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When you click on any step in the workflow, a series of action icons display depending on the step type. 

• Properties displays tabs to set up Settings, Assignment, Messages, Rejection, Precondition, Escalations, Emails, Web Hook, Quick Approval, and GeoLocation. 
• Edit form takes you to Forms editing mode for the form or parent form of a linked step.
• Download Step allows you to download the step of the workflow as a standalone form. You may want to do this if you update the step in the workflow designer and you want to keep your Forms and Workflow libraries in sync.
  
• Delete removes a step in a workflow. You will be asked to confirm the deletion. 
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Summary and HTTP steps only display the Properties and Delete options.

Step Properties Wizard

The Step Properties wizard opens when you click on a workflow step or select Properties from the step's action menu. The workflow outline will slide left but stay visible, and the Step Properties tabs will appear. You can close the Properties wizard by clicking the X just above it.  

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• You can navigate between tabs and between Guided Designer editing modes as you make edits, and your changes will be temporarily saved. Click the Save to permanently save your changes and continue working.
• You can switch between steps while remaining on the same properties tab. This may be helpful when making lots of similar changes to workflow steps, such as changing the Task Info message for every step of a workflow.
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• frevvo will validate the Property Settings when you save. If a property value is invalid, the tab(s) will not close and a message will display with two options.
  • CLOSE: Close this dialog and fix your errors. Your changes will be saved, but you must correct validation errors shown in order to proceed.
  • DISCARD & CLOSE: Discard your changes. You can then navigate elsewhere. Note that this discards all changes made in the properties settings, not just the validation errors. 
  • 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.
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• 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 workflow and workflow/special templates provided in frevvo.
• 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 an opening curly brace into some fields, followed by the name of a control, show a list of the fields in your workflow 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. 

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The designer can select a decorator for the steps in a workflow by choosing an icon from the Decorator dropdown. The selected decorator will replace the default number for the step of the workflow on the Navigation toolbar and will display in the Workflow Diagram. 

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The Save to User property allows the workflow to be saved to the user specified in the Assign to User field, rather than the current user. Usually in this scenario, the Assign to User field contains a template, such as {NextApprover} to dynamically assign the step based on data entered at runtime. For example, you may have a form that needs to be reviewed and approved in an ad-hoc manner. You can create a step in a workflow that loops several times and that dynamically routes to different people before continuing. Each approver selects another user from the NextApprover control and then clicks Save to save the task to the next user's task list. See the Task Collaboration workflow pattern example for a deeper understanding of this feature.

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Some important information about the Assign to Email feature is

• The workflow can be rejected to a task performed by an anonymous user.
• Tenant/workflow admins can reassign the anonymous step to a different email address.
• The Task Assignment can be CC'd to another user so that in case the link is lost, there is another way to access the task, reassign or resend it. Be aware that the first user to click the link will lock the task, so to ensure the intended user performs the task, consider including in the email message a warning such as "A copy of this message has been sent to your manager. Managers should not click the task link."
• Configure a History Message on the step before the Anonymous Task step if you want to see relevant information in the audit trail. The History Message can include templatized strings so you can see the email address of the recipient.
• The Who can start the workflow permission does not need to be set to 'Anyone (login not required)'. The Anonymous step will work with any of the workflow visibility choices.
  

• The Anonymous step uses the {task.perform.url} template in the Task Notification email Message by default. If the anonymous user submits their step of the workflow then goes back into the email and re-clicks on the link, the following message displays:
  
  
  

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The designer defines task boundaries by setting assignments (user, role, or email address), so each workflow step with an assignment is considered a new task. Any subsequent workflow steps without assignment are considered part of screenflow of the same task. If the next step is a new task and the current user is eligible to perform it, the user will be provided with a link to continue the workflow in the same screen. When the user clicks the link to continue the workflow execution, the workflow will continue like a screenflow but a new task will be created behind the scenes. 

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Save to User or Save to Role on First Step

When you have Save to User or Save to Role, combined with a templatized User/Role assignment, enabled on the first step, frevvo will allow a null value in the template only on workflow initiation. This means that any eligible initiator (based on Who Can Start the Workflow permissions) can start the first step, bypassing the user assignment on initiation. 

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In version 8.0 and later, the same workflow can be designed by simply assigning the step to an Email Address. The Audit Trail, shows the step performed by the customer (anonymous user) in a Pending state and displays the Email address it was sent to.

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Built-in workflow templates

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

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1. Click on any step to display the Step Properties Wizard and then select the Rejection tab.
2. Check Reject to Here if the workflow may be rejected/reset TO this step.
3. Check Reject from Here if the workflow may be rejected/reset FROM this step.
4. If Reject from Here is checked, fields to customize the rejection email will be enabled.

Click  Save to save your changes and continue working.

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There are three types of rejection scenarios for frevvo workflows:

• Reject to Revise - The form is sent back to a prior workflow step for correction/more information. The Reject to Revise (Easy Reject) feature is described below and is built into frevvo.
• Submit as Disapproved - When a user disapproves the request from an Approval control, the workflow skips all subsequent steps and completes. A submission is saved into the Submission Repository. You may want to implement some custom business rules that run when the "disapprove" option is selected, such as display a message to communicate the status to the user. 
• Abort a Task - Crumple the form up and toss it into the trash can. Only the Tenant Admin, users who have been granted the Workflow 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 workflow steps are skipped and the form is not saved in the Submission Repository. The Abort feature is built into frevvo.

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Steps in a workflow that are routed to different non-admin users other than the person originally performing the step can be rejected (sent back) to a previous step by clicking on the Reject button. The designer can specify which steps display a Reject button and the steps the reject button can reset to. To take full advantage of this feature, make sure email is selected as the notification method for participating users. On Premise customers should also make sure email is correctly configured. When a task is rejected, the user to whom it is sent back receives an email informing them of the reason for the rejection. The subject and message of the email contain default content that can be customized. The History Message is set to the specified reason provided by the person rejecting the task.

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Steps performed by the same user in a workflow 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 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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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, the user won't be able to see the Reject button on the current step.
2. When consecutive steps are executed by the same user, frevvo 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 workflow 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 the 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. 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. 
2. 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: 
   
   
   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 frevvo 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 Perform 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.
      
   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.

3. 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.

   
   

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In the case of screenflows, escalations should always be defined on the first step of a task.

Screenflows are steps in a workflow that are performed by the same user. Consider a New Employee Onboarding 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 workflow 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.

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Expand
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. 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. 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 at 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. 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, accesses 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 workflow steps and frevvo 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 workflow to the 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 workflow advances to the Supervisor step. Approver 2 receives a notification email stating that the workflow is now assigned to a Supervisor. Approver 2  receives 1 Reminder email during the 3 minutes interval. Here's what happens: Image Modified Project Details are submitted for approval. Approver 1 receives a Task Notification email, clicks the link in it, and performs Step 2 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 workflow has moved to a Supervisor for approval. All users with the role of Supervisor receive a Task Notification email which includes a link to the task.  Someone in the Supervisor group approves/rejects the task.

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