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Column width 70% Image Added When you click on any step in the flow,  a series of action icons displays depending on the step type. Creating a flow step by dragging/dropping an existing form or a New Form from the Palette shows these icons: Image Modified - Cog icon - Click this icon to edit Step Properties. This icon is displayed when you select the flow step and in the Properties Navigator on the left side of the designer.  Clicking the Image ModifiedEdit Step Properties icon on a flow step displays tabs to set up Settings, Assignment, Messages, Rejection, Precondition, Escalations, Emails, Web Hook, Quick Approval and Geo Location  as shown in the image above. Clicking the Image ModifiedEdit Step Properties from the Properties Navigator or simply clicking on a section of the Properties Navigator brings you directly to the tab for immediate editing. Image Modified - Chain link icon - Click this icon to create Linked Steps. Refer to Linked Steps in a Flow for a discussion of this Flow Design pattern and when you should use it. Image Modified - Download Arrow over bar - Use this icon to download the step of the workflow as a standalone form. You may want to do this if you update the step in the flow designer and you want to keep your Forms and Flow libraries in sync. Image Modified -  Pencil icon - Click this icon to make changes to a flow step. The form will open in the Forms Designer inside of the Flow Designer. Remember, the form in the Flow Designer is a copy and any form changes will not automatically sync up with the original form in your Forms library. Image Modified - Minus icon - Use this icon to delete a step in a workflow. You will NOT be asked to confirm the deletion. Once clicked, the deletion is permanent. If your step is a Summary, HTTP or Linked step, you will only see the Image ModifiedEdit Step Properties and Image Modified Delete icons. Properties Navigator When you click on a flow step, a Properties Navigator panel displays in the lower-left portion of the Flow Designer. This panel shows information about important properties setup for this flow step. Not all of the configured properties are shown in this view. Clicking inside a section or clicking on the Edit Step Properties icon in a section of the Properties Navigator immediately displays the property tab for editing. The Properties Tabs work the same way whether you open them from the Navigator or from the flow step. Here is what you need to know:  If you are working on several tabs at one time, you can navigate to other tabs and make changes there. Use the left and right arrows at the top of the screen to display additional tabs. You must click the Submit button when you are finished configuring Step Properties  to save your changes. Remember to save the workflow. will validate the Property Settings when you click Submit. If a property value is invalid, the tab(s) will not close and a  message will display telling the designer that there are corrections to be made before saving. The screen will stay on the current tab if there is a validation error.  Otherwise, another invalid tab will be auto selected (starting from left to right) if another tab needs attention. Tab labels with invalid entries display in red. Image Modified Clicking on the Cancel button closes the tab(s). You will be asked to confirm if any changes were made. Hover over any field on the Properties tabs to see a helpful hint providing information about the property. Some fields contain instructions to guide you. Clicking on the down arrow for a property shows an unfiltered list of choices applicable to that property. For some properties, you may see templatized controls from your flow and flow/special templates provided in . In some cases, you can type ahead to narrow down the list. Use the up/down arrows, the Enter key or click an option with your mouse to select an option. Use the Backspace, Delete or click the x on a selected property to delete it. Typing a opening curly brace into some fields, followed by the name of a control, show a list of the fields in your flow that match the entered text and will be added to the field as a control template. On some tabs, you may have to slide the toggle to the right to turn on a feature. Each step property setting is described below.  Tip Click the Help icon at the top of any tab for a quick tour of the features in that section. Currently tours are only available for Cloud customers. Settings Specify General Settings for a step in your flow on the Settings screen. Name This is the name of the form that you dragged from the flow designer palette and dropped into your flow. If you drag and drop a New Form from the palette, you can change this name to something meaningful. Form names longer than 60 characters will be truncated. The Flow Step name can also be edited from the Flow designer canvas by clicking the flow step then clicking the pencil icon above the Properties Navigator. Edit the name then click the checkmark to save or the cancel icon to discard your changes. CSS Class This CSS class name will be added to the XHTML markup generated for this step in the flow. Refer to the CSS class topic for details. Continue Label This is the label of the button that is displayed at the bottom of every step in the flow. The default label is Continue for all flow steps except the last step where it defaults to Finish. You can use templates to customize the label on different steps of the workflow.  Save Label The Save button label can be customized for each step in your workflow. For example, you can change the button text to Save for Later. This will help users understand what to do if they want to save a partially completed flow. To show the Save button on a flow step, the 1063682867 property must be checked on the entire flow and on the flow step. Decorator The designer can select a decorator for the steps in a flow by choosing an icon from the Decorator dropdown.  The selected decorator will replace the default number for the step of the flow on the Navigation toolbar. The image shows the navigation bar for a flow that does not have a decorator selected on the Employee Information step and then shows how the navigation bar looks when the pencil icon is selected for this step. Expand title Click here to see an image of the Navigation Bar with a Decorator selected Printable If this is unchecked, then this step will not appear in the printable PDF for the flow. This is commonly used when you add the same form to the flow multiple times or use the linked step feature to duplicate the same form for multiple steps. This is a common design pattern when the same form is passed among multiple people for approval (Approval Workflows). You will only be able to set printable on non-linked steps. The linked steps will not have the Printable property available in the designer. The setting for the non-linked step covers that step and all steps linked to it. The form for these step(s) will only be printed once in the pdf. It is no longer necessary to uncheck the printable property for all but one of the steps in this type of workflow . The designer can have fine grained control over which controls appear in the PDF by editing the step and setting the control's printable property. Save/Load If you check this checkbox on the flow level and on the step level, a Save button will be displayed for each step in your flow. If you don’t want users to be able to save partially completed flows and continue them later, uncheck the checkbox so users will not see this button.This feature is useful for flows containing lengthy forms where your users may not have all the information required to complete the form in a single session. By clicking on the Save button, a copy of the flow with all the current values is saved by Live Formsby frevvo. Live Forms will  frevvo will also generate an entry in the user's task list. Users access the saved flow task from the to continue working on it at a later time. If you are not authenticated, clicking the Save button will display an authentication dialog that requires you to login. Users can save the flow as many times as they wish. Saved flows can be monitored in the Submissions Repository. Saved flows can contain invalid data and can also contain required fields with no values yet entered. When such a flow is re-loaded the missing and invalid values are again flagged as such by Live Formsby frevvo. And the flow cannot be continued/finished until corrections are made to those fields. This setting overrides the default Save/Load for the flow for this step only. If Save/Load is enabled for the flow as a whole, you can uncheck this property to disable it for specific steps. Click here for an explanation of how the Save/Load feature works. Save to Role When you click Save to save a partially completed flow, the saved flow will only appear on your own task list. If you check this box, then the saved flow is assigned to all users in the Role that is specified for the current step. For example, you may have an Issue Tracking workflow where an employee submits an Issue and the Issue can be acted upon by multiple users in the "Admin" role before it is resolved. The first step is filled in by any employee. When the employee clicks Continue, a task is generated for an "Admin" user. Any user with the "Admin" role can perform the task. The user can enter some data and click Save. The flow goes back into a pending state and is placed on the task list for any "Admin" user. A different "Admin" user can pick it up and continue working on the issue. In this manner, you can create a step in a flow that loops several times before continuing. Refer to the Looping between multiple users in a role topic for an example of a flow design pattern that uses Save to Role. Save to User When you click Save to save a partially completed flow, the saved flow will only appear on your own task list. If you check this box, then the saved flow is assigned to the user that is specified in the Users property. When you use this feature the User property should contain a template. For example, you may have form that needs to be reviewed and approved in an ad-hoc manner. In this manner, you can create a step in a flow that loops several times and that dynamically routes to different people before continuing. See the flow example Ad-hoc workflow: pass steps between arbitrary users for a deeper understanding of this feature. Fast Finish The Fast Finish feature is useful for workflows with many steps. If a user navigates to a previous step to change data, Fast Finish eliminates the need for the user to click the Continue button on the remaining steps of the flow to resubmit it with the changed data. Fast Finish can be selected at the flow level or at the step level. Refer to this feature announcement for more information. Allow Signature Pad Check this checkbox if the step in a flow will be using an external signature pad. Leave the property unchecked (default) on the steps that will not be using a signature pad.  See Topaz Electronic Signature Pads topic for the models supported and configuration information. Column width 30% On This Page: Table of Contents maxLevel 3

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• You can enter any text you want for in the Subject and Message fields. Clicking on the DEFAULT button, shows "New Task" as the default subject and "You can access your task by clicking <a href="{task.perform.url}">this link</a>" for the default message.
• Clicking on the down arrow, show a list of templatized fields from your flow, flow/special templates provided by and Task Templates that you can use in the body of your email.
  
  • Type the opening curly brace - {- followed by the control name to enter a field from your flow as a template. Selecting an option enters the control name into the field with the closing curly brace
    
    

  • Built-in flow templates

    • {flow.id} - The unique flow instance id. This id is unique for each flow submission.
      
    • {flow.type.id} - The unique id associated with a given flow. See Sharing Forms
      
    • {flow.extid} - Client defined extId passed in the formtype Url parameter.
      
    • {flow.name} - The name of the flow.
      
    • {flow.description} - Description of the flow. 
    • {flow.activity.id} - The Id of the current workflow step.
      
    • {flow.activity.name} - The name of the current workflow step
      
    • {flow.activity.reject.reason} - The reason a workflow step is rejected
      

  • Built-in special templates

    • {subject.id} - logged in user's username. 
    • {subject.roles} - A list of all the roles for the logged in user 
      
    • subject.email - logged in users's email address
      
    • {subject.first.name} - logged in users's First Name

    • {subject.last.name} - logged in users's Last Name

    • {subject.reports.to} - the user id of the person the logged in user Reports To - configured in the user profile by the Tenant Admin. Typically used to designate a manager/supervisor.
      

    • {tn.id} - the Tenant ID where a form/flow is located

    • {tn.name} - the Tenant Name where a form/flow is located

    • {user.id} - Owner of form/flow and user folder name in the filesystem 

    • {app.id} - The unique id associated with a given application. See Sharing Forms
    • {app.name} - The unique name associated with a given application.

Task Notification Email Links

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Task Notification Email Links

There are two built-in frevvo templates that can be used to generate a link in the task notification email: {task.list.url} and {task.perform.url}.  To make any of these clickable links in your task notification emails, wrap them in an HTML <a> tag like this:

You can access your task by clicking <a href="{task.perform.url}">this link</a>

{task.list.url} - The special template {task.list.url} can be used in the email body to generate a clickable link to the user's  server task list. Users will be taken to their Task List in your tenant after logging into . Users will be directed to the Task List in your space if a default space is set for the tenant. Use the directions for Space Specific URL to direct these links to any space other than the default.

Here is an example of the

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hyperlink generated in the email:

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{task.perform.url} - This is a URL template to the specific task in question (popupform URL).  This is the default.
Clicking this link from the email on a desktop, shows the form/

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workflow rendered in an iframe (similar to clicking Test). Clicking this link on a mobile device shows the mobile rendering (no iframe). Users will be directed to the form/

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workflow rendered in your space if a default space is set for the tenant. Use the directions for Space Specific URL to direct these links to any space other than the default.

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Clicking a link in an email created with this template satisfies the Perform By or Perform Within requirement when setting up

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1063730799.

Here is an example of the

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hyperlink generated in the email:

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Space Specific URL

If you are using the  space feature it is more likely you might want to return to the user's task list in the space. To do this - modify the task notification email  to use a space specific URL. Change the default Task List special template to a space specific URL which will return you to the user's Task List embedded in your chosen space. Create a space specific URL by supplying a URL to the Task List with the space/spaceID/tasklist appended to it.

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• Reject to Revise - The form is sent back to a prior flow step for correction/more information. This is the Reject to Revise (Easy Reject) feature described below and is built into .
• Reject to Discard - Users pick the option to Reject to Discard Submit as Disapproved - When a user disapproves the request from an Approval control, enter a status or comment and the flow the workflow skips all subsequent steps and completes. A submission is saved into the Submission Repository. It is likely that you You may want to implement some custom business rules to fill requirements after the of Reject to Discard that run when the "disapprove" option is selected, such as display a message to communicate the status to the user. Refer to Reject to Discard to see how the designer can implement this feature in workflows. 
• Abort a Task - crumple the form up and toss it into the trash can. Only the Tenant Admin, users who have been granted the Flow Admin privilege for the workflow and the designer who created the workflow have the capability to abort a workflow task. When a task is aborted, all subsequent flow steps are skipped and the form is not saved in the Submission Repository. The Abort feature is built into .

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Steps performed by the same user in a flow are referred to as a screenflow. The steps of the screenflow are considered one task. The reject functionality will allow users to reject only to the beginning of that screenflow. You cannot reject back to steps after step 1 in the screenflow.

Customize the Rejection Email

It is possible to customize the subject and email message body that is sent when a workflow task is rejected. You will configure this email on the step you are rejecting from. The customized rejection email will be sent when the Reject button is clicked on a that workflow step or Quick Approval screen.

You can choose controls from your form which will be added to the Message as templates or you can use built-in templates as described below. Click on theImage Modifieddown arrow shows the list.

•  {flow.name} - Name of the workflow

•  {subject.first.name} - First name of the user who rejected the task.

•  {subject.last.name} - First name of the user who rejected the task.

•  {flow.activity.name} - The step of the workflow that was being performed when the task was rejected.

•  {flow.activity.reject.reason} - The reason for the rejection.

•  {task.perform.url} - The URL to the rejected task.

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The "from" email for a rejection is the tenant "from" email. If no tenant "from" email is set, this will default to the admin user's email address.

Submit as Disapproved (Reject to Discard)

Most often, steps in an Approval workflow can have one of three possible outcomes. They can be:

• Approved
• Sent back to a previous step for corrections/more information (Reject to Revise)
• Rejected Disapproved and terminated (Reject to Discard)
  

Consider a workflow where Step 1 is filled out by a user, the second Step requires approval by a manager and when approved, Step 3 of the workflow is routed to the VP for review. After approval by the VP, the workflow completes.

The designer must consider what actions the Manager and the VP could take when the workflow appears on their Task List.

• The Manager:
• Approve the request in which case the workflow moves forward to the next step, VP review. This is the default behavior.
• Reject the workflow back to a previous step (Reject to Revise) by clicking the Reject button and selecting the step to send the flow back to from the Reject dropdown. The Manager may want to do this because some data needs correction or to obtain more information from the user who initiated the workflow. Reject to Revise is built-in to and can be configured for any step.
Reject the request completely (Reject to Discard) in which case the workflow moves forward, skipping all subsequent steps and completes. A submission is created in the submissions repository. This process is configured using the precondition property for workflow steps.
The VP:

• Approve the request in which case the workflow completes.
• Reject the workflow back to a previous step (Reject to Revise) by clicking the Reject button and selecting the step to send the flow back to from the Reject dropdown. The VP may want to send the workflow back to the Manager or to the user who initiated the workflow. Reject to Revise back to a previous step is built-in to and can be configured for any step.
Reject the request completely (Reject to Discard) in which case the workflow completesSubmit as Disapproved)

In the third case, where any approval step that is disapproved should terminate the workflow, we recommend the Submit as Disapproved workflow pattern. This is also know as "Reject to Discard" but it is important to note that this scenario does not use the Rejection feature. Rather, it uses Preconditions to skip the remaining steps in the workflow and submit it. Let's say you have a three-step workflow:

1. User fills out a form
2. Manager approves or disapproves
3. VP approves or disapproves 

If the Manager disapproves, you don't want the VP to even see the workflow; you simply want to discard it. To do this, you will set a Precondition on the VP step to only perform that step if the Manager has approved (click the link below for step-by-step instructions). Often you will use a Radio control to indicate Approved/Disapproved. The workflow will now route as follows:

1. User fills out form
2. Manager can 
   1. Approve and send to VP
   2. Reject and return to User for more info
   3. Disapprove and skip VP step, submitting the workflow at this point.
3. (if Manager approved) VP approves/disapproves and submits the workflow.

When you use the Submit as Disapproved scenario, you will still have a submission for the workflow, and Workflow Document Actions will run. Activity Doc Actions on skipped steps will not run. Many customers choose to configure Document Actions, such as email, with templatized strings in the To address, subject and message, in conjunction with business rules that set those control values, so that the message sent will be different depending on whether the steps were approved or disapproved. Here is an example of conditionally sending a Workflow Doc Action email. You may also choose to set the control that indicates approval/disapproval as a Searchable Field, so that you can easily view it in the Submission table and filter submissions by that field.

Troubleshooting the Reject Button

Here are some reasons why you might not see the Reject option on a step where "Reject From Here" is selected:

1. If  the Reject To Here option is not selected in the previous steps, then user won't be able to see the Reject button on current step.
2. When consecutive steps are executed by the same user,  treats it as a screenflow. Think of those steps in the screenflow as one task. The reject functionality allows users to reject only to the beginning of that screenflow/task i.e. where the previous user started his work. It won’t allow a reject to the in-between steps.
3. If the immediate steps prior to the current step were performed by the same user, then he/she cannot reject to those steps (the user is rejecting the flow to himself). Users can reject only to those steps performed by other users, or to steps performed by himself that do not come immediately before the current step.
4. If a previous step was skipped because its precondition failed, then the user won't be able to reject to such a step.
5. If a precondition on previous step passed when that step was being performed, but the control values change causing the precondition to now fail, the user might not be able to reject to that step.
6. The Reject button will not be displayed at all if the conditions are such that users cannot reject to any prior steps.

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1. Perform By - This condition is met when the user clicks the  (if the task is assigned to a particular user) or ( if the task is assigned to a role) Perform icon on the task in the users Task List or Saves/Locks the task before the configured due date. If the Task Notification email includes the {task.perform.url} then the deadline is met when the user clicks the link in the email to display the task. 

2. Perform Within - This condition is met when the user clicks the (if the task is assigned to a particular user) or ( if the task is assigned to a role) Perform icon on the task in the users Task List or Saves/Locks the task before the configured the configured duration). If the Task Notification email includes the {task.perform.url} then the deadline Undo is met when the user clicks the link in the email to display the task.
   
3. Complete By - This condition is met when the user clicks the Continue/Finish button on a step in a workflow before the configured due date.

4. Complete Within - This condition is met when the user clicks the Continue/Finish button on a step in a workflow before the configured duration.

Selecting Perform By or Complete By displays two options.

Using Date/Time Control: The Due Date control dropdown displays all date controls in your form. 

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1. the task before the configured the configured duration). If the Task Notification email includes the {task.perform.url} then the deadline Undo is met when the user clicks the link in the email to display the task.
   
2. Complete By - This condition is met when the user clicks the Continue/Finish button on a step in a workflow before the configured due date.

3. Complete Within - This condition is met when the user clicks the Continue/Finish button on a step in a workflow before the configured duration.

Selecting Perform By or Complete By displays two options.

• Using Date/Time Control: The Due Date control dropdown displays all date controls in your form. 

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  • The control used in the template must have a value before the task is created. For example, a date entered by the user on Step 1 can be used in an escalation condition on any later step. However, that date control template will not work in an escalation on Step 1, because the escalation is created at the moment the Step 1 task is created (when the form loads), and at that moment the control does not yet have a value. The date or date/time control used as a template in an escalation can get it's value a) in use mode or by business rule in a prior step, b) by setting a default value in the designer, or c) using _data when the workflow is initialized. 
  • An invalid due date template value will resolve to the current time to prevent any use-mode errors. The following message will appear in the frevvo logfile: "Escalation Due Date {DueDate} resolves to an invalid value".
  • Date controls will automatically use the end of the day set in your business calendar in UTC, or 11:59 PM if no end of day is set, as the time component. 
• Use Using Fixed Date: Enter a date/time as the deadline.
  

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Selecting Perform Within or Complete Within displays Days, Hours and Minutes and a Business Calendar checkbox.

1. Specify the amount of time the user has to perform or complete the task in Days, Hours or Minutes.
   1. Check the Business Calendar checkbox if you want to use the business days, times and timezone specified for your tenant to calculate a task deadline. The business calendar is set up at the tenant level by the tenant admin.

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Escalation Actions

Once the condition is selected, click the Action tab to continue. Select from the following choices:

1. None (Notify only) - Check this option if you want to send reminder emails to the user(s) who currently have the task on their Task List that the deadline is approaching and then send an email notification to them when the deadline is reached. The Notification tab becomes required. The task will not be reassigned or skipped. 
   1. Reassign Task - Reassignment sends the task to the user/role selected if the deadline is passed. Select whether the task will be reassigned to a Role, User or Unlock to Role: 
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      1. If you select Role or User, then you must select the user or role in Select Role or User Assignee(s) field. Type ahead to display the Roles/Users in your tenant that begin with the letter you are typing and select from the list or enter comma separated templates. Remember that  userids and roles are case sensitive. If reassigning to a specific user, only one user id can be selected but you can reassign to more than one role.
      2. Unlock to Role - This option unlocks the task. Use this option for a step in your workflow that has a role assigned to it and you want to handle the situation where one user with that role has the task locked and the deadline for the task has passed. Selecting Unlock to Role unlocks the task and keeps it on the Task list of all users with the role after the deadline expires. Now it can be performed by any user with the specified role again.
         For example, let's say you have a step in your workflow that is assigned the manager role. Users Jerry and Jim are managers so the task shows up on both their task lists. Jerry clicks the Image ModifiedPerform icon but he does not complete the step. The task remains on his task list and it is locked by him. If Jim tries to access the task or checks the Audit Trail he will see that the task is locked by Jerry. The deadline to complete the task passes. If Unlock to Role is selected as the reassignment option, the task remains on the task list of users with the manager role, in this case, Jerry and Jim, but it is unlocked and the audit trail shows a status of pending. Now it can be performed by any user with the manager role again.
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      3. Reassigned users receive the Task Information email specified by the designer. So be sure to Setup Task Notification Email for the step in your workflow where you assigned escalations and you want to reassign the task after the deadline.

   2. Skip Task - check this option if you want the workflow to escalate automatically to the next step when the timer expires. When checked, no further configuration is required.

      Info
      Skipping a task is only supported if the next step in the workflow is a form/summary step. Configuring the Skip a task feature on the last step of your workflow will not work.

Escalation Notifications

You can set up notifications for any of the three actions. 

1. Click on the Notifications tab.
   1. Slide the Image Modifiedtoggle icon to the right to turn on Notifications
   2. Select Role, User or the Current Owners from the Send To dropdown to specify who will receive email notification reminders when the deadline is reached.
      1. If you select Role or User, then you must list them in the Select User(s) or Role Recipient(s) field. Type ahead to display the Roles/Users in your tenant that begin with the letter you are typing and select from the list or enter comma separated templates. Remember that  userids and roles are case sensitive. You can specify more than one user or role.
         

         1. Current Owners refers to user(s) who currently have the task on their task list. Partial templates with prefixes and suffixes can be used to create a complex role such as floor-manager when setting up Escalations.

            Expand
            title Click here for an example
            Insert excerpt Templatized Strings Templatized Strings nopanel true

      2. Specify an email(s), user(s), or role(s) to receive a CC: of the notification (optional).
      3. The subject and body of the notification email are shown once the Recipient(s) are selected. You can customize the email message by adding controls from your form as templates, workflow templates, common templates, escalation or task templates. Simply click the Image Modifiedto show the templates or type ahead to filter the list. For example, when a task is reassigned, you may want to specify the user/role that the task is being reassigned to (reassignee) in the email to avoid confusion. Simply add some text with this template in the Notification message section:  {flow.step.escalation.reassignee}.
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Escalation Reminders

Configure email reminders on the Reminders tab. Reminder emails notify the roles/user(s) originally assigned to this step.

1. Specify the interval between reminders by entering the number of reminders in the Every field and select Days, Hours or Minutes from the Unit dropdown.
   1. You can limit the number of reminders by sliding the Image Modifiedtoggle icon to the right and entering the number of reminders closer to the deadline in the Occurrence(s) field. If you enter a negative number in this field by mistake,  will change it to a 1 when you exit the field.
   2. Specify an email(s), user(s), or role(s) to receive a CC: of the notification (optional.)
   3. You can customize the email message by adding controls from your form as templates, workflow templates, common templates, escalation or task templates. Simply click the Image Modifiedto show the templates or type ahead to filter the list. Select them from the Control dropdown.

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Escalations and Screenflows

Escalation should always be defined on the first step of a task - this is relevant when setting up Escalations for a Screenflow.

Screenflows are steps in a workflow that are performed by the same user. Consider a New Employee On-boarding workflow where steps 1 - 5 are designed to collect the Personal Information, W - 4 Allowances, State Allowances, Health Insurances preferences and Banking Information. Step 6 in the flow is routed to the new employee's manager and step 7 is routed to HR for final processing. Steps 6 and 7 are not part of the screenflow as they are performed by users other than the new employee.

Think of the 5 steps of the screenflow as one task. Escalation for the screenflow task will work as long as you define the escalation on the first step of the screenflow task. The escalation configured on the first step of the screenflow applies to all steps of the screenflow. For example, if a Complete Within 2 days escalation is configured on Step 1 of screenflow, then the escalation is triggered if the whole screenflow is not completed within 2 days.

Tip
If the first steps of a workflow consist of a screen flow, you must configure the flow to use the Save on Navigate and/or Task for First Step properties for escalation triggers to get created

Escalation Examples

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title Click here to see some Escalation Examples
Escalation Example 1 Let's consider a Time Sheet workflow consisting of 3 steps:  The employee accesses the Time Sheet workflow, fills in the form, signs it and clicks Continue. Live Forms frevvo sends that employee's manager a notification via email The manager clicks on the notification [on any device], views the Time Sheet approval request and approves it or sends it back for corrections. If approved by the manager, the workflow is routed to employees in the payroll department for final processing.  In this example, the designer has configured a 10 minute interval for the Manager to approve/reject the task. The Escalation tabs are shown Employee William submits his Time Sheet at 12:55 PM. The deadline to complete this task is 1:05 PM. William's Manager Jerry receives a Task Notification email notifying him there is a task that requires his attention. The email includes a link he can use to access it. Image Modified In this example, the deadline to complete the task is 1:05 PM. Based on the setup of the Reminder(s) section shown above, Jerry will receive 3 reminders every 3 minutes as the deadline approaches. The emails contain a link that Jerry can click to get to the task. The first one arrives as 12:56 PM, the second at 12:59 PM and the final reminder before the deadline arrives at 1:02 PM. At 1: 05 PM, the task is removed from Jerry's task list since it was not completed in the allotted time and is routed to the task list of any users with the role of Supervisor. Jerry receives an email informing him that the deadline for the task has expired and the task is now assigned to any user with the role of Supervisor. Image Modified Reassigned users receive the Task Information email specified by the designer. So be sure to Setup the Task Notification Emails. When Jack, a user with the role of Supervisor, access his task list he will see a task sent to him by the system and the Audit Trail shown in the image: Image Modified Escalation Example 2 Let's consider a situation where you might want to skip the task after the deadline has been reached. Imagine a workflow with a requirement that it must be approved by specific users in sequence. To prevent the chain of approvals from being delayed if one user does not perform their approval before the deadline, the designer can check the Skip the Task checkbox on the flow steps and  will automatically complete the current step and create a pending task on the Task List of the next user. The Project Approval workflow shown in the image must be approved by Approver 1 and Approver 2 in that order. The escalation set up on the Approver 2 step automatically skips this step and advances the flow to the next next step . Notice that notification and reminder emails are also configured. In this example, The Approver 1 and Supervisor steps do not have Escalation configured. The Approver 2 step has an escalation that specifies the step must be completed within 3 minutes.  If Approver 2 does not complete the task within 3 minutes, the Approver 2 step is skipped and the flow advances to the Supervisor step. Approver 2 receives an Notification email stating that the flow is now assigned to a Supervisor. Approver 2  receives 1 Reminder email during the 3 minutes interval.  Image Modified Here's what happens:    Project Details are submitted for approval.  Approver 1 receives a Task Notification email, clicks the link in it and performs step 1 of the workflow. The task is placed on Approver 2's task list. Approver 2 receives a Task Notification email which includes a link to the task. Approver 2 does not click the link in the email to perform the task. Approver 2 receives 1 reminder email. Approver 2 does not perform their approval within the 3 minutes. When the 3 minutes expires, the task is removed from Approver 2's Task List.  Approver 2 receives a customized email stating that the flow has moved to a Supervisor for approval. All users with the role of Supervisor receives a Task Notification email which includes a link to the task.  Someone in the Supervisor group approves/rejects the task.

Activity Document Actions

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• Click on the step of the workflow, then click the Edit Step Properties icon then click on the Email tab.
  • Click anywhere in the Email section in the Properties Navigator. This takes you directly to the Email tab.
  • Click the Image Modified inside the Email section in the Properties Navigator. This takes you directly to the Email tab.
  • Slide the Image Modifiedtoggle to the right to turn on the Email feature.
  • Enter email addresses or click the Image Modifieddown arrow to select control and built-in form/flow templates to dynamically determine it at runtime.
  • Customize the Subject and Message of the email.
  • Select the type of attachments to include in the email.
  • Remember to click Submit to save your changes.

Configuring Email

You can configure the Email tab on as many steps of your workflow. Remember the Document Actions that are set up will execute when the flow is completed, so you may not need to configure an action for the last step.

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• You have the option of sending a filled form image using the Send Snapshot dropdown. Select the image type from the dropdown. Leave the option blank if you do not want to send a snapshot.
  • The Data checkbox adds an XML document of your flow.
  • Check Attachments to include files uploaded to your form/flow. Uncheck it to exclude attachments in the submission.

  • 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 by checking an option in the Send Generated PDF Forms field:

    • Check All to send all the Pixel Perfect PDFs in the submission. 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 from the popup.
      
      

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• Clicking on the step of the workflow, then click the Edit Step Properties icon then click on the Web Hook tab.
  • You will not see a section for this tab in the Properties Navigator.
  • Slide the Image Modifiedtoggle to the right to turn on the Post to Web Hook feature.
  • Click the Image Modifieddown arrow to select control and built-in form/flow templates in the URL.
  • Select the type of attachments, if any.
  • Remember to click Submit to save your changes.

Configuring the Web Hook

• Type the URL to your web application in the URL field. Templates can be used. Click the down arrow in the URL field to select control and built-in form/flow templates in the URL to your Web Application. When the form is submitted,  POSTs the document set to the specified URL. This option may be used for additional processing of data.
  • You have the option of also sending a filled form image using the Send Snapshot dropdown. Select the image type from the dropdown. Leave the option blank if you do not want to send a snapshot of the flow
  • The Data checkbox sends the flow XML document.
  • Attachments uploaded to your form/flow are sent if the Attachments checkbox is checked.

  • 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 Generated PDF Forms control:

    • Check All to send all the Pixel Perfect PDFs in the submission. 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 from the popup.

Activity Document Action Failure Notification

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https://<your server>/services/testhttp?status={t}&content=errortext

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• Clicking on the step of the workflow, then click the Edit Step Properties icon then click on the Quick Approval tab.
  • You will not see a section for this tab in the Properties Navigator.

Approval Control

Your workflow step MUST have an Approval Control to successfully configure the Quick Approval feature.

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1. Drag/drop a Section control into the step of the workflow where you want to configure the Quick Approval feature. Name the section whatever you want.
   1. Drop a Textarea control inside the section. Do NOT add any other controls to the section.

The Approval control can be optionally set up to be digitally signed. Regular text digital signatures and Wet Signatures are supported. See Electronic Signatures for more information. The image below shows a section named Manager Review with a textarea control for comments. Text/Signature image is selected on the Signature dropdown on the section security tab. This section meets the requirements for an Approval control that can also be digitally signed.

 

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• Slide the toggle to the right to turn on the Quick Approval feature.
  • Set up Task Information for the Quick Approval view in the Summary field. Click the Image Modifieddown arrow to include control and built-in form/flow templates in the Task List Summary. The Quick View icon Image Modified will appear on the Quick Approval view on the Task List if the step in your flow has been setup for it. This feature is helpful if your users will be approving/rejecting steps of a workflow from a mobile device.
  • Select the Quick Approval control from the dropdown.
  • Remember to click Submit to save your changes.
  • Repeat for all steps where you want to configure Quick Approval.

There is a visual cue, a lightning icon, , that displays on a workflow step if quick approval is enabled.

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• Capture location information for a step in your workflow.
  • Embed a Google map in your flow step.

You can display the Geo Location tab by:

• Clicking on the step of the workflow, then click the Edit Step Properties icon then click on the Geo Location tab.
  • You will not see a section for this tab in the Properties Navigator.
  • Enable the Geo Location feature for the step.
  • Enable the ability to capture additional location information or embed a Google map in the flow step
  • Do this for each step in your flow where you want to use the Geo Location feature.
  • Remember to click Submit to save your changes.
    

You can capture the location where your form/flow was filled in by turning on ' Geo location feature. A form/flow knows it's current location and will submit that information when the form is completed.   uses the HTML5 GeoLocation api.  The geo api is well supported on tablet, phone and recent laptop/desktop browser versions. This feature works on a desktop or any GPS capable mobile device.

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You can also collect additional information associated with your location. For example, a section of a Police Incident Report, shown in the image, captures the location where the form/flow was filled in plus the address information associated with it. The last position update will be in the submission metadata of your form or flow but it is NOT automatically added to the XML document .  You must create controls (perhaps hidden) and rules to add the location information to the form XML document. The Position Address section of the Police Incident Report has controls and rules to show longitude, latitude, accuracy and/or errors plus the address information.

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• Select one of three options from the Geo Location dropdown to turn this feature on:
  • None - (no location) - this is the default
    • On Load - turn the feature on when the flow step loads (at start time)
    • Custom - allows the designer to specify a periodic refresh. The default value is 30 seconds. Choosing this method will fire a rule in the specified time. For example, if the field to the right of the Geo Location dropdown was set to 10, rules to capture additional location information would fire every 10 seconds. 
      
  • Enter the Location Refresh Timeout - thisis the amount of time in seconds the location finder in the browser will search to find the location before it times out. The default value is 5 seconds.

  • Check the Detailed Location checkbox to capture additional information based on the location via a Business Rule or to embed a Google map in your form. You will need a connection to google.com for this to work.

    Info
    A connection to google.com is required for this to work. This connection is automatically available in the frevvo Cloud. New in-house installations must obtain an API key in order to use this feature. Follow the steps listed here to obtain the key.

Displaying a Google Map in your Workflow Step

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