When you click on any step in the workflow, a series of action icons displays depending on the step type. Creating a workflow step by dragging/dropping an existing form or a New Form from the Palette shows these icons:

• Edit Step Properties 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 on a section in left-side properties panel will open the wizard to the corresponding tab.
• Link Step: Refer to Linked Steps in a Workflow for a discussion of this Workflow Design pattern and when you should use it.
• 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.
• Edit Step opens the step in the Forms Designer for editing. Remember, the form in the Workflow Designer is a copy and any form changes will not automatically sync up with the original form in your library.
  
• Delete Step deletes 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 Edit Step Properties and  Delete icons.

Properties Navigator

When you click on a workflow step, a Properties Navigator panel displays in the lower-left portion of the Workflow Designer. This panel shows information about important properties setup for this workflow 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 workflow 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.

• 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 toggle to the right to turn on a feature.

Each step property setting is described below. 

Settings

Specify General Settings for a step in your workflow on the Settings screen.

Name

This is the name of the form that you dragged from the workflow designer palette and dropped into your workflow. 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 Workflow Step name can also be edited from the Workflow designer canvas by clicking the workflow 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 workflow. 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 workflow. The default label is Continue for all workflow 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 workflow. To show the Save button on a workflow step, the Editing Step Properties#Save/Load property must be checked on the entire workflow and on the workflow step.

Decorator

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. The image shows the navigation bar for a workflow 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.

 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 workflow. This is commonly used when you add the same form to the workflow 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 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 Live Forms. Live Forms will also generate an entry in the user's task list. Users access the saved workflow 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 workflow 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 such a workflow is re-loaded the missing and invalid values are again flagged as such by Live Forms. And the workflow cannot be continued/finished until corrections are made to those fields.

This setting overrides the default Save/Load for the workflow for this step only. If Save/Load is enabled for the workflow 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 workflow, the saved workflow will only appear on your own task list. If you check this box, then the saved workflow 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 workflow 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 workflow that loops several times before continuing. Refer to the Looping between multiple users in a role topic for an example of a workflow design pattern that uses Save to Role.

Save to User

When you click Save to save a partially completed workflow, the saved workflow will only appear on your own task list. If you check this box, then the saved workflow 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 workflow that loops several times and that dynamically routes to different people before continuing. See the workflow 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 workflow to resubmit it with the changed data. Fast Finish can be selected at the workflow 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 workflow 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.

Assignment

Use the Assignment tab to:

• Assign a workflow step to a to a user, role(s) or an email address.

• CC a notification to any additional user(s) who should also know the workflow is on this step.
• Customize the Task Notification email message that is sent when the generated task for that step is put on the user's Task List. This email informs the recipients that there is a task that requires their attention.

Assign a Workflow Step to a User, Role(s) or Email Address

Users are given the highest priority at runtime followed by roles and then any email address.

User

This field allows the designer to assign a workflow step to a specific user. Clicking the shows the first 10 users in your tenant in alphabetical order, followed by the first 10 fields in your workflow in curly braces, making it a Control Template.

• You can enter a user id. Begin typing in the user id and a list of user names matching the text displays. Use the Enter key, the Up/Down arrows or click an option with your mouse to select a user.
• You can only enter a single username in this field. Ex: nancy. Setting the user property to a comma separated list of usernames, Ex: nancy, prajakta, will not work. This will be treated as a single username.
• This field can use templatized strings for dynamic content. For example, in a Vacation Request workflow, the first step is to be completed by an employee but the second (approval) step must be performed by the employee's manager. i.e. it can contain "{ManagerId}" where ManagerId is the name of a field in a form from a prior step.  will resolve the ManagerId string using the actual value of the ManagerId control and generate a task targeted at that specific user.
• To enter a Control Template, type the opening curly brace - {followed by the control name into the Assign to User field. A list of fields from your workflow displays surrounded by curly brackets). Selecting an option enters the control name into the field with the closing curly brace.
  
  

Refer to the workflow topic sending a workflow step to a specific user for an example.

You may want to route a step in a workflow to the user's manager.  provides a built-in template that is available for every transaction. Simply type the template {subject.reports.to} in the User property for that step in your workflow. The workflow will then be routed to the user who is specified in the Reports To field on the User's configuration screen

Role

Roles are created by your tenant administrator or automatically imported from your LDAP or Active Directory server.   When a role is selected, the step in question can only be performed by users belonging to that role. For example, if you have a Purchase Request workflow where the first step is to be completed by any employee but the second (approval) step must be performed by someone with the "Manager" role, you can select the Manager role for the second step. When an employee uses the workflow, completes the first step and clicks Continue,  will first check if the logged in user (the employee) belongs to the Manager role. If yes, then the second step is displayed. If not,  will suspend the workflow, generate a task and place it on the task list for users with the Manager role and display the Pending Msg to the employee.

• You can enter one or more roles. Begin typing in the role name and a list of roles in your tenant matching the text displays. Use the Enter key, the Up/Down arrows or click an option with your mouse to select a role.
• Repeat these actions to select additional roles i.e.Manager, HR 

• This field can use templatized strings to dynamically determine a role at runtime.  For example, you may have a workflow where the first step is a Purchase Order or a Loan Request and the second step is an approval; however the approval must be performed by a Manager if the amount is less than $1000 and a Supervisor otherwise. You will need a control in your form that is populated with the role that you want the workflow to navigate to - in this case, Manager or Supervisor. To enter a Control Template, type the opening curly brace - {followed by the name of the control into the Assign to Role(s) field. A list of fields from your workflow displays surrounded by curly braces. Selecting an option enters the control name into the field with the closing curly brace. Repeat these actions for the steps in your workflow that are going to use the role entered for routing e.g. {ApproveRole}. At runtime.  will resolve the target role using the data in the ApproveRole control and will route the workflow to that specific role. See the workflow example topic determining the role at run-time.

Partial templates with prefixes and suffixes can be used to create a complex role such as floor-manager for workflow routing.

Email Address(No login required)

Use this field to assign a step in your workflow that is going to be performed by an anonymous user. This is a user who will not need to log into your tenant to perform their step. Let's say you have a Purchase Order workflow, where the Order Details are completed by someone in your company and one of the steps is routed to the customer for approval and signature.

• Edit the Purchase Order workflow in the Workflows Designer.
• Click on the step(s) anonymous users will perform. Click the  Edit Step Properties icon on the step then click on the Assignment tab or click the Edit Step Properties from the Assignment section in the Properties Navigator. This takes you directly to the Assignment tab.
• Enter a valid email address into the Assign to Email Address(No login required) field.
• will check if the address is entered in the correct format and notify the user if it is not.
• Only one email address is allowed.
• This field can use templatized strings to dynamically determine an email address at runtime. To enter a Control Template, type the opening curly brace - {followed by the name of the control that will contain the email address into the field. A list of fields from your workflow displays surrounded by curly braces). Selecting an option enters the control name into the field with the closing curly brace. Repeat these actions for additional steps in your workflow that are going to be performed by anonymous users.
  
• The workflow can be rejected to a task performed by 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 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 be templatized so you can see the email address of the recipient.
• The Who can start the workflow permission does not need to be set to Public. 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:
  
  
  

Refer to the Anonymous Participant topic or the Workflow Tutorial for an example.

Workflow Task Design Considerations

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. 

Here is a diagram that explains how step assignments define tasks:

Having an assignment to a workflow step strictly enforces the task boundary and it is applicable for the first step of workflow as well. This means to create a task for the first step simply configure the first step with an assignment. Designers can also define workflow level Access Control by selecting Custom in the Who can start the workflow property and entering user(s) or role(s).

When a task that is routed to templatized user, role, or email resolves to null or empty string, the task will be assigned to the "invalid-task-assignment" userId and a notification with be sent to workflow admin users (or tenant admin user if no workflow admin is configured.) This will enable workflow admin users to easily search mis-routed tasks assigned to the "invalid-task-assignment" userId and re-assign to valid user.

Anonymous Steps and the Audit Trail

If your workflow was created in a version of previous to v8.0, then the step performed by the customer (anonymous user) was designed by dragging an EMail or Anonymous Task step from the Palette and dropping it on the Workflow Designer canvas. Workflows designed in this manner will still work in v8.0 but the Audit Trail will show the task in a WAITING state.

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.

Setup Task Notification Email

When  generates a task and places it on a user's task list, a notification email is generated.  The email informs the user that there is something on their Task List that requires their attention. A clickable link to the task or the Task List depending on the template that you choose, is included in the email.

You can specify your own email subject and message. The message body can contain HTML and CSS, giving you the ability to generate nicely formatted emails. Form data values can be added to the message subject and body using control template names or workflow/special templates provided by .

The designer can also specify email address(es), user(s), and role(s) to receive a CC: of the task notification message. For tasks assigned to an Email Address (No login required), the task will be locked by the first user who clicks the {task.perform.url} link. Designers can help ensure only the intended recipient picks up the task by configuring a warning into the email message such as "A copy of this notification has been sent to your manager. Managers should not click the link above."

Access the Assignment tab for that step to customize the subject and message of the email the user receives.

• 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 workflow, workflow/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 workflow as a template. Selecting an option enters the control name into the field with the closing curly brace
    
    

  • 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
      

  • 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/workflow is located

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

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

    • {project.id} - The unique id associated with a given project (See Sharing Forms.)

    • {project.id} -The name of the project

    • {form.project.id} - The unique id associated with the project of the given form

Task Notification Email Links

There are two built-in Live Forms 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>

Space Specific URL

If you use a single  space for all of the activities in your tenant, an easy way to open task URLs in your preferred space is to set a Default Space for the tenant in the Manage Tenant page. Selecting a default space will cause task notification links to direct the user to the task and/or Task List rendered in the default space.

However, if you have multiple  spaces, you might want links to render in different spaces for different forms/workflows. 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.

You have a new task for New Hire. To access your task list,
please click on:
http://10.0.0.14:8082/frevvo/web/tn/mycompany.com/user/designer/space/mycompany/tasklist   

In this example, the url is the space URL with /tasklist appended to it. Users must be logged in for this URL to take them directly to their Task List in your space. On mobile, you will see a Back button rendered to take you back to the space. In both cases, the top browser URL is redirected to the appropriate menu item for your task list so the user will not have to click on the Task List menu tab to display it. If you do not have a task list menu item in your space, you'll end up at the space home page.

See the Email Integration topic for information on setting up email notifications for form and workflow submissions. This function uses a similar notification wizard.

The tenant admin can configure the from email address for task notification emails on the admin's Edit Tenant page.

Messages

Setup Task Information, Pending Messages and History Messages on the Messages tab.

• You can display the Messages tab in three ways:
  • Click on the step of the workflow, then click the  Edit Step Properties icon then click on the Messages tab.
  • Click anywhere in the Messages section in the Properties Navigator. This takes you directly to the Messages tab.
  • Click the  inside the Messages section in the Properties Navigator. This takes you directly to the Messages tab.
• Enter your customized text for each message in the appropriate field.
• Clicking on the down arrow shows a list of templatized fields from your workflow, workflow/special templates provided by  and Task Templates that you can use in the messages.
  • Type the opening curly brace - {- followed by the control name to enter a field from your workflow as a template. Selecting an option enters the control name into the field with the closing curly brace
• Click the Submit button to save the changes or navigate to another tab.
  
  

Task Information

When you save a partially filled workflow to continue it later or when  puts a task on your task list as part of a workflow, the task is accessed via your task list. This field controls the text that gets displayed in the user's task list. For more details, see the Using the Task List. This information gives the user(s) more details about the task that is waiting on their Task List. It also helps you to quickly find a particular task if you have a lot of tasks on your Task List.

This field can use templatized strings  for dynamic content, e.g. the Task Info can contain "Vacation Request for {FirstName} {LastName}" where FirstName and LastName are the names of fields in a form from a prior step in the workflow. Before putting the task on a user's task list,  will resolve the Task Info string using the actual values of the FirstName and LastName fields e.g. "Vacation Request for Tom Smith".  will truncate the Task Info data to 250 characters.

You access your Task List from your projects home page or from a  Space. You use the Task list to perform tasks assigned to you, to view a task's history, or search for tasks you've participated in — a tenant admin can also search for other users' tasks.

If the Task Information is the same for all the steps of your workflow, you can set it up on the workflow level. If you want the Task Info to show something different on a workflow step, select the step, select the Messages tab and set up your customized Task Information there. The Task Information on individual workflow steps overrides the default Task Info for the workflow for this step only.

Pending Message

Use this property to display different customized messages for each step of your workflow. Pending messages can be setup at the workflow or workflow step level. Setting this property at the workflow step level, overrides any default Pending Msg that is set up on the workflow level for all the workflow steps.

Designers may want to display different messages to the users submitting each step of the workflow. Templates can be used in the messages to provide dynamic content. The Pending Message is best explained with an example.

History Message

You can use the History Msg property to type a message e.g. {EFullName} requested leave starting {StartDate} for {NumberOfDays} days.  At runtime, will resolve this message using the data from the form and save it in the audit trail. The names in the {} must exactly match the names of the respective controls.

Use the Save on Navigation feature and the history message to log a new submission entry in the Audit Trail every time the workflow navigates to a new step, even if the current user has permissions (the correct role) required to immediately execute that step.

Configure a History Message on the step before the task to be performed by the anonymous user, if you want to see relevant information in the audit trail. The History Message can be templatized so you can see the email address of the recipient.

Rejection

Use the Rejection tab to:

• Specify if a user can reject a step in a workflow or if the step can be rejected to by other users or both.
• Customize the Reject button label on workflow steps that are configured to show one.
• Customize the Subject and Message for the email users receive when a task is rejected.

• You can display the Rejection tab in three ways:
  • Click on the step of the workflow, then click the Edit Step Properties icon then click on the Rejection tab.
  • Click anywhere in the Rejection section in the Properties Navigator. This takes you directly to the Rejection tab.
  • Click the inside the Rejection section in the Properties Navigator. This takes you directly to the Rejection tab.
• Check Reject to Here if the workflow may be rejected/reset TO this step.
• Check Reject from Here if the workflow may be rejected/reset FROM this step.
• If Reject from here is checked, When selected, sections to customize the rejection email will appear.
• Clicking the Submit button to save your changes.

Rejecting a Workflow

There are three types of rejection scenarios for workflows:

• Reject to Revise - The form is sent back to a prior workflow 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 the request from an Approval control, enter a status or comment and the workflow skips all subsequent steps and completes. A submission is saved into the Submission Repository. It is likely that you may want to implement some custom business rules to fill requirements after the of Reject to Discard 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 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 .

Reject to Revise (Easy Reject)

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. In-house customers should also make sure email is correctly configured. When a task is rejected, the user who it is being sent back to receives an email informing them of the reason for the rejection. The notification subject of this email is defaulted. The notification message and task history message are set to the specified reason provided by the person rejecting the task. The email shows task information specified by the designer.

Users designated as workflow admins can reject a task using the Reject button if configured or the Modify Task icon.

Configure the Reject button

To configure the Reject button on an step of a workflow, follow these steps:

1. Click on the step in your workflow where you want to configure the Rejection feature.
2. The Reject to Here checkbox is checked by default. Leave it checked if the workflow can be rejected/reset to this step. Check Reject to Here if the workflow may be rejected/reset TO this step. This
3. The Reject From Here checkbox is checked by default. Leave it checked if the workflow can be rejected/reset from this step.
4. If Reject from Here is checked, you can customize the label of the Reject button and the Rejection email. This is the label used for the Reject button displayed in the form at this step. You can use a template to dynamically set the label.
5. Clicking on the down arrow shows a list of templatized fields from your workflow, workflow/special templates provided by  and Task Templates that you can use in the rejection email Subject and Message.
   
   • Type the opening curly brace - {- followed by the control name to enter a field from your workflow as a template. Selecting an option enters the control name into the field with the closing curly brace
6. Click the Submit button to save the changes or navigate to another tab. Remember, if you navigate to another tab without clicking the Submit button, changes will NOT be saved.
7. Repeat these steps for each step of your workflow.
   

Configuring a Reject button on the first step of a workflow or for the steps in a multipage form/screenflow (steps fill out by the same user) serves no purpose. It is possible to reject to a step with a precondition, provided that step was executed and the precondition still holds.

When a user clicks the reject button, an embedded rejection page replaces the task form on the right side of the task list. This will happen on a desktop or mobile devices. To reject a task, the user selects the user/step that they want to send the workflow back to from the To:dropdown. and provides a reason for the rejection. Note the list contains prior workflow steps and the first and last names of the users who performed them. 

If a task is accessed from an email that uses the task.perform.url, the user will be taken directly to the task. If the task is then rejected on the desktop, the display rejection popup displays instead of the embedded rejection page.

Configuring Reject for Steps performed by Anonymous Users

Tasks assigned to an Email Address can be rejected from and rejected to, just like any step is the workflow performed by a logged in user.

Let's say you have a Purchase Order workflow where the PO is sent to the customer for signature. The designer can configure a Reject button on this step (anonymous) so that the customer can send the PO back to the sender for corrections before signing.

Subsequent workflow steps can be configured to Reject the task back to the customer, if necessary.

Configuring Reject for Screenflows

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. The customized rejection email will be sent when the Reject button is clicked on a 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 thedown 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.

Here is the default rejection subject and message. Notice the use of built-in templates to pull the following information into the email:

Subject: You have a new task for {flow.name}
Message: <p>This workflow was rejected back to you for further action.</p><p>The workflow was rejected by {subject.first.name} {subject.last.name} at step: {flow.activity.name}. The reason was: {flow.activity.reject.reason}.</p><p>You can access this task at <a href="{task.perform.url}">this link.</a></p>

In-house customers can modify the default subject and message values by changing the text in the web.xml file. Click here for the details.

Click here for an example showing how the Easy Reject feature works.

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.

Reject to Discard

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

• Approved
• Sent back to a previous step for corrections/more information (Reject to Revise)
  
• Rejected 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 workflow 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 workflow 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