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Workflow Setting Properties
Properties Navigator
Click the workflow name (or select Forms and Workflows Home page to open the workflow in the Workflow Designer. The Properties Navigator panel displays in the lower-left portion of the Form Designer. This panel shows information about important properties setup for this workflow step. Not all of the configured properties are shown in this view.
Open the Workflow Properties wizard by:
- Clicking inside a section or clicking on the Edit Workflow Properties icon in a section of the Properties Navigator. This immediately displays the property tab for editing.
- Clicking the Edit Workflow Properties icon in the Workflow Designer toolbar
The Properties Tabs work the same way whether you open them from the Navigator or from the Workflow Designer toolbar. 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.
- 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 workflow and workflow/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 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
Each workflow property setting is described below.
On This Page:
Workflow Name
This is the name you see on the Workflows home page where your workflows are listed. We recommend changing the name to make it more meaningful than the arbitrary name assigned when you create it, but keep in mind it is a working name only, so users will not see it. It is recommended that you name your form/workflows using characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works. Click the Settings tab. pencil icon above the Properties Navigator to edit the name then click the checkmark to save or the "X" cancel icon to discard your changes. You can also change the name on the
Settings
Use the Settings tab to select general settings for your workflow.
You can access the Settings tab in three ways:
- Click the Edit Workflow Properties icon on the Workflow Designer toolbar. This will launch the Workflow Properties wizard. It defaults to the Settings tab.
- Click anywhere in the General Settings section in the Properties Navigator. This takes you directly to the Settings tab.
- Click the Properties Navigator. This takes you directly to the Settings tab. inside the General Settings section in the
- Select/enter the properties for your workflow
- Click the Submit button to save the changes or navigate to another tab.
Description
By default all workflow descriptions say, “Edit the workflow to change this description,” but you can change this if you wish. You also see this description when you view individual submission documents.
Navigation
can automatically generate and display a navigation toolbar for your workflow which users can use to navigate back and forth between workflow steps. There are four available options:
- None: This option displays no navigation toolbar. This is useful for situations where the same form is being passed between users for signatures e.g. Vacation Request workflow filled in by an Employee and signed by a Manager.
- Navigation Toolbar: this displays a standard navigation toolbar with links for each step.
- Percent: This displays progress through the workflow as a percentage.
- Step 1 of 4: This option displays progress through the workflow as a counter.
The default value for Navigation is Navigation toolbar. When you configure the Navigation toolbar for your workflow, users will see the following:
- The name of the current step displays with a bright blue color. Note that the active step number is also circled in bright blue. Steps that have yet to be performed display with a light blue color.
- HTTP Wait-Notify and Anonymous Task steps, once performed, display with a faded blue color indicating that the workflow cannot be reset to this step.
- Skipped steps display with a light blue color and steps that have already been performed display with a black color. For example the Expense Report workflow shown in the image, has four steps: Expenses, Reviewer, Supervisor and Accounting. The employee fills out the Expense report for an amount less than $5000.00. The workflow is routed to a company reviewer and if approved, to Accounting for final processing. If the amount of the expense had been greater than $5000.00 then the workflow is routed to a Supervisor for an additional review before navigating to the Accounting department. The Supervisor step is skipped for Expense reports less than $5000.00. When the Accounting employee performs the task, here is what they will see:
- The Expenses and Reviewer steps display in black since they have already been performed.
- The Supervisor step is displayed in faded blue because it was skipped as the total amount of the expenses was less than $5000.00.
- The name and number of the Accounting step, which is the step that is currently being performed by the Accounting employee, display in a bright blue color.
Refer to the precondition topic to see how to use them to skip a step in a workflow.
Mobile vs Desktop Behavior
You may notice a difference in behavior when using a workflow on the desktop vs on a phone/tablet. For Example: Imagine a two step workflow where 1st step has 2 Pagebreak controls and neither step has an assigned role/user. On the phone/tablet this translates into a screenflow with 3 steps for 1st step and 1 step for 2nd step. You can use the Previous button to get back to the 1st step from the 2nd step.
However, on the desktop there is no "Previous" button so once the workflow gets to 2nd step there is no way to get back to 1st step. If the designer does not configure the Navigation Tool Bar in this situation once the user gets to the second step in the workflow, there is no way to return to the first step.
Anonymous Screenflow Navigation
A screenflow is a type of workflow consisting of a collection of sequential steps performed by the same user. What if you wanted that user to be anonymous? Configuring the Navigation Toolbar in an anonymous screenflow allows anonymous users to navigate back to a previous step in a screenflow. The set of available links is restricted to the steps that are executed in sequence by the anonymous user. Links to steps outside of the screenflow are not visible. The steps in the screenflow cannot have a role, dynamic role or user property assigned to them.
Configuring the Save on Navigate feature enables the screenflow to be completed in multiple sessions.Let's consider a Job Application workflow with the following requirements:
- The workflow is going to be performed by anonymous users. Anonymous users do not sign in to
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- The anonymous user receives an email that includes a link to the workflow.
- The workflow must collect a lot of information from the applicant: Contact Information, Education and Employment history, References and more. You can create one long form or design a screenflow with an Anonymous Task step and subsequent steps as separate screens to collect the information.
- The user must have the option to compete the screenflow in multiple sessions. Clicking on the email link takes the user back to the last step in the screenflow where the Continue button was clicked.
- The user must be able to navigate back to previous steps to review or update information that was previously entered.
Workflow Designer
- The Save on Navigate checkbox is checked and the Navigation Toolbar is configured on the Workflow Property Panel
- Step 1 of the screenflow has a field named EmailAddress that collects the applicant's email address.
- Step 2 is assigned to an email address. This is the first step that is performed by the anonymous user.
- All remaining steps in the screenflow are designed to collect the applicant's information: Contact Info, Education and Employment history, references etc. Remember, the anonymous user does not login to perform these steps so they cannot have a role, dynamic role or user property assigned to them.
The image shows an example of a possible screenflow design:
Use Mode
Anonymous users return to a previous step by clicking on the Navigation Toolbar if the workflow contains a screenflow performed by an anonymous user.
Deployment
This field is a toggle that sets the state of your workflow to production or development. Functionality is the same as Deployment for forms.
Tracking Id
When your workflow loads, it will send a page view event to your Google Analytics account if you enter your Google account tracking ID into this workflow property. Please refer to Google's documentation for information about finding your Google Analytics tracking ID.
Element Name
By default, this is set to form for newly created forms as well as workflows. The root element name of the from-scratch document is determined by what you put in here. It needs to be a valid XML element name. The designer can now change the name of the workflow without impacting the element name.
Workflow schema and the Submission xml document show the element name. When the workflow name is updated, and 'Element Name' is kept the same, the previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.
If you change the element name, all existing submissions will become invalid and you will get the error message: " Error. Submission is not valid. An incompatible change was made to the form/workflow."
Save/Load
If you check this checkbox on the workflow level and on the step level, a Save button will be displayed for each step in your workflow. If you don’t want users to be able to save partially completed workflows and continue them later, uncheck the checkbox so users will not see this button.
This feature is useful for workflows 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 workflow with all the current values is saved by .
will also generate an entry in the user's task list from where the user can continue working on the workflow at a later time.
If you are not authenticated, clicking the Save button will display an authentication dialog that requires you to login. See documentation on using forms for more details.
Users can repeat the save/load steps as many times as they wish.
Saved workflows can be monitored in the Submissions Repository. Saved workflows can contain invalid data and can also contain required fields with no values yet entered. When s