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.
Types of Workflows
There are two types of Workflows that are currently offered to our Customers:
- Basic Workflow: A one-step approval workflow process that Customers can set up and manage from the Admin Portal. Basic Workflow includes an Approval Group and a Recipient Group that can be defined in Admin Portal. See the article on Basic Workflow for information on how to set up a Basic Workflow. Forms in Workflow include all of the same business logic and data validation requirements that are present on the Form in the Mobile Device.
- Custom Workflow: A completely customized workflow process that is designed by the Field2Base Professional Services team to meet the unique business requirements of our Customers. Forms in Workflow can include all of the same business logic and data validation requirements that are present on the Form in the Mobile Device or can even have customized logic and validation added during various Workflow stages.
|Note||All Submitted forms are stored in Field2Base’s web-based Online Documents section of the Admin Portal. You can filter the Forms in Online Docs between Forms that are initially sent from the field and final versions completed through Workflow.|
Actions in Workflow
From Workflow, office personnel can edit submitted Forms and can take various Workflow actions to move the form to the next step. They can re-assign submitted Forms to other Field2Base users for additional action, either on their device or in their Workflow Queue in the Admin Portal. All Workflow transactions and the Users who facilitated these transactions are logged for auditing purposes.
Workflow Design Options
These are the primary customization options available when designing a Custom Workflow.
How is the Form reviewed in the portal?
|Manual Review||Forms are assigned to an Approver (or an Approver Group) for review during the Workflow process. Approvers can log in to the F2B Admin Portal and have access to the Workflow Queue of Forms awaiting their approval. The Approver will select a Form from their Queue, review it, make any necessary edits and approve it. Once approved, the Form is be removed from the Queue and moved on to the next step in the Workflow process.|
Submitted Forms are routed by the Field2Base Workflow engine based on data contained within the Form. No human interaction is required to start the subsequent data routing process.
For example, a Change Order Form is submitted from the field. The value for “Total” on the Form is $6,500. Workflow automatically assigns the Form to an Accounting Group for additional review because the value was more than $5,000.
Post Review Data Routing Options
Once the Form is reviewed and an action is applied, how is the Form routed?
|Assign to Second Approver||
Submitted Forms may be assigned to subsequent Groups or single Users in Workflow as part of a multi-approval process.
For example, a Form was completed by Field User, signed, and submitted to Workflow. Manager reviews and approves submitted work. Approved Form is then assigned to an Accounting Group for their subsequent review and approval.
|Send to Mobile Device||
Submitted Forms may be assigned to another Field2Base enabled Device for further action.
For example, a 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 Work Order. The Work Order can be opened to easily allow for additional comments and the manager's signature.
|Send Back to Original Sender||
Submitted Forms can be assigned back to the original sender.
For example, a Form was completed by Field User, signed, and submitted to Workflow. Approver reviewed the form and determined information was missing. Approver adds comments to the form and sends it back to the Field User. The Form appears as a Work Order in their Mobile Forms app. The Form can be opened by the original sender, corrected, and re-submitted 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.
For example, a Form was completed by a Field User, signed, and submitted to Workflow. The Approver reviews the Form in the Admin Portal, 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 so that the final version of the Form is available for integration.
For Example, a Form was completed by a Field User, signed, and submitted to Workflow. The Approver reviews the Form in the Admin Portal, 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).