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Workflow Steps

A workflow is made up of a series of steps. Each step in a workflow identifies the task to be performed and the users that should perform the task.

Steps are run from the beginning (start step) and follow the branches (route). Steps can be easily added, moved and deleted from a workflow definition and the route or path is defined using branches between steps.

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Workflow Task Toolbar

The workflow builder has a toolbar displayed on the left side of the screen. This contains all of the workflow tasks available to you. Each task type identifies the type of workflow function to be performed for this step and provides the participating users with different capabilities. Tasks are grouped in the toolbars (e.g. Built-In Tasks). To view tasks in the different groups click on the group name (e.g. Other Tasks). To use a task, click on the icon, drag it to the right and drop it on the workflow palette.

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The built-in workflow tasks are in the Built-in Tasks groups in the toolbar. If any custom tasks are installed, they will appear as new groups in the toolbar. The group names are the folder names where the custom task is installed in the Content List.

Branch Steps (the route)

To define the route that the workflow will take, you must connect the steps. This is done by using the Branch in the Built-in Tasks group. To branch two steps together, click on the Branch in the toolbar. Then click on a step in the workflow and drag it to the step you want to branch to, lifting the mouse over that step. This will draw a line between the two steps showing the direction of the flow.

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To delete the line (branch), right click on the handle in the line (displayed as a circle in the middle of the line), then select "Delete" from the pop-up menu.

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When using the Branch task you can branch from a step to multiple steps which allow you more flexibility with your process. Each branch that is created has branch settings. Right click on the handle in the line and select Properties.

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Branch Settings

Branches in a workflow can have the following information associated with them.

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Branch Name

The first field on this dialog identifies the name of the branch. This information is important for the users because it is used to display a button on the eForm with the branch name as the label. This will determine the route the user will take in the workflow process. The button will only display during the step the branch is connected from. For example: The image below displays the branch name as Reject which will display a button, labeled “Reject”, on the eForm in the Form Approval step.

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You can leave this field blank to display the default button “Complete Task”.

Branch Description

This field contains an optional description of this task. This can be used by the builder of the workflow to document what this branch is used for and why it is here. The end-users will not see this field.

Branch Conditions

A branch in the workflow can have conditions assigned to it. This provides the flexibility to conditionally route a workflow based on information from the workflow process (eForm, references, user, etc.).

% of participants that choose this branch

You can specify the percentage of participants you want to have clicking on this button before continuing on in the process.

# of participants that choose this branch

You can specify the number of participants you want to have clicking on this button before continuing on in the process.

Take this branch when

You can build a condition to be met in order for the workflow process to continue on this branch. Refer to the Condition Builder section of this guide.

Default Branch

You can specify the default branch to take if no condition or multiple conditions are met.

Branch Options

Each branch has its own options. You can configure them by clicking on the Options tab.

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The “Color” option sets the color of the branch graphic displayed in the workflow. The “Button Order on eForm” option tells the eForm in what order to draw the buttons, from left to right. The “Button Icon on eForm” option changes the icon displayed on the eForm button.

Assign users from previous step

This will give you the following options to assign users from the previous step:

  • Never
  • Always
  • Users that have completed their task
  • Users that selected this branch (button)

Color

You can change the color of the branch to help visualize the workflow process.

Button order on eForm

Specify the button order by number that controls the order of the buttons displayed on the form. A button order of -1 will prevent the button from being displayed on the form. This can be used when a condition is associated with the branch (e.g. based on the value of a form field) but you do not want the button to be displayed to the user on the form.

Button Icon on eForm

You can insert an icon on your button which will display before the button label.

Signature Comments Required

Check this box to require the user to enter comments upon completion of task.

Allow this branch to be completed from the users Task List

Check this box to allow users to complete the task from their task list screen, without having to open the eForm associated with the workflow.

Skip Validation on Form when Selected

Check this box to specify that a given branch will cause validation to be skipped. The feature is especially useful for steps/activities that include an option for the user to abandon or reject a form, which the user should be able to accomplish without, for example, filling in all required fields.

Optional list of strings for email complete

If this branch can be completed by email, users can complete it by replying to the task assignment email with a specific string. This text box is used to set the list of response strings the user can enter into the reply email. For example, if this is a rejection branch, you might enter the list of allowable responses as "Reject, Disapprove, Disapproved, No, Rejection". If the user enters any of these words into the reply email, the task will be rejected.

Built-in Task Settings

These settings are included in all task types. To configure a step in the workflow, right click on the step and choose the Properties menu item, or double click on the icon. All steps in a workflow definition will have the following information associated with them.

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Step Name

The first field on this dialog identifies the name of the step. This information is important for the users and the workflow owners because it is used to determine what step the workflow is currently running on, and what function is being performed. This is also displayed on the routing slip to show where the process is currently running.

Description

This field contains an optional description of this task. This can be used by the workflow builder to document what this step is used for and why it is here. The end-users will not see this field.

Instructions

This contains instructions for the users telling them how to perform the task assigned to them. This information will be contained in the email sent to the users, it will be displayed on their task list, and it is displayed in the Process Timeline Package.

Color

This field contains an optional color of this step. This can be used by the workflow builder to document help visualize the workflow process.

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