if you want to keep this rule here without using it.
Click ‘Finish’.
At ‘Go to next state / edge’, click the edge arrow or the workflow state settings to choose an edge or workflow state that the parent form should be passed to when this Reference Table Triggering is satisfied.
Drag the new rules up and down by holding the arrow to reorder their priority if you have more than one of them. The upper rules will override the lower ones.
Click 'Submit'.
Scheduled Action
You can set a condition that when a form record is at a particular workflow state at a specific time, the parent form automatically passes through a specific edge to another workflow state. Be aware that the system checks if there is any scheduled action needed to be triggered every 5 minutes.
You can set the rule by clicking the Scheduled Action button at the workflow state that the rule needs to be checked:
Click add new scheduled action button to add a scheduled action.
Choose a ‘date and time’ widget on the form. (Remember to set the data type of the widget as ‘date and time’ in the Page Builder)
Choose add button or minus button to specify a due date later or earlier than the date and time in the widget respectively. Enter how many day(s) or hour(s) later or earlier as the due date.
At ‘Go to next scheduled state / edge’, click the edge arrow or the workflow state settings to choose an edge or workflow edge that the form record should be passed to when the due date is reached.
Drag the scheduled actions up and down by holding the arrow to reorder their priority if their due date is the same. The upper actions will override the lower ones.
Click 'Submit'.
If the scheduled action goes to an edge, the corresponding edge will be turned into a dashed line. A dashed line indicates that the edge is a hidden action automatically triggered by the system. If the scheduled action goes to a state, system will automatically generate a new dashed edge pointing to that state.
Scheduled Message
You can set a condition that when a form record is at a particular workflow state at a specific time, system automatically sends out a system message (through Mobile App or email). Be aware that the system checks if there is any scheduled message needed to be sent out every 5 minutes.
You can set the rule by clicking the Scheduled Message button at the workflow state that the rule needs to be checked:
Click add New Scheduled Message button to add a scheduled message.
Choose a ‘date and time’ widget on the form. (Remember to set the data type of the widget as ‘date and time’ in the Page Builder)
Choose add button or minus button to specify a due date later or earlier than the date and time in the widget respectively. Enter how many day(s) or hour(s) later or earlier as the due date. If multiple scheduled messages have the same due dates, all scheduled messages will be sent out.
Tick Mobile App message and/or email and Click 'Edit' customize the message.
Click 'Submit'.
System Message
There are 2 types of notification - Mobile App message or email. To customize a message or email:
Press ‘Edit’.
Choose the recipients. You can either enter email address manually or make use of the following buttons:
Tick to choose the ‘current stakeholders’ at a specific state. (Note that ‘immediate stakeholder’ means the ‘current stakeholder’ in the previous state.)
Tick to choose a specific user or group from the user and group list.
Tick to choose to use the item(s) picked in a ‘user & group’ widget in the form. (Only available at edge message)
3. Customize your notification content.
Predefined variables
You can insert a predefined variable into the content. In the content box, it is shown in the format of the widget’s ID which is only readable by the system as the predefined variable. But it will be converted into an understandable string in the sent notification. For example, it may be the current time when the notification is sent, the current user who triggered the action, or the form record’s URL link.
Widget values
You can insert the value of a widget in the form into the content. In the content box, it is shown in the format of a widget's ID which is only readable by the system as the widget. But it will be converted into an understandable string in the sent notification.
Content
You can type your customized notification here with the above two types of keys inserted in between.
4. (For scheduled messages, skip this step.) Select the time zone.
5. Press ‘Apply’.
If you want to delete the notification you have customized, click the ‘x’ next to the message/email.
State Property Settings
There are 2 tabs in State Property Settings.
‘Setting’ tab controls the visibility of the action buttons on the form at this state.
This button is visible.
This button is invisible.
‘Permission’ tab controls the permission of different stakeholders to delete, edit and view form records at this state.
This stakeholder can delete the form record.
This stakeholder can’t delete the form record.
This stakeholder can edit the form record.
This stakeholder can’t edit the form record.
This stakeholder can only view the form record without editing.
This stakeholder can’t view and edit the form record.
This stakeholder has no access to the form record.
This stakeholder has access to the form record.
Below are the meaning of the terms in State Property Settings:
Name
The name of the state
Exclude Owner From Current Stakeholder
If this box is checked, the owner will not be considered as the current stakeholder of this state. This box is defaulted to be unchecked meaning that the owner is the current stakeholder.
Delegation Include Owner
If this box is checked, the owner will be considered as the current stakeholder of this state if the form record is delegated to him/her. This box is defaulted as unchecked, meaning that owner is not included as current stakeholder even if the form record is delegated to him/her.
Reset “Previous Stakeholder” when Entering
If this box is checked, entering this state will clear records of all stakeholders who had performed action in this state before, leaving the current stakeholder the only stakeholder in this state on record.
Setting:
Setting:
Button Visibility - Save
After pressing the ‘Save’ button, the form record will be in the ‘Save’ state and be stored in the system.
Setting:
Setting:
Button Visibility - Save & Close
After pressing the ‘Save’ button, the form record will be in the ‘Save’ state and be stored in the system. The browser of the form will close immediately.
Setting:
Setting:
Button Visibility - Delegate
After pressing the ‘Delegate’ button, you will have to select a user in the user picker and click ‘Confirm Delegation’. After doing so, the current stakeholder will switch from the original user/group to the user selected. The permission and privilege the original user/group enjoy for the record will be transferred to the new user. The new user will be responsible for performing action upon the form record.
Setting:
Setting:
Button Visibility - Undo
After pressing the ‘Undo’ button, the form record will roll back to the previous state.
Setting:
Setting:
Button Visibility - Withdraw
After pressing the ‘Withdraw’ button, the form record will roll back to ‘Start’ state. The saved form record in the system will be cleared and removed.
Permission:
Permission:
Owner
The owner is the form record creator.
Permission:
Permission:
Current Stakeholders
Current stakeholders are the users selected as ‘Next Stakeholder’ in the previous edge’s property settings. For the start state, the current stakeholder is the form record creator.
Permission:
Permission:
Specific Previous Stakeholder
You can click ‘Choose Specific Previous State’ to select a state that the form record has passed through. The ‘current stakeholders’ of that state will be added as ‘specific previous stakeholders’.
Permission:
Permission:
Previous Stakeholders
Previous stakeholders are any users who have been the ‘current stakeholders’ in any one of the states the form record has passed through.
Permission:
Permission:
Specific User & Group In Form
You can click the setting button to select a ‘user & group’ widget in the form. The user/group picked in this widget will be added as a ‘specific user & group’.
Permission:
Permission:
Other Users
Other Users are any user that doesn’t fulfill any of the above 4 types of stakeholders.
Diverter
Diverter
Quick Control Panel
Click a condition once to view the quick control panel. Conditions have the buttons shown in this picture in their quick control panel.
State Name
The name of the state
State Property Settings
For setting up various conditions and the next workflow flow to go when fulfilled specific conditions
Delete Button
Button to delete the state
State Property Settings
‘Next Edge’ controls the default next edge and conditional next edge that the form record should pass on to.
When a form record reaches this ‘Condition’ element along the workflow, system checks whether it fulfills the condition(s) under ‘Conditional Next Edge’. If it fulfills the condition(s), the form record will go through the edge specified in it. If the form record doesn’t fulfill any of the condition(s), it will go through the edge in ‘Default Next Edge’.
With a ‘Condition’ element in a workflow, different form records may enter different states after passing through it.
There are two modes for setting up conditions in Diverter:
General Mode checks whether conditions set up in the diverter has or has not been fulfilled when the action is taken in the previous workflow state, and determines which workflow edge to be taken next.
OU Mode checks whether the OU level and OU role of the action taker in the previous workflow state fulfills the configured requirement or not, to determine which workflow edge to be taken next.
To implement Diverter with OU Mode, an Organizational Chart must first be set up in Admin Panel of the platform.
Edges
Edges
Quick Control Panel
Quick Control Panel
Click an edge once to view the quick control panel. Edges have the buttons shown in this picture in their quick control panel.
Edge Name
The name of the edge
Hidden Action
Whether the action button is hidden or visible to the current stakeholder
Workflow Record Generation
New Record can be generated if the form go to the specific edge.
Cascading Workflow triggering
The edge can trigger another form’s edge by filling the mapping rules.
Cascading Workflow triggering
The edge can trigger another form’s edge by filling the mapping rules.
Cascading Workflow triggering
The edge can trigger another form’s edge by filling the mapping rules.
Cascading Workflow triggering
The edge can trigger another form’s edge by filling the mapping rules.
Edge Property Settings
The edge name, next stakeholder, triggered message, edge validation, button visibility and action of browser
Delete Button
Button to delete the edge
Hidden Action
Hidden Action
When a workflow edge is turned into a hidden action, its action button will be hidden from the form. A hidden action is displayed as a dashed line rather than a solid line in the Workflow Builder.
When you turn an edge into a hidden action, since the current stakeholder is unable to click the action button, you may want the action to be automatically triggered in the background. For example, you may set a scheduled action or Reference Table Triggering which passes through this edge.
Be aware that when you set a scheduled action to pass through a solid-lined edge (non-hidden action), the involved edge will automatically be turned into a hidden action and a dashed line.
Edge Validation Settings
Edge Validation Settings
An edge passes a form to the next state. Before that, App designer may want to ensure all required information is provided by the stakeholder(s) and is valid. Therefore, different kinds of validation rules can be set up to check this.
Edge validation is different from form validation. Edge validation is checked only when the corresponding action button is pressed. Form validation is checked, the ‘save’ button or any workflow edge action button is pressed.
Edge Property Settings
Edge Property Settings
There are 5 tabs in Edge Property Settings.
Edge Property Settings - Stakeholders
‘Stakeholders’ tab controls who will be assigned as the stakeholder in the next state that this edge is pointing towards.
Below are the meaning of the terms in the ‘Stakeholders’ tab:
Use Action Taker
Assign the user that performs the action in this workflow edge (press the action button in run time) the stakeholder in the next workflow state
User & Group Mapping
Assign a specific user or user group the stakeholder in the next workflow state
Default user and group, if Previous Stakeholders and Next Stakeholders is not mentioned, default pass to a specific user and group
Previous Stakeholders and Next Stakeholders:
According to the previous stakeholder to assign to a specific user & group
User Role Mapping
Assign a specific Run Time User Role the stakeholder in the next workflow state.
All users in the assigned Run Time User Role can take action in the workflow state.
OU Mapping
OU Mapping uses a selected user’s e.g. submitter OU level and OU role to set up an OU reference point, to automatically assign next stakeholders by appointing senior users in Org Chart following the configured mapping by OU level and OU role in the edge (when reviewed by OU role A on OU level X, escalate to OU role B on OU level Y)
To assign next stakeholders by OU Mapping,
an Organizational Chart must first be set up in Admin Panel of the platform
the user selected to set up OU reference point must be assigned the OU Role of OU Member in an OU
Read From User & Group Widget
Choose a ‘user & group’ widget in the form. The item(s) picked in it will be assigned to be the stakeholder of the next state. If this ‘user & group’ widget is possibly empty, you can choose another ‘user & group’ widget in Optional ‘user & group’ widget as the reserved next stakeholder.
Use Previous Stakeholders
Select a state that the form record has passed through. The ‘current stakeholders’ of that state (user(s) performed action in that state) will be assigned as the stakeholders) of the next state.
Edge Property Settings - Message
‘Message’ tab controls the system notification to any users or groups when the action button of this edge is pressed.
To add a system message, email or System Comment, Turn on the button on the left of your choice of message notification. Press ‘+ New Message’ or ‘+ New Email’ or ‘+ System Comment’ to edit.
Setting Page for System Message
Setting Page for Email
Setting Page for System Comment
Edge Property Settings - Visibility
Normally, only the ‘current stakeholder’ of a state can see the action button of edges that start from this state. But if you want to make the action button invisible for a specific run time user role, you can check ‘Hide button from special run time user role’ and select the run time user role. Then, the users or groups that have the selected run time user role will not see this edge’s action button.
Edge Property Settings - Action
‘Action’ tab controls some actions of the web browser when the edge’s action button is pressed.
Below are the meaning of the options in the ‘Action’ tab:
Before Action Taken
Before Action Taken
Pop up comment box before action taken
When a stakeholder presses the action button, a comment box pops up to ask him/her to add comment to the form record. The comment will only be stored until the next state and only be shown to the ‘current stakeholder’ of the next state. It will appear on the top left corner of the form when the next stakeholder view the form record. The next stakeholder can mouse over the message logo to view the comment.
Before Action Taken
Before Action Taken
Confirmation Message
Display a customized confirmation message for user to confirm proceed when pressing the button
After Action Taken
After Action Taken
Close browser window after action taken
When a stakeholder presses the action button, the action is taken and the browser window closes automatically.
After Action Taken
After Action Taken
Reset email status
All emails sent before this action will not be considered for the Email Status parameter in conditions set up in the form.
After Action Taken
After Action Taken
Reset OU Approval Level & Role
Clear the OU reference point created in the state by OU mapping by previous workflow actions, in the state the workflow edge is connecting to
After Action Taken
After Action Taken
Reset “Previous Stakeholder for next state
Clear records of all stakeholders who had performed action in the state the workflow edge is connecting to, leaving the current stakeholder the only stakeholder in this state on record.
Edge Property Settings - Update Value
Users can assign value to the current form widget. The widgets values in the current form will be updated after the edge action.
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