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Workflow

Workflows are created through the Workflow Page of the Designer 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 Workflow Page


To access the Workflow Page:

  • Click the Business Automation  button  in the TAP Toolbar to access the Business Automation module.
  • Click the Create button.
  • Click the Workflow link.

The Workflow Page 

The Workflow Page includes the following functional areas:
 


 

  • Title Bar - Lets you assign a name to the workflow
  • Toolbar - Provides the tools for specifying workflow options, and assigning stage-level and relationship-level properties
  • Stage Tool - Drag to the Editor Window to add a stage to the workflow
  • Editor Window - Provides the work area for constructing a workflow
  • Tab Bar - Toggles between the Workflow options and workflow Properties functions
  • Navigator - Lets you select the 'active' (currently visible) section of the workspace

Using the Navigator

Only a small portion of the Editor Window workspace is visible at any given time. The Navigator lets you select the 'active' (currently visible) section of the workspace, indicated by the 'red square' in the Navigator window.

To use the Navigator:

  • Click the Toggle Navigator link to 'show' or 'hide' the Navigator.
  • To select the 'active' section of the workspace:
    • Position the cursor over the 'red square' in the Navigator window.
    • Click and hold the left mouse button, then drag the square to the desired position.
    • Release the left mouse button.

 

Understanding Workflow Stages

Workflow stages determine the manner by which the associated workflow form is routed through your organization. In general, each stage of a workflow represents an action or decision point associated with a specific user. Each stage of a workflow is connected to one or more other stages through relationships. Relationships determine when and under what conditions the workflow form is routed to the next user for action. The number of stages required for a workflow depends on a number of variables, including the complexity of the process and the number of users from which action is required.

For example, a simple process such as filing a weekly status report may require only two stages; one for the reporting party (Requester) and one for the approving party (Approval).
 


 

A process such as requisitioning supplies might include workflow stages for the requester, necessary approval(s), purchasing, receiving and distribution. Additionally, the workflow may contain two or more "branches," depending on whether the request was approved or disapproved.
 


 

Each workflow stage can be configured with one or more properties to establish the user responsible for completing the stage, the form fields displayed for the stage, e-signature requirements, etc. Relationships can also be configured with one or more properties to specify notification preferences, conditions for "branched" workflows, etc. Workflow properties are set either by using a properties dialog, and/or by highlighting the desired stage or relationship and selecting the desired option from the Workflow Page toolbar.
 

Workflow Properties

There are two types of workflow properties; stage-level properties and relationship-level properties.
 

Stage-Level Properties

All workflow stages have a common set of properties that let you configure the functionality of the stage. Depending on the specific property, stage-level properties are set directly from the Workflow Page toolbar or by using a configuration dialog (displayed by selecting the desired property in the toolbar).
 


 

When you select a stage in the workflow, the toolbar updates to display the stage-level properties.

WORKFLOW STAGE-LEVEL PROPERTIES

Toolbar
Button


Property


Description

Assign role

Designates the role of the user responsible for completing the associated workflow stage. To assign a user role to a workflow stage, select the desired stage in the workflow, click the Assign role button, and select the appropriate user role from the drop-down menu.

 

Attachments Supports adding attachments or entering instructions for a workflow stage. Click the Attachments button to display the Attachments dialog.

Breadcrumbs

Used to add custom labeled chevrons on a workflow for one or more selected sections.Each chevron can be assigned a unique custom label based on the purpose or content of the associated stage/section. This feature can be used to label specific stages of a workflow or to create a trail of different sections being filled out by a user.


(inactive)


(active)

Complete workflow

When enabled for a workflow stage, skips the stage and finishes the workflow before proceeding to the next stage. This options is generally used when it is necessary to send notifications or make an echosign submission before finishing the workflow. To set Complete workflow for a stage, select the desired stage in the workflow, then click the Complete workflow button. The  symbol displays to the left of the stage name to confirm the selection.

NOTE

The Complete workflow property can be applied to multiple workflow stages in a given workflow.

Conditions Conditional logic that determines the set of form fields that are displayed for a given workflow stage based on if-this-then-that statements. Click the Conditions button to display the Conditions dialog.

CSS Attachments Supports upload of a custom Cascading Style Sheet (CSS) for a selected workflow stage, enabling the form to exactly match a desired style. This options is particularly useful when using anonymous access and embedded forms. CSS attachments can be associated with the class of user (anonymous or registered) accessing the form.

e-Signature splitter When enabled for a workflow stage, pauses the workflow at the stage until an associated echosign document is executed. Click the e-Signature splitter button, and select the desired option from the drop-down menu.

Form access Determines which form fields are displayed for a given workflow stage, and whether or not previously entered data for a displayed field is read-only or editable. Click the Form access button to display the Form access dialog.

External API Lets you associate and configure an external API trigger for a workflow stage.

Form mapping Prepopulates form fields for a given workflow stage based on the content of form fields from a prior stage. Click the Form mapping button to display the Form mapping dialog.

Form prepopulation Prepopulates form fields for a given workflow stage with data taken from a specified source. Click the Form prepopulation button to display the Form prepopulation dialog.


(disabled)


(enabled)

Gather parallel

When enabled for a workflow stage, indicates the associated stage is the end of a parallel workflow (the stage is not initiated until all prior parallel relationships connected to the stage are completed). To set Gather parallel for a stage, select the desired stage in the workflow, then click the Gather parallel button. The  symbol displays to the left of the stage name to confirm the selection.

NOTE

The Gather parallel property is used in conjunction with the Start parallel property.

  


(disabled)


(enabled)

Show in summary When enabled for a workflow stage, indicates the results for the associated stage are shown in the Workflow History Audit Trail and in the Summary field when initiating or editing a workflow. To set Show in summary for a stage, select the desired stage in the workflow, then click the Show in summary button.

(disabled)


(enabled)

Start parallel

When enabled for a workflow stage, indicates the associated stage is the start of a parallel workflow (subsequent stages are submitted to multiple users simultaneously). To set Start parallel for a stage, select the desired stage in the workflow, then click the Start parallel button. The  symbol displays to the left of the stage name to confirm the selection.

NOTE

The Start parallel property is used in conjunction with the Gather parallel property.

Start Stage

Designates the starting stage of a workflow (indicated by the  symbol to the left of the stage name). By default, the first stage added to a workflow is designated as the Start Stage. To select a different stage as the Start Stage, select the desired stage in the workflow, then click the Start Stage button. The  symbol displays to the left of the stage name to confirm the selection.

NOTE

The Start Stage property can be applied to only one workflow stage in a given workflow.

Relationship-Level Properties

All workflow relationships have a common set of properties that let you configure the functionality of the relationship. Depending on the specific property, relationship-level properties are set directly from the Workflow Page toolbar or by using a configuration dialog (displayed by selecting the desired property in the toolbar).
 


 

When you select a relationship in the workflow, the toolbar updates to display the relationship-level properties.

WORKFLOW RELATIONSHIP-LEVEL PROPERTIES

Toolbar
Button


Property


Description

Auto submit Configures the associated workflow stage for automatic submission (regardless of user action) based on either number of days and hours since receipt of the stage by the associated user or at a specific date and time. Click the Auto submit button to display the Auto submit options dialog. The  symbol displays to the left of the relationship name to confirm auto submit configuration.

TAP - workflow (image 28).jpg

Child workflow Configures a relationship to initiate a secondary (child) workflow. Click the Child workflow button to display the Child Workflow Initialization dialog. The  symbol displays to the left of the relationship name to confirm configuration for triggering a child workflow.

Conditions When two or more relationships are associated with a workflow stage, establishes the set of conditions under which a relationship is valid. Click the Conditions button to display the Conditions dialog.


(unselected)


(selected)

Default

When two or more relationships are associated with a workflow stage, establishes the default relationship for the workflow stage. The default relationship is valid when the conditions for all other relationships for the workflow stage are not met. To set a relationship as the Default relationship, select the desired relationship in the workflow, then click the Default button. The word "default" displays on the path of the relationship.

 

Document Builder

Assigns a Document Builder template to a relationship to select the trigger point at which the document is generated.

e-Signature support Configures e-signature support for a relationship. Click the e-Signature support button to display the e-Signature support dialog. The  symbol displays to the left of the relationship name to confirm configuration of e-signature support.
External API Lets you associate and configure an external API trigger for a workflow relationship.

Notifications

Establishes the content of the email notification sent the to user responsible for completing the next stage of the workflow. Additionally, "information notifications" can be created to inform other users of the current state of the workflow. Click the Notifications button to display the Workflow Notifications dialog.

Push to FTP

Configures File Transfer Protocol (FTP) support for a relationship. Supports generation and upload of a Comma-Separated Values (CSV) file containing workflow field data, as well as any related document attachments, to a specified FTP site.

NOTE

The Push to FTP property is intended to facilitate integrations with customer systems that do not have APIs,

Salesforce support Defines the attributes, options and trigger conditions for Salesforce integration with a relationship. Click the Salesforce support button to display the Salesforce support dialog.

Thank you page Used to create a stage-specific "Thank You" page that overrides the global (system default or workflow-specific) "Thank You" page. Thank you page button to display the Thank You page editor.

Triggers

Defines specific trigger conditions that initiate a relationship between workflow stages. Click the Triggers button to display the Relationship triggers dialog. The  symbol displays to the left of the relationship name to confirm configuration of one or more triggers.

 

Workflow Options

Workflow options let you configure several operational and informational parameters for a workflow, view workflow documentation, and publish a workflow when completed. Depending on the specific option, workflow options are set directly from the Workflow Page toolbar or by using a configuration dialog (displayed by selecting the desired option in the toolbar). 
 


 

The following options are available:

Toolbar
Button

Workflow
Option


Description


(unpublished)


(published)

Published / Unpublished

Publishes and unpublishes a workflow. Workflows must be published to be available for selection through the Workflow Dashboard. Click the Unpublished button to publish a workflow. Click the Published button to unpublish a workflow.

 

Roles Defines the workflow roles responsible for completing one or more workflow stages. The Requester role is defined by default. You may add one or more additional roles as appropriate. Click the Roles button to display the Workflow Roles dialog.

Embed Generates an HTML string that can be used to embed a TAP form into an inline frame in any other web page. Simply copy the HTML string from the Embed or Public embed text box, as appropriate, and paste into the HTML of the desired web page to display the form.

Documentation Displays reference documentation for the workflow, including a Workflow summary and detailed information related to Workflow permissions, Workflow roles, Form fields and Stages. You can also choose to download a PDF copy of workflow documentation to your local workstation.

Result Title Determines whether or not a result title will be included in the workflow, and at what stages the result title will be displayed.

Anonymous access Configures the workflow for anonymous access and submission.This will allow non-TAP users to access and initiate a workflow. It also gives the capability to initiate a workflow via an email.

Sequence generator Assigns a specified document ID to e-signature transactions associated with the workflow. Document IDs are specified using sequence generators defined through the Document Library. 

Workflow templates Lets you create and manage workflow templates.


(off)


(on)

Auto-save on Timeout When enabled (on), automatically saves any unsaved changes to the form and/or workflow in the event a timeout occurs and unsaved changes are present.


Publishing a Workflow

Once you have created and saved a workflow, you must publish the workflow to make it available for use.

 

NOTE

The workflow form must have at least one form field configured with the Add to repository property for the workflow to be available through the Create menu on the Workflow Dashboard.

To publish a workflow:

  1. Review the workflow form. Make sure:
  2. Review the workflow. Make sure:
  3. Click the  Unpublished button in the Workflow Page Toolbar.
    • The button changes to the  Published icon.
       
  4. Click the  Save button in the Workflow Toolbar to save the workflow.
    • A confirmation popup displays the message "Form workflow successfully saved," and the workflow is available through the Create menu on the Workflow Dashboard.
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