Activity Document Actions

DocuPhase Forms offers the ability to configure Document Actions to send a final email, post data to a web service/back end system, update a Google Spreadsheet, or save submissions to Google Drive, your Filesystem, or SharePoint using one of the DocuPhase Forms Connectors. The Document Actions execute when the workflow is completed.

What if you want to perform some action after a workflow step is completed, instead of having to wait for the workflow to finish? You can configure the same types of action for any step in the workflow using Activity Document ('Doc') Actions. Examples include

• Send a customized email after a particular step, like emailing the client a copy of their Purchase Order after they have approved it.

• Each step of your workflow could post to a web application that will audit workflow steps. 

Activity Doc Actions execute when the user clicks the Continue button for each step. It does not matter if the next step is performed by the same user or if the step is put on the task list of a new role/user. 

Activity Doc Actions do not execute if you save a step back to your own task list by clicking Save instead of Continue.

You can configure both Activity Doc Actions for each step and Document Actions that execute upon completion of the workflow.

Add an Activity Doc Action

To add an Activity Doc Action (after a particular step), click the + icon after the step where you want to apply the action. Choose Add Document Action.

Open

The Add Workflow Step popup will appear, with one NOT CONFIGURED action added for you.

Open

Choose an Action. (See Document Actions for a description of the available actions.)

Configure your Action. Optionally, click the Precondition tab and configure a precondition.

Repeat this process for up to five actions per step. Click Submit when finished.

The Activity Document Action will appear in your workflow outline as a purple step. Click the purple step to edit your action or add more.

• If you add a single Action, the step name will display the name of the action, e.g. “Send Email”.

• If you add multiple Actions, the step name will display “Perform Document Actions ( # )” , where # is the number of actions you have configured.

Activity Document Action Failure Notification

An email notification is sent to all tenant administrators or the workflow administrator(s) (if configured) when an Activity Doc Action fails and the data/documents do not reach the intended destination. This is not applicable to the email doc action since it is asynchronous and the notification would fail if the service were unavailable.

Please note that in order to re-run Activity Doc Actions after resolving an error, you must reset the workflow to the step the action is configured on (or earlier) and send it forward again.