The Workflow Design Wizard lets designers quickly designate their workflow pattern and routing by providing default controls, rules and assignments that can give you a functional workflow in moments. Here's how it works:
Log in as a designer user. Create a New Workflow from the Projects Home page or from the Forms & Workflows Home page within a project.
Select Create a New Workflow from the Add Content menu.
Give you workflow a meaningful name and description. Remember that the Search feature will find results in names and descriptions, so using keywords here can help you find this workflow later. Then click Next.
The first step will initially be present and named “Step 1” with a step type of “Create New Form”. The first step’s type can be either “Create New Form” or one of the existing forms. It cannot be an approval step. The first step will not have an assignment. Also the first step is fixed and cannot be deleted nor moved up or down (it is always first).
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Click Add Step to configure additional steps. Steps are given a default name in sequence (i.e. Step 2, Step 3) which you can edit to give each step a meaningful name. Additional steps will default to Step Type "Approval Step," Assignment Type "To an Email Address", and Assign To the current user's email address. You can edit these defaults right from the wizard.
Use the Move Step Icons to reorder steps, and the Delete Step icon to remove a step.
You may add up to 75 steps using the Workflow Design Wizard. If you require more than 75 steps you can add them in the Workflow Designer. |
The Workflow Wizard allows selection of three types of steps.
Any step (after the first step) can be assigned to one of three options.
To an Email Address provides a text field for you to enter an email. It will default to the current user's email, and you can change it if you wish.
To a User provides a typeahead search of users in your tenant. Select a user to add to the Assign To field. You can only select one user.
If you want to assign a step dynamically using a control in your form, you can do this later in the Workflow Designer. For now, choose one of the above options. |
Simply click Finish when you are done adding and configuring your steps. You will be redirected to the Workflow Designer where you can further customize your workflow and steps.
The Workflow Design Wizard will also automatically customize the Task Information, History, and Pending messages and Task Notification based on the type of step and assignment you chose.
The Task Information message is set to either “{flow.name} requires (approval | processing)” depending on if an approval step or non-approval step.
The History Message is set to either “{flow.name} (approved | processed) by {subject.first.name} {subject.last.name}” depending on if an approval step or non-approval step.
The Pending Message is only set if the following step is assigned.
Assigned to email: Set to “The {flow.name} was sent to <email> for (approval | processing). An email notification has been sent.” depending on if an approval step or non-approval step.
Assigned to user: Set to “The {flow.name} was sent to user: <user> for (approval | processing). An email notification has been sent.” depending on if an approval step or non-approval step.
Assigned to roles: Set to “The {flow.name} was sent to role(s): <abbreviated_list_of_roles...> for (approval | processing). An email notification has been sent.” depending on if an approval step or non-approval step.
No assignment: Set to “The {flow.name} request was submitted for (approval | processing).” depending on if an approval step or non-approval step.
The Task Notification Email Subject is set to either “(Approval | Further Processing) needed for {flow.name}” depending on if an approval step or non-approval step. The Task Notification email message is set to “(Your approval | Further Processing) is needed for a {flow.name} .<br/><br/>You can access your task for the {flow.name} by clicking <a href=\\"'{task.perform.url}' ">this link</a>.”
The Workflow Design Wizard will also place a default error message with the CSS Class f-submit-error on any new form it creates. This will automatically appear if the user attempts to submit the form with validation errors, and will disappear as soon as those errors are corrected.