Pre-requisites:
You must have the 'Manage Workflow Rules' role privilege on the project where a workflow needs to be set up.
The steps to create a new form workflow are mentioned below:
1. Navigate to the 'Workflows' tab and select the project in which a new workflow needs to be created.
2. Click the 'Create Workflow Definition' button to create a new workflow.
Alternatively, right-click on the project name and select the 'Create Workflow Definition' option.
3. Capture the required details in mandatory fields.
Workflow Name - Name which you want to give to the new workflow.
Description - Enter a brief description of the new workflow.
Workflow Context - Select 'App' as the workflow context.
App Type - You must select a form type. Active form types will be provided in a drop-down menu. The workflow does not support controller-based form types. If a non-controller-based form type is converted to a controller-based form type after the workflow is configured, it won't execute for forms of that type.
Total Workflow Days (Optional) - Total length of the workflow in number of days.
Once done, click 'Create' to create a new workflow record.
4. The visual workflow designer screen appears. As mentioned in step 4 under the 'Create Workflow for Files' help article, various shapes appear in the shape repository on the left panel.
5. Example Scenario
Let us create an example workflow using the above shapes as per the process mentioned below:
5a. The workflow starts when a new form is created.
5b. The system must automatically change the newly created form's status to Ready to Respond.
5c. The workflow ends when the form recipient responds to the form within 3 days.
Steps to create workflow as per the above example:
5.1. Drag and drop the 'Play' shape onto the drawing board to create a new workflow. This is the starting point of the workflow.
5.2. Drag and drop a connecting object (arrow) from the start event.
5.3. Add a new system task connected with the start event using the previously mentioned connecting arrow.
5.4. Once the new system task is added, you must configure its properties.
Name - Key in a name for this system task.
Description - Enter a brief description of this system task.
Task Type - Select a task type you want the system to perform. In this example workflow, it will be the 'Status Change' task. (It is assumed that a system task has already been created for the 'Status Change' task type under the selected project.
If no system tasks are created in advance, you won't be able to set the 'Task' property, leading to a validation error while trying to publish the workflow.)
Click here to understand how to create a system task.
See below for a list of supported system tasks:
Context | Supported System Tasks |
App | Distribute Apps Execute Groovy Script Email Notification Status Change Clear Tasks |
Task - A pop-up will appear based on the selected task type. Select the Config Name that corresponds to the selected task type.
5.5. Similarly, add a new user task for form recipients to respond to the form and configure its properties using the 'Respond' task, allowing them 3 due days to complete it. This user task should be connected with the 'Status Change' system task via the connecting arrow. Only 'Respond', 'Assign Status' and 'Distribute' tasks are currently available in user tasks while creating form workflow definitions based on form settings.
Name - Key in a name for this user task.
Description - Enter a brief description of this user task.
Task - Select the task you want the user to perform. In this example workflow, we will select the 'Respond' task. See below for a list of supported user tasks (applicable based on form settings):
Context | Supported User Tasks |
App | Respond Assign Status Distribute |
To - Select the user who needs to perform the above task. You can also select multiple users. In this example workflow, choose the names of users who should respond to the form.
If you need to assign a task to multiple users, you can choose roles and organisations instead of individual users.
Views - Select a form view that should be available to the user while performing the 'Respond' task. The form views will only be available based on the views created in the concerned form template.
Due Days - Indicate the days you wish to allow the user to complete a specific task. Please enter '2D' if you want to provide two days.
Workflow Transition Condition - Select an appropriate option from the dropdown.
'Wait for all users to complete task' - The Workflow will halt until all selected users have completed their tasks.
'Proceed after any one person completes task' - The Workflow will start progressing when at least one user completes the task.
5.6. Drag and drop an end event, linking it to the 'Respond' user task. This indicates that the user task's output serves as the input for the end event.
5.7. Now the workflow is fully configured & you need to save it by clicking on the 'Save' button at the top left. The completed workflow is shown in the image below:
5.8. In case you are using a flow condition, below is a list of supported parameters:
Context | Supported Parameters in Flow Condition | Actual Name in Flow Condition | Supported Values |
App | App Status | status | Auto populated |
| Dynamic ADecision Variable | dynamicADecisionVariable | 1 to 99 (Numeric) |
6. The system will prompt if the workflow needs to be published now or later. Once a workflow is created, it needs to be published to be able to run it.
Click 'Yes' to publish the workflow, or click 'Later' to publish it later.
7. After clicking 'Yes' to publish the workflow, you are prompted to create a trigger event for the new workflow.
If you save a new workflow created in a project template, this option to configure triggers won't be available.
8. Click 'Yes' to configure a trigger event for this workflow. To learn how to create a trigger event, click here.
9. Once the trigger event is configured, the workflow is ready to use and will start working the moment the trigger event occurs.
Based on the scenario mentioned in the above example workflow, the status of any newly created form will be automatically changed to 'Ready to Respond' based on the system task configured. The form will then be distributed to the recipient, who will be assigned a 'Respond' task and a 3-day timeline to complete the task. The workflow concludes when the recipient user completes the assigned task.
For any form configured with a workflow, if you perform an activity unrelated to that workflow, the form will function according to its design and settings. For example, on an RFI form, the workflow is set up to assign a 'Respond' task to users A and B. However, if user C tries to respond (permitted by the form settings), then user C will receive the default 'Respond' view of the selected form type instead of the specific view that users A or B would get to see while responding.
Note: A single project or a template can contain a maximum of 2000 workflow definitions. This can encompass workflows of all types, including files, forms and custom objects.
Next Article: Create a Workflow for Custom Objects (in a Project)