Online Forms & Workflow

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Online Forms and Workflow

This page provides a general introduction to the relationship between the Workflow system application and the Online Forms application.

What is Workflow?

Workflow is a system-wide application allowing you to build workflows comprising multiple steps. Workflow steps can then be managed to suit your business processes, including integration with other Intranet DASHBOARD applications as well as the sending of standardized/customized emails. Version 5.0 sees the release of Workflow integrated with Online Forms.

Workflows represent generic business processes through which multiple scenarios can be applied. An example generic process might be:

1. Staff member submits online form
2. Manager receives email advising form awaiting review
3a. Manager approves form or
3b. Manager rejects form
4. Staff member receives email confirmation of submission status

This process would then be developed into a workflow, integrated with the necessary Intranet DASHBOARD applications and customized to suit the specific circumstance.

The Workflow application is available to Superusers from Administration>Utilities.

How does Workflow integrate with Online Forms?

Structurally, since Workflow sits above all other Intranet DASHBOARD applications, once a workflow has been created, it can be picked up by an application at the folder/category level to connect an item of content with a business process. Looking at the diagram below, note we have created three generic workflows for our sample intranet; a 1 Step Approval; a 2 Step Approval and; a 2 Step Approval allowing revisions.

Below the red line, we see a Subsite and the Online Forms application for that subsite. The application contains two folders, Folder 1 and Folder 2 and each folder contains two forms, Form 1A and Form 1B and Form 2A and Form 2B.

Folder 1 has been assigned two workflows; the 1 Step Approval and the 2 Step Approval. After the folder has been created, the Administrator creating or managing Form 1A and Form 1B can determine the appropriate workflow for each form. Conversely, Folder 2 has been assigned just one workflow, the 2 Step Approval (revisions allowed). Accordingly, the Administrator creating or managing Form 2A and 2B will be forced to select this workflow for both forms.

Note: Special permissions are required for Administrators to set workflows on folders/categories. To do this, Administrators must be set up with Online Forms User Group status in Administration>Administration>Admin Users. Any Administrator with subsite permissions can pick up workflows at the form level.

Once the workflow has been selected, the Administrator can Customize the workflow to suit their requirements. For example, the standard emails set at the workflow level can be modified to delete recipients, include additional recipients, modify the email text etc. To read more about the customization process, go to Online Forms: Customizing Email Notifications.

Back to: Online Forms

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