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Workflow |
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Form submissions that need to be approved or supplemented |
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Receiving a completed form sometimes starts a whole business process. The Workflow module allows you to digitize this process further.
The way you create a workflow on your Formdesk form is by setting up workflow messages. In the event of workflow processes you can not only determine who must receive the message in which situation but also whether it must be possible for the recipient to approve or supplement the form.
After each addition in the form, Formdesk assesses which messages must be sent. Thus a message can be sent back to the person who completed it and a message can be sent to the next recipient in the workflow who in turn can supplement the form as well. |
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This document discusses the following:
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Getting started |
The form
First create the form. Not only do you include the questions to be answered by the person who has to complete the form initially (the applicant), but also any questions which must be answered by the recipients of the workflow messages (workflow participants).
Questions which must be answered by the workflow participant are not visible to the applicant. If also static elements such as text or images have to be visible for the participant only, then you can specify this on the settings page of the elements concerned at the ‘Extra’ section. |
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The Email messages
You then create the Email messages. Go to the Settings Tab and on the left side click on "Email/SMS". Choose "New message". A workflow message always includes a link for the recipient to alter or supplement the submitted form. In all other cases the email message are autoresponders or notification messages.
The following two functions enable you to set up a workflow: |
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1. You may specify sending criteria by means of which you determine in which situation the message must be sent. Formdesk evaluates these criteria after the form has been completed by the applicant or has been supplemented by the workflow participant. If you do not specify any sending criteria, the message will always be sent, that is after completion and after each supplement. |
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2. You may determine which questions have to be answered by the workflow participant. These questions are not visible to the applicant. |
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Within the Questions tab you can switch on the references to get a clear overview in your workflow items. |
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For setting up Formdesk Email messages please refer to the manual of Email message(s) upon form completion.
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Linked to users |
Users who have been created under User management, can be linked to the workflow message in two ways:
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1. Fixed: The user is always the person who receives the workflow message. |
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2. Selected by the applicant: The applicant selected a user from a list on the form.
If your form contains an item of the 'Userlist' type, then you can link it to the workflow message. In this way the applicant can select his/her manager who will receive the request per Email to approve or supplement it. Obviously the user name may also be the name of a department. In this way you do not have to ask for the Email address of the manager on the form. |
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The advantages of linking users to your workflow message are:
- Centralized maintenance: if the Email address of the recipient changes, you only have to adjust it under user management.
- Manager/ department selection list: See explanation to item 2.
- Possibility to approve / supplement from the results overview: See next chapter. |
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Approve or supplement from the results overview |
If the workflow message has been linked to a user (see previous chapter), then you can approve or supplement this request not only from within the workflow message, but also from the results overview within the Formdesk account. Formdesk treats a form which is opened in this way as if it is opened by means of the workflow link from the workflow message. In this way the user can only open the forms which he/she has received ('Sending criteria') and can only answer the questions as indicated in the message ('Questions to be answered'). Naturally, the user must have been allocated the right to view the results.
The supervisor and the form owner will always be able to approve or supplement requests from the results overview. |
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Do the workshop |
We created a workshop for you where you create an internal order form by the workflow proces as describe in the image. After completing this workshop you will most centainly be able to create your own workflow using this manual as your guide. Do the workshop.
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Module |
Workflow is an additional feature.
This means that it can be purchased in addition to standard subscriptions, while it’s already included in all business subscriptions.
If this feature is not included in your subscription, then it can still be evaluated. You can have active workflow messages on one form in your account.
If you still have a trial account and you wish to take full advantage of this feature, we’d be happy to activate the feature in advance. You can request activation using the “Help request” button on the bottom right of the screen from within your Formdesk account.
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