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Creating Workflows
Use Workflow to tie online forms into a business process. A workflow is a sequence of predefined processes in which an item passes from initiation to completion. Workflows are generic and can be applied to multiple online forms across your intranet. Superuser Admin access is required to setup and to maintain workflows.

This process is conducted through The Admin console of iD. You will need to ensure that you are logged into the admin before conducting this process.
Adding a Workflow

Select Utilities from the System Admin menu, select Workflow and then Add Workflow

 


2. A new window will be initiated to specify the Title and Description of the workflow as shown below.

    The Title and Description fields should accurately reflect the purpose of the new workflow

        


3. Select the Create button to start creating the new workflow. You will be presented with a working area called the Canvas.


        


The Canvas

This is the working area which allows you to build the workflow by creating multiple Steps and Links. These Steps and Links represent the Workflow Process and must contain a Start step and at least one Finish step. 
(Note: there can be multiple finish steps in a workflow, eg. Approved and Declined) 

Steps

  • Steps are points or stages within the workflow process that an item progresses through until completion.
  • A workflow can contain many or few steps.
  • Steps can be organized on the canvas by dragging and dropping them.

 

 To create a step, double-click any blank area on the canvas

Selecting a step will allow properties to be set, eg. title, on entry/on exit actions and item editing rights (as shown below)


STEP PROPERTIES
To set and update Step Properties simply expand the menu in the Step Properties panel (as shown below)

         



Actions

Actions are predefined tasks that are run on entry or on exit of a step (or both)

The actions available are: Activity Feed Post, Approve, Channel Post and Email 

  • Select Activity Feed Post to initiate an automatic Post to the Approver's and/or Submitter's Activity Feed (and/or other users if required)

  • Select Approve to automatically set an item to be approved so that users don't have to manually approve the item

  • Select Channel Post to initiate an automatic message to the open CHANNEL

  • Select Email to initiate a generic email to selected users such as the Submitter and manager/individual Approving the item.


        


Activity Feed Posts and Emails can be automated at the workflow level, then customized at the Online Form level. To read more about generic messages at the Workflow level, click here. Then, to find out more about how an Administrator would customize an Activity Feed Post or Email at the Online Form level, click here.



Editing Rights

These options control which users on the Front End can edit the item as it progresses through the workflow. Specific editing rights can be set at each step of the workflow.

On expansion of the Editing Rights section, checkbox/radio button options will be seen.

If a step is selected that was set to 'Submitter' at the workflow level then you will not be able to Edit the Editing Rights. A message will appear when you click the down arrow saying "Submitter was selected at the workflow, therefore, you can not change the Editing Rights on this step"




If a step is selected that was set to 'Approver' at the workflow level then you will be able to Edit the Editing Rights.



If a step is selected that was set to 'Manager' at the workflow level then you will not be able to Edit the Editing Rights. A message will appear when you click the down arrow saying "Manager was selected at the workflow, therefore, you can not change the Editing Rights on this step"




If 'Approver' was selected at the workflow level then the checkbox list should contain all the users that have Approver security level set in security for this form:


Manager: The user who is listed as the Submitter's manager in Active Directory. Note: This must also be set against the user Profile, please click here to learn how to set up the required steps for this.

All Approvers: 
Users with a security level of Editor or Full Control on the item created.
 
Specific Approvers:
Allows you to select a specific user(s) to initiate the workflow. Specifying specific approvers for this step means any new approvers that get added in security will also need to be selected as a specific approver.

If a step is selected that was set to 'All of the Above' at the workflow level then you will be able to Edit the Editing Rights

Linked Steps

This allows you to view the steps that are associated and linked to the current step selected.

 

Links

  • Links are progression points from one step to another 

  • Links can be single or bi-directional

To create links between steps, drag from the anchor points of the step.

To set the direction of the link, mouse over the link and alternate between the options by clicking on the arrow icon


4. The Step History of a workflow allows you to track and retrieve steps that have been deleted within the working session. From here, you are able to undo a delete.

        


5. Select the Save option located at the bottom right side of the Canvas (as shown below)

        

        Once the Save button has been clicked, you are directed to the List Workflow which allows you to edit or delete other listed workflows



Forms to Activity Feed

This option controls whether form information can be displayed within the Activity Feed for users to view. If the 'Activity Feed' check box is selected at the workflow level then you will be able to Edit the Activity Feed Post and customized for the form

On expansion of the Actions section, the Edit option will be available on Entry or Exit of the step.



After a form is submitted the 'Approvers' of the form will be able to view submissions that 'Require Approval' in their Activity Feed. This post will only be visible for users who have been set as Approvers to the form and have Editor or Full Control security.

Forms to #Channels

This option controls whether form information can be displayed within the #Channels for users to view. If the 'Channel Post' check box is selected at the workflow level then you will be able to Edit the Channel Post and customized for the form.

On expansion of the Actions section, the Edit option will be available on Entry or Exit of the step.

After the form has been submitted and Approved, the form submission will be posted to the #Channel(s) that were selected and 'Everyone' will be able to view this information within 'All #Channels' in their feed.

 
 
 
 
 
 
iD Help refers to iD 8
 
 
 
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