F2B Workflow Administrators have the ability to create a Basic Workflow definition for a Form or a Folder by setting up triggers, groups, and e-mail notifications.
A Basic workflow will add a review step to a Sent Form, allowing it to be approved/rejected/re-assigned according to your business logic. A Basic Workflow can be set up to allow a User or group of Users to edit and take an action on a Sent Form.
F2B also offers Custom Workflows with multiple approval steps or advanced logic. Custom Workflows can be implemented by our Professional Services Team. Please contact us here for more information on Custom Workflow design and implementation.
Creating a Basic Workflow
Use the following steps to create a basic workflow in the Admin Portal.
- Navigate to Workflow > Definitions.
- Click Create Basic Workflow.
- Enter the title for your Workflow in Basic Workflow Name (A). The Precedence (B) of a Workflow takes effect when there is more than one Workflow enabled for the same Form. For example, if you have a Workflow enabled for a Folder but want to apply another Workflow to a single Form in that Folder, you could assign a higher precedence to the Form's Workflow that to the Folder's Workflow. A smaller number means higher priority.
- Check the Workflow Enabled checkbox (C) to apply the Workflow.
- Select the Folder and/or Form from the Trigger drop-down lists (D & E) that will trigger the basic workflow.
- Select your Approval Group (G). You can create new Groups on the Groups page (Admin > Groups). Click on Users (H) to select or modify possible Approvers. The submitted Form will appear in all of the Approvers' Queues until it has had an action taken on it (approved, deleted or sent back) by one of the Approvers. Check Generate E-Mails when Forms arrive in the Workflow? (K) to send a notification email to all Users in the Approval Group each time a Form is in the Workflow and waiting to be reviewed.
- An Approver can edit the Form as needed before taking one of the following actions:
- Approve: The form will be sent through the workflow and released to the server as a Sent Form.
- Send Back to Field: The Form will be sent back to the Device and appear under My Work.
- Delete: The Form will be deleted.
- Select your Recipient Group (I). You can create new Groups on the Groups page (Admin > Groups). Click on Users (J) to select or modify the Recipients for this Workflow.
If you modify the Users in existing Groups from the Basic Workflow page, it will update those Groups for any other Workflows those groups are being used for.
- Check Generate E-Mails when Forms are approved in the Workflow? (L) to send emails when a Form is approved.
- Click Create to save your Basic Workflow.
Make sure any Users that are part of the Approval Group are assigned the role of Workflow User (Admin > Users) so that they have the ability to log in to their Workflow Queues. The Workflow Administrator role allows a User to create Basic Workflows and view the current status of Company Workflows.
Basic Workflow vs. Custom Workflow
Basic Workflows include a step for your Form(s) to be approved, deleted or re-assigned. Once approved, your Form(s) are sent to the Recipient Group. Custom Workflows offer many more options and can even follow multiple workflow paths based on data from the Form. For example, if a job site is marked unsafe on the Form, it is sent to a particular group for evaluation but if the site is marked as safe, the Form will go to the final billing group. A Custom Workflow can have multiple steps or branches to meet your business needs.