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Creating multi-user workflows in Confluence

Using Live Forms frevvo for Confluence, you can automate this entire workflow so that it is completely electronic in Confluence.

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Here are some steps to follow to create the Vacation Request workflow:

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• • Dropped the Vacation Request form twice into the workflow.
  • Left the Role blank for Clicked on the first step.
  • Clicked the Image Added Edit Step Properties icon to open the wizard. On the Settings tab, we
    • Set the Button Label for the first step to 'Send to Manager'.
    • Do not assign a role to the first step.
    • Click Submit.
  • Clicked on the second step.
  • Clicked the Image Added Edit Step Properties icon to open the wizard. On the Assignment tab, we
    • Assigned the Role 'manager' to the second step.
    • Customized the Task Notification email for the second step to include a link to the Task list page in Confluence (see below).
  • Clicked the Messages tab.
    
    • Set the Task Info for the second step to 'Vacation Request for {Name}'.
    • Set the Pending Msg for the second step to 'Your request has been forwarded to your manager.'
    Customized the Task Notification email for the second step to include a link to the Task list page in Confluence (see below).
    

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• • Clicked the Submit button to save the changes.

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1. Click the Image Added Edit Flow Properties wizard in the designer toolbar.
2. Click on Doc Action for the flow the Document Actions tab and select "Email data to a specified address". Send Email.
3. In the wizard, for the To address select the Email control to generate a template. When the flow is completed,  will send an email to the address that was entered in the Email control in the form.
4. Customize the Subject and Message for the email as desired.
5. Select the documents that you want to attach to the email. Minimally, select PDF from the 'Send Snapshot' drop down and uncheck the 'Files' checkbox. The options are described below:
   
   1. Send the data as a  PDF attachmentPrinting Forms#Submission PDF or other image type using the Send Snapshot dropdown. The image type options are PDF, PNG or JPG.  Select the blank option from the dropdown to exclude this attachment in the email.
   2. Attach an XML data document using the Send Data checkbox. This checkbox is checked by default. Uncheck it to exclude the XML data document in the email.
   3. Attachments uploaded to your form/flow are included in the email if the Send Files checkbox is checked. This checkbox is checked by default. Uncheck it to exclude attachments in the email.  Attachments uploaded to your form/flow are included if the Files checkbox is checked. This checkbox is checked by default. Uncheck it to exclude attachments in the submission.
      

      1. If you have Pixel Perfect mapped PDFs (ex: W-4, I-9 etc…) associated with your forms/flows, choose  the action you want to take from the Send Gen Forms control :

         •Check All to send all the Pixel Perfect PDFs. This is the default value.
         •Check None to send none of the PDFs
         •Check Select to display a list of all the PDFs associated with your form/flow. Click the ones you want to be part of the submission. Hold down the Shift key then click the files in the list to select all PDFs or hold the control key and click specific PDFs.
6. Click Next and you can configure the subject and content of the email as desired.  Submit. Save the workflow.

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Create the Task List page

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1. Login to Confluence as a manager.
2. Navigate to the 'Task List' Confluence page, to which you added the task list above.
3. Click the  icon to perform this task.
4. The form will be displayed in its original Confluence page.