Field2Base continues to differentiate its Mobile Forms platform from other digital form providers by offering Workflow. Our Workflow product is part of our Admin portal and can be customized to act on data arriving from the field in real time.
Submitted Forms appear in Workflow exactly as they were submitted from the User’s Device (phone or tablet). Submitted Forms also include all of the same business logic and data validation requirements that are present on the Mobile Device.
From Workflow, office personnel may review, edit, approve, and reject data online. They may also send submitted Forms to other Field2Base users for additional action. All Workflow transactions and the Users who facilitated these transactions are logged for auditing purposes.
There are two types of Workflows that are currently offered to our Customers:
- Basic Workflow: A one-step approval workflow process that Customers can manage. There is an Approval Group and a Recipient Group that can be defined, and there are options for e-mail generation for when Forms arrive in Workflow or when a Form has been completed in Workflow.
- Custom Workflow: A completely customized workflow process that is designed by the Field2Base Professional Services staff to meet the unique business requirements of our Customers.
There are two categories to consider in Workflow designs:
- Review Options: How is data initially reviewed in the portal?
- Post Review Data Routing: Once the data is reviewed and an action is applied, how is the data routed?
Below are descriptions of the primary customizations available in the Workflow portal.
| Note |
Workflows need to be created for each digital Form template. You may apply one or any combination of customizations below to a single workflow. |
|
Review Options |
|
|---|---|
| Manual Review | Forms are pre-assigned to an approver (or an approver group) for review during the workflow process. Approvers log into the Workflow portal online and will have access to a queue of Forms awaiting their approval. Approvers will select a Form from the queue, review it, make any necessary edits and approve it. Once approved, the Form is be removed from the queue. |
| Automated Review |
Submitted Forms are automatically acted upon by the Field2Base Workflow engine based on data contained within the Form. No human interaction is required to start the subsequent data routing process. Example: A Change Order Form is submitted from the field. The value for “Total” on the Form is $6,500. Workflow automatically sends the Form to accounting for additional review because the value was more than $5,000. |
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Post Review Data Routing Options |
|
|---|---|
| Send to Second Approver |
Submitted Forms may be forwarded to other Field2base approvers in Workflow as part of a multi-approval process. Example: Form was completed by Field User, signed, and submitted to Workflow. Manager reviews and approves submitted work. Approved Form is automatically forwarded to accounting for their subsequent approval. |
| Send to Mobile Device |
Submitted Forms may be forwarded to another Field2Base enabled Device for further action. Example: Form was completed by Field User, signed, and submitted to Workflow. Workflow automatically sends the Form to a manager’s Mobile Device where it appears as a PreFill which may be opened to easily allow for additional comments and the manager's signature. |
| Reject Back to Original Sender |
Submitted Forms may be rejected in Workflow back to the original sender. Example: Form was completed by Field User, signed, and submitted to Workflow. Approver reviewed the form and determined information was missing. Approver rejects the form in Workflow and adds comments. Form is sent back to the original sender and appears as a PreFill on their Field2Base enabled Device. Form is opened by original sender, corrected, and re-submitted to Workflow for approval. |
| Send to Email Recipient |
Submitted Forms may be reviewed and then forwarded to a non-Field2Base User as an email with a PDF attachment of the Form. Example: Form was completed by Field User, signed, and submitted to Workflow. Approver reviews the Form in Workflow, makes an edit, approves it and then sends the approved Form (as a PDF) to the customer’s email address. |
| Send to Integration Engine |
Workflow processes can be set to send submitted Forms to the Field2Base Data Integration Module application at different stages of the Workflow process. Typically, it is at the end of the approval process. Example: Form was completed by Field User, signed, and submitted to Workflow. Approver reviews the Form in Workflow, makes an edit, and then approves the Form. All revised Form data is now sent to the Field2Base Data Integration Module application which inserts the Form data into corporate applications, document management systems, CSV files or network share drive(s). |
| Send to Online Documents | All Submitted forms are deposted into Field2Base’s web based, secure, documents portal. There are filters in our Online Docs portal to delineate between Forms that are initially sent from the field and finalized versions completed in Workflow. |
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