Before a form can become Active,
- at least one workflow must be assigned to the form.
- A workflow can be as simple as designating a recipient who will receive all form data, or it can be as complex as involving multiple approval, notification, and freeflow steps. Since multiple workflows can be assigned to the same form, district and school form creators can collaborate to build one form that meets various needs.
- the workflow MUST have a designated recipient on the General tab for the workflow or at least one approval step on the Workflow tab.
To add a workflow to a form, click the Add Workflow button. To begin editing a workflow, double-click the title of the workflow you want to modify.
On the individual workflow General tab, you can make a form available only to certain schools by selecting from the list provided. If the form will be used across the district, leave All Schools selected. You can also designate a form recipient on this tab. Recipients can be individual staff members and/or group members.
To add a recipient to a form:
- Click the Add Group or Add Staff Member button in the bottom right corner of the page.
- Search for the group or person you want to receive the form once the workflow is complete.
- Click Select User or Select Group to add.
- NOTE: A form recipient can run reports on the form once the workflow is complete.
On the individual workflow's Workflow tab, you will build a workflow that will be associated with the form.
- Approval Step - designate individuals, system groups (grade levels and content areas based on user profiles), or custom groups and ability to Limit to Campus or Require All approvers to approve the step
- Notification Step - designate individuals, system groups (grade levels and content areas based on user profiles) or custom groups and ability to Limit to Campus or Require All approvers to be notified
- Freeflow Step - non-restricted chain of approvers until last person in freeflow step pulls the document back into the workflow by clicking the Continue Workflow button in the toolbar
- Delete Workflow Step - remove the selected step from the workflow
- Move Workflow Step - Rearrange the order of steps by using the blue arrows on the toolbar
- Verify Workflow - Allows document administrators to verify workflows for individual schools and view which users are affected on each campus for each step. This allows form creators to modify workflows/groups based on trouble steps that appear with Xes and yellow caution signs.
- Workflow Reprocess Button - Pushing the Reprocess button trigger the system to go through all of the documents that have been started and have not been completed (or are still "in progress") and will attempt to update the workflow. Pushing the button can place an intensive load and strain on the server, depending on how many incomplete documents are in the system when the button is pushed. The Reprocess button should be clicked only after you have finished making all of your changes to the workflow. It is not a Save button and does not need to be clicked after each workflow step has been edited. This button will not go back and change forms retroactively. If the form is complete or the edited workflow step has already been completed, then the form's workflow will not change.
- Situations when you need to click the Reprocess button on a workflow:
- The list of affected users in an approval or freeflow step has changed
- An approval or freeflow step has been deleted
Sections allow form builders to assign particular questions to specific approval steps in a workflow. The default nature of a form allows the form submitter or requestor to fill out every question. However, you can limit certain questions to only be filled out by staff in a particular workflow step.
- Start by clicking Workflow Sections in the Workflow tab.
- Use the green plus icon to add as many sections as needed. Remember that each additional section can apply to multiple questions. Use the red X to delete unwanted sections.
- Use the drop-down list on the right to assign each question to a section. Each question could be assigned for the Requestor to complete, Anyone to complete, or a specific section assigned to an approver to complete.
- Once sections are created and assigned, you can assign them to a particular approval or freeflow step when editing a particular workflow.