Skip to main content
Mitratech Success Center

The Designer

The Designer lets you automate your standard business processes and practices by developing online forms that support the stages or phases of a process, and organizing the forms in a workflow that automatically routes the forms to the responsible parties within your organization. A simple process may require one form only with a single-step workflow, whereas a complex process may consist of a form separated into multiple sections and a multi-stage workflow using conditional logic to determine proper routing throughout the organization. The primary components of the Designer are the Properties page and the Workflows page. The Designer uses “drag and drop” functionality for form creation; no programming knowledge is needed.

Workflow forms are created through the Properties page using a set of 26 fully customizable form fields. Form fields can be easily added to and repositioned in the Properties page. Form fields can further be customized by selectively applying preferences specific to each form field. Workflows are created through the Workflows page by defining the various stages through which a workflow form will routed, and the configuring the relationships and conditional logic applied to workflow stages.
 
Accessing the Designer

To access the Designer:

  • Click the Business Automation  button  in the TAP Toolbar to access the Business Automation module.
    • The Designer tab is selected by default, and the screen displays the Designer Homepage.
       

The Designer Homepage

The Designer Homepage shows a list of currently active workflows for your TAP system. Each entry in the Workflows List shows the Name of the workflow, the current Version number, the Owner (creator) of the workflow, the most recent user to modify the workflow (Updated by) and the date and time at which the workflow was most recently updated (Updated date). Use the "filter" menu in the upper right corner of the screen to filter the Workflows List to Show Available Workflows (published and unpublished), Show Deleted WorkflowsShow Published Workflows or Show Unpublished Workflows, as desired.


 

An Action menu associated with each entry in the list lets you Load or Export a workflow, access a workflow to make Revisions, or Delete a workflow.

Navigating the Workflows List

The Designer Homepage is a multi-page screen, with 10 workflows shown per page. The sequence numbers for the currently displayed workflows and the total number of workflows included in the list are shown in the lower right corner of the list. Controls for navigating the Workflows List are shown in the lower left corner of the list. The page number for the currently displayed page is highlighted in blue.
 


If desired, you can choose to:

  1. Search the Workflows List to locate a specific form
  2. Sort the Workflows List according to a selected sort key
  3. Filter the Workflows List to display a subset of available forms

Searching the Workflows List

The Search for workflow feature lets you locate workflows by Name. You may use a complete or partial word as your search term. The system reads your search term as a string of characters (rather than a whole word) and limits the list to only those workflows containing the specified term anywhere in the workflow Name. For example, the search term “tes” would locate workflows containing the words “Test” or “Associates” in the workflow Name.
 

 

Sorting the Workflows List

The Workflows List is initially sorted in reverse chronological order, by Updated date (the most recently updated form is listed first). The  or  symbol is shown next to the column heading by which the list is sorted.

  • The  icon indicates the list is sorted alphabetically (when sorted by NameOwner or Updated by), numerically (when sorted by Version) or chronologically (when sorted by Updated date).
  • The  icon indicates the list is sorted in reverse alphabetical/numerical/chronological order, as applicable.

    NOTE

    The Owner and Updated by columns are sorted by the user’s first name.

  • You can sort the Workflows List using any column head as the sort key.
     

Filtering the Workflows List

The Workflows List initially shows all active (currently available) workflows. You can limit the workflows displayed in the list to a “subset” of active workflows by applying filters to one or more columns.

The Filters popup is displayed by clicking the  icon for the column by which you wish to filter the list. The Filters popup for the Workflows List is a "two term" filter. Using the Filters popup, you can enter up to two terms in your filter, specify matching criteria (e.g., equal to, not equal to), and apply a logical operator between terms. Each filter is applied only to the contents of the associated column.

Viewing and Managing Deleted Workflows

The Deleted Workflows List is accessed by selecting Show Deleted Workflows from the Workflows List "filter" menu..
 


 

Each entry in the list shows the Name of the workflow, the current Version number, the Owner (creator) of the workflow, the most recent user to modify the workflow (Updated by) and the date and time at which the workflow was most recently updated (Updated date).

The Actions column includes a Restore button for each entry in the list, allowing you to restore a previously deleted workflow to the Workflows List. You can also navigate, search, sort and filter the list in the same manner as the Workflows List.

 

NOTE

Choose Show Available Workflows from the "filter" menu to return to the Workflows List.

 

Restoring a Deleted Workflow

You can restore a deleted form to the Workflows List.


To restore a deleted form:

  • Click the Restore button for the form you wish to restore.
    • The Deleted Workflows List refreshes with the selected form returned to the Workflows List.

 

Importing a Workflow

The Export function available through the Designer Homepage Actions menus provides the means of saving a workflow to a local workstation. You can also import previously exported workflows back into the TAP system.

 

NOTE

 

Workflows are exported in a proprietary format (with the extension .tapw). Be sure to import only .tapw files to the TAP system.


To import a workflow:

  1. Click the Import button on the Workflows List.
    • The Import Workflow dialog displays.
       
  2. Click the Browse button.
    • A standard File Upload dialog displays.
       
  3. Browse to the location containing the file you wish to import.
     
  4. Select the desired file, then click the Open button on the File Upload dialog.
    • The name of the selected file is shown next to the Browse button.
    • The dialog refreshes to display an arrangement of menus, text boxes, and action buttons allowing you to select and/or upload style sheets, data sources, documents and sequence generators for the newly imported workflow.
  5. Select the desired values from drop down menus, and upload associated documents as appropriate.
  6. Click the Import button to complete the import.
    • The selected workflow is loaded into the Properties page and the Workflow page of the Designer, and the Properties page displays.

Using the Designer Homepage Actions Menu

The Actions menu associated with each entry in the Designer Homepage Workflows List lets you perform a variety of functions for the related workflow. The following options are available:
 

Action
Icon


Function


Description

Load Lets you load an existing workflow into the Properties and Workflow pages to view and/or edit the workflow.

Export Lets you export an existing workflow to a file on your local workstation.

Revisions Lets you view the Prior Versions list for an existing workflow. You can also load or "clone" a selected prior version to use as a source in creating a new workflow.

Delete Lets you delete an existing workflow from the Workflows List.

Loading a Workflow

The Load function lets you load an existing workflow into the Properties and Workflow pages to view and/or edit the workflow.


To load a workflow:

  1. Locate the desired workflow in the Workflows List.
     
  2. Select  Load from the associated Actions menu.
    • The selected workflow is loaded into the Properties page and the Workflow page of the Designer, and the Properties page displays.

Exporting a Workflow

You can export (save) a copy of an exiting form to a local workstation.

 

NOTE

Workflows are exported in a proprietary format (with the extension .tapw). Be sure to retain the .tapw extension when exporting the workflow.


To export a form:

  1. Locate the desired form in the Workflows List.
     
  2. Select  Export from the associated Actions menu.
    • A standard File Download dialog displays.
       
  3. Select the save option on the File Download dialog.
    • A standard Save As dialog displays.
       
  4. If desired, enter a new name for the workflow in the File name text box.
     
  5. Browse to the location in which you wish to save the workflow.
     
  6. Click the OK button on the File Download dialog to save the workflow to the selected location.

Viewing Prior Versions of a Workflow

The Revisions function lets you view the Prior Versions list for an existing workflow. You can also load or "clone" a selected prior version to use as a source in creating a new workflow, or overwrite (merge) the workflow with a revision from another workflow.


To view prior versions for a workflow:

  1. Locate the desired form in the Workflows List.
  2. Select  Revisions from the associated Actions menu.
    • The Prior Versions list for the selected workflow displays.
    • Each entry in the list shows the Name of the workflow, the current Version number, the most recent user to modify the workflow (Updated by) and the date and time at which the workflow was most recently updated (Updated date).
    • The Actions menu associated with each entry in the list includes Load and Clone functions, allowing you to use a prior version of the workflow as a source in creating a new workflow. You can also navigate, search, sort and filter the list in the same manner as the Workflows List.


To load or clone a prior version:

  • Select  Load or  Clone from the associated Actions menu for the desired prior version of the workflow.
    • The selected workflow is loaded into the Properties page and the Workflow page of the Designer, and the Properties page displays.

Deleting a Workflow

The Delete function lets you delete a workflow from the Workflows List.

NOTE

Deleted workflows are moved to the Deleted Workflows List.


To remove a workflow from the Workflows List:

  1. Locate the desired workflow in the Workflows List.
     
  2. Select  Delete from the associated Actions menu.
    • A confirmation dialog displays the message "Do You want to delete this Workflow template?"
       
  3. Click the OK button on the confirmation dialog to complete the deletion. (Click the Cancel button to cancel the deletion and retain the workflow in the Workflows List.)
    • The confirmation dialog closes and the list refreshes with the selected workflow removed.
    • The deleted workflow is added to the Deleted Workflows List.
  • Was this article helpful?