Creating a workflow

Last Updated: Jul 05, 2019 12:26PM CET

You can use workflow management to create online forms for tasks with basic approvals or tasks with a complex level of approvals that involves several interconnected steps, people and processes.
Such task could be requesting for annual leave from your supervisor which could be accepted or rejected, receiving job application forms from several people where you can send a rejection or acceptance notification to applicants. As an administrator in a school, you can use the workflow to send students details across departments amongst many use cases of the workflow.
Creating a workflow on a form on Formplus is a one-time process. This means that once you create a workflow on a form, it is automatically integrated into the form and will always be on the form.

 

Procedures for creating a workflow

Kindly follow the steps below to integrate workflow into your form:
- Sign up/sign in to Formplus.
- Create the form to be used for the Workflow (Please note that workflow forms need to have a required email address field so ensure to add an email field to your workflow form and make it required). After creating the form, head over to the dashboard.

- Click on the Workflow tab on your Dashboard to be redirected to the workflow page, as shown in the image below




- On the Workflow page, click on the Create Workflow button at the top right of the page as shown in the image below




- A modal as seen in the image below will be displayed.



​- Name your workflow process and select a form to be used for this workflow process (Please note that any form to be used to start a workflow process needs to contain a required email field). Click on the next button after you have named your workflow to continue

You will be redirected to a page as shown below.




1. The Dashboard tab - The main page where you create and manage the workflow stages which includes adding reviewers (reviewers are the people to either approve or deny a submission)
2.The Request tab - This request tab is where you can see all submissions or requests associated with the workflow
For the purpose of this article - creating a workflow, we will focus on the Dashboard tab.
3. This is your workflow name. In the image above, the workflow has been named "Assessment".
4. The Pen Icon - Click on this icon to edit your workflow name.
5. The active switch - This switch allows you to set your workflow active or inactive. By default, the form is set to inactive. Clicking on the switch turns it green indicating that the workflow has been activated for that form.

6. Starting Form - This is where the name of the form you have selected initially for the workflow process will be displayed. This is only displayed after you have successfully created one stage of the workflow process. We will talk more about workflow stages in a later part of the article. Please note that you can only use one form as a starting form. The starting form for one cannot be used as a starting form for another workflow process
7. Trigger (New Stage) - This indicates that you are yet to create the first stage of the workflow. Once you have created the first stage, the text changes - Trigger changes to the text "First Stage" and New Stage becomes the name of your first stage.
8. Dropdown Caret icon - This icon is made active after you have created the first stage of your workflow process.
This icon displays a dropdown list of options - View, Edit and Delete. View
9. Workflow Builder - This is where you set up your workflow and create stages. On the workflow builder, there are 4 main stages - Basic Info, Add Reviewers, Notification, Settings. Each stage is explained below.

Workflow Stages


1. Basic Info - This is the first stage of the workflow process and you are expected to name the first stage of your workflow, as well as the method of approval. There are two methods of approval. This section is required. This means you can not move on to the next stage without selecting an approval method.


 

  1. Approve with Comment - With this option, the approver can add comments when reviewing the form. This is optional as the approver can approve/decline a form without adding a comment.
  2. Approve with Form - With this option, you can include a form with which approver can approve with. Selecting this option displays a select box with a drop-down list of forms available on the team for the approval process.​​ Please note that the starting form for the workflow process cannot be used to approve the workflow process and approval can only be done with one form. If the form you have selected for this action has a required field, then the approver must fill out the form before approving or declining.
​​2. Add Reviewers - This is the second stage of the workflow process. At this stage, you add the email address of the team members required to review, the email field to which review is sent to - to do this, your starting form will need to have an email field. And the number of approvals required for the form.
When adding reviewers (approvers), you can add all the approvers in a team at once by selecting the team name(s) from the dropdown or add individual team members by selecting their email address.
N.B: Please note that the number of reviewers you select should not be more than the number of minimum approvals required. This means the minimum number of approvals must be less than or equals to the number of reviewers added.
When creating the workflow, the stage name has a draft mode text attached to it. This indicates that your worlflow set up is still in progress.

Notifications - This is the third stage of the workflow and it has 3 sections; Reviewer(s) Notification Email section, Applicant Notification Email section, and Team Member Update email.
Notify reviewe
rs to review - This button is set active by default (green means active, while grey means inactive). Making this button active will notify reviewers once there is a review to be made.
Sender Name - The default sender name is Formplus notification. However, this can be edited to suit your brand/organization e.g Mark from Formplus.
Reply- To Email - This is where you input the email address to which a response to the review email is sent to. The default reply to the email is the email address associated with the Formplus account.
Subject - Here, you can customize the subject of your email to suit your purpose. The default subject is "You have a new assignment in {Workflow name}.
Email Content - Here, you input the content of your email to suit your purpose.

Applicant Update email - Here, you decide if the applicant should get a rejection or acceptance email depending on what the approver has approved. Selecting any of the options will display a list as shown in the Reviewer Notification email section.
Team Member(s) Update Email - This section has additional options such as selecting the team member(s) that will receive the update email. On the Email content section, you can also add approval data to the email content.
After you have input all options as expected, click on the Next button at the bottom left of the page to be redirected to the next stage.

Settings
Give yourself a pat on the back for getting to this stage. Here is the final stage of the workflow automation process. At this stage, you can customize your “Approve” or “Denial” button to serve your purpose. E.g Rather than Approve you can customize to accept.
Click on the Create button to successfully create your workflow process. You can go back to any of the workflow stages by using the Previous button. If you have selected a form to approve with, the edited approval or denial button will be displayed on the form.