Workflow Made Easy
Hello PerfectForms Community,
Today I would like to discuss adding a Workflow and Roles to your form. In order to provide a better learning experience, I will be splitting up the two topics over the next two posts. This week we will be discussing how to plan, layout, and apply conditional logic to your Workflow. Adding a Workflow in PerfectForms will enrich your skills designing forms and allow you to build a higher quality form with more automation.
To get started let’s begin planning your Workflow by writing down the Stages in the order they occur. As an example, I will map out a Workflow that could be used for a vacation request. I would begin with the following:
1. Request is made
2. Manager Reviews Request
3. HR Receives request
Now that I have those down I would map out the alternate possibilities. Please take a look at the picture below:
With our Stages written out, it is much easier to confirm the Workflow and make corrections or notes as needed. To get started on implementing your Workflow please load a form in the form designer and click the W button on the toolbar. The form will now transition to the Workflow view. There will be a blank Canvas with a Toolbox on the left and a property section on the right.
To add your Stages simply drag and drop from the Toolbox to the Canvas.
You will notice a couple things different from the drawn out version.
1. HR Reviews Request is a comment
2. The Approved and Denied Stages are a darker shade of purple
The reason HR Reviews Request is a comment is because the actual Stages are Denied and Approved. This is where the form will land after the Manager has made a decision. HR Reviews Request is the action that occurs when these Stages are reached. Denied and Approved appear darker due to having the Stages property set as a closed Stage. A closed Stage is used to indicate the form is at the end of the Workflow and is no longer actionable.
By changing the results of your process into Workflow Stages you are able to adjust the form’s properties, behaviors, and states to match the needs required by the next action.
Now that we have mapped out the Workflow we can account for the conditions that allow the form to follow the proper Path. On my Workflow model, I have indicated what should occur for the Path to be followed by applying a name. A name can be added by clicking on the Path, and adding a name in the Property panel to the right. To add a condition I will simply click on the Path desired and use the Condition portion of the Property panel to tie my Path to an object on the form.
As we have two potential Paths you will want to be sure to map both Paths to the corresponding options available to the manager. It is important to keep in mind the following while applying conditions to your workflow:
• Keep it simple
• Try to utilize only base a branches logic on Objects that provide ‘OR’ Statements
• Make sure ALL possible conditions are accounted for
• Make sure there are no Paths with duplicate conditions
Following these guidelines will ensure you never end up with a form stuck in an unexpected stage.
For more information on conditional logic please feel free to click HERE
Now that we have successfully planned, mapped out, and applied conditional logic to our form feel free to run through some practices until our next post. Over the next post, we will show you how to tie in Roles and Notifications. If you have any questions or comments please feel free to post them in the comments section below. Thanks for reading and happy form building.