Actions

A workflow action can be of type 'Option', 'Upload' , 'Form' or 'Reassign'. This allows the workflow creator to define user actions to be completed between workflow steps. Each workflow step can have multiple actions assigned to it of varying type.


Create an action

1. Double click on a step OR drag the dot between steps and skip to step 4

2. Select 'Actions' tab
3. Select ‘Add Action’


4. Complete the action information:

a) Label
b) Choose type (See Below)
c) Instruction - Explain the action to the user
d) Comment Setting (See Below)
e) Icon and Color - this shall appear in the activity timeline
f) Permissions – Users allowed to perform this action (see below)
g) Next step - this determines upon which step the action will activate.
h) Layer
i) Form
j) Clear Form
k) Validate Form
l) Save Button Label
m) Submit Button Label
n) Temporary Form Status to use when using this action (for display setting) - Allows the system to temporarily apply form statuses for workflow form actions. It does not actually change the form’s status, but instead, when that form action is used it shows the form as if that form status was applied and uses the related display settings
o) User Count

Note on Permissions: The configuration called 'Assigned to Other Step' allows users to copy the permissions for an action from a step in the workflow.
Actions can now be assigned to:
• The assigned users for the step
• Admin users
• The submitter
• A specific user group

5. Click on the 'Email Prompt' tab.

Toggle the 'Prompt User' to 'On' if you want to send an email - select the 'Default Send List' from the dropdown menu, complete the 'Subject' and fill in the body of the email.

6. Complete the Multiple Routes tab
The configuration' for the 'Include With Comment' option is located in this tab. If this is set to 'Yes', a second action label is available. Using this action will move the workflow to a different step but will count the action as the same overall action.

Mapped routes can be based on a form’s status as well as an actual form value. This enables a mapped route to be based on a user’s action at a step vs. something they select in the form. It will can be used in conjunction with applying of temporary form statuses

7. Click 'Save' to complete

Comment Setting

This allows the administrator to put settings on the comment box so that the comment box does not appear unless it is needed:

(i) Optional – Comment box will appear as normal but not Mandatory

(ii) Mandatory – Comment box will appear and is mandatory

(iii) Not Available – Comment box has been disabled and will not appear


Note: For Form workflows, it is possible to configure which 'Step' a workflow will route to based on user input

1. The 'Element' dropdown list contains every element of the form connected to the workflow. Select the particular element you wish to base the route on.
2. Select the value that you wish to base the mapping on. Please be careful of spacing and ensure that there is an exact match.
3. Select the step which you wish the workflow to route to when this value is matched.
4. Use 'Add Mapped Route' to add multiple routes
5. Click 'Save' to continue.


Types of action

Actions act in different manners depending on the type selected; each type provides a different function.

1. Option
Options when added as an action appear as a choice for the user when the step is being completed. Selecting an option allows the workflow creator to define the workflow progression based on an end user's choice i.e. admins would build an 'approve' option action to lead to an 'approved' step.

  • User count – this determines how many assigned users (when the workflow is kicked off on the front end) must select the option for the workflow to continue to the linked next step. If 'All' is selected, every user that has been assigned must select the option for the workflow to continue to the linked next step.
  • Include With Comment Option – This creates a comment dialog to be completed after an end user chooses the option

2. Upload
For completion of the step the user is prompted to upload a file. On doing so the next step becomes active.

• Download file label - entering a value in this field will add another action in the action drop-down that will allow users to download the most recent document from the workflow.
• Checkout file label - if present, this action will allow a user to block other assigned users from performing the upload while they it checked out.
• Cancel - this undoes the checkout so that all users can upload the file
• Check - only available to the user that has checked out the file. It will prompt them to select the file to upload and the workflow will continue as if a normal upload action was completed.

3. Form
On choosing 'Form' a form must be complete to progress to the next step

Note: These forms are created in the form builder

4. Survey
User is asked to fill in a form. Each version of the form is saved per user and can be displayed as a list in the main form.

5. Re-Assign
This allows a user to re-assign a form to another user.

6. Existing

Enables the system admin to create an action once and quickly reference it at other steps as needed. This means that if a setting in the parent action is updated all the referenced child actions are updated too

NOTE:

  • Mapped routes do not copy across to referenced actions
  • Email prompt settings do not copy across to referenced actions
  • Deleting a parent action will delete all child actions - you will get a warning but it won’t tell you how many will be deleted or where they are

Edit an action

  1. Double-click on the action label visible in the workflow builder
  2. Edit details required
  3. Click 'Save' to continue

Delete an action

  1. Double-click on the action label visible in the workflow builder
  2. Select 'Delete'

Re-order an action

Workflow actions can be re-ordered using the drag n' drop method. This determines what order the actions are displayed in the list on the front-end of the system.

To re-order an action, grab the icon to the left of the action (shown below) and drop the action where you want it to appear.