Workflow Stages Part 2 of 5

Workflow Design Software – Form Design Forum WorkFlow Workflow Stages Part 2 of 5

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    Hello PerfectForms Users,
    As promised we will be continuing with workflow stages. Today we’ll be going in to depth about connecting stages in a workflow, and how to add conditional logic with behaviors.

    The connection between stages is sometimes called path which can be thought of as a highway to your next stage. You are able to choose the direction driven and which exit to take in order to arrive at the proper location. Learning to utilize the features that apply to these paths will allow you to build advanced workflows that drive forms to the proper location. This means less chance for error, less man hours in a process, and notifications that are more meaningful. To apply a path to a workflow you will hover around the edge of a stage until a yellow dot appears. By clicking and dragging the yellow dot you can connect multiple stages, each path will have an arrow side to show you the direction it will follow.


    The path between stages can be simple or form designers can leverage more complex decisions to route the forms. Conditional logic is a set of rules you apply to a path that will allow for proper routing. The reasons you would apply conditional logic are the following:

    -A workflow does not have a linear design
    -You would like to route to other stages if certain selections on the form are made
    -Different notifications need to be triggered based on criteria entered on the form

    By applying logic to the workflow path you can automate your routing. Let’s say I have two purchase orders:

    -Purchase order 1 is $2,000
    -Purchase order 2 is for $14,000

    In this company anything greater than or equal to $10,000 needs to be approved by the CFO before proceeding to purchasing. By following the diagram below purchase order 1, and purchase order 2 would follow the proper route when submitted.


    To configure our example you would begin by dragging three stages onto the canvas and rename them accordingly. Now connect enter order to CFO approval, enter order to purchasing, and CFO approval to purchasing. The conditions for your route would be configured by doing the following:

    -Click the path from enter order to CFO approval
    -Click the “Simple” radio button
    -Select the numeric field on the form you have tied to the total
    -Select greater than or equal to in the drop down
    -Enter 10000 in the condition box

    The path connecting enter order to purchasing will not need any logic as the default setting is “Always if no other condition is met” as well as the only other path.


    Now that you know where and how to set up conditional logic we can talk about placing behaviors on the path. The benefit of placing behaviors on a path is they run only when followed after the form has submitted. This is the ideal location for notifications as these commands do not depend on the browser. Browsers vary in behavior and can loop code or run it based on guesses. When issuing notifications this browser behavior can cause failed notifications or multiplied notifications. By placing a notification in the workflow you remove the browser from the equation as it runs the notify command from the server. Simple branches or multi-branches can be built to add further variation to your notifications depending on situation and need. To add a behavior, click on the path you wish to modify and select “Edit” in path properties. You should now see a new canvas that resembles adding behaviors in a form. Drag on the behaviors you will need, and manipulate them the same way you would with a form behavior.

    Tip: Any behaviors located on the workflow that modify information in the form will not be saved. This means you will not want to set fields or properties in the workflow as any results desired will not write to the database.

    Thank you for your time today, if you have any further questions please feel free to post below.
    Happy Form Building!

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