When a form has a workflow, it is possible to configure an assignee & subscribers for each submission of the form.
Assigning a submission
The assignee can be configured through a field of the form. It is then possible to directly choose the assignee by filling the submission. The assignation allows you to define which user is supposed to work on the submission.
As an assignee, the user receives every modification done on the submission in real-time (if he/she is connected to the internet).
The assignee is defined in the workflow page of the form builder.
Subscribe to a submission.
From a functional perspective, a subscriber has more of a viewing role than an active one on the submission. The subscribers can be defined through automations.
There can be more than one subscriber to a single submission.
Subscription vs assignation
From a technical perspective, the assigned & subscribed users will receive submissions update the same way. From a functional perspective, the setup is different.
At a time T, a submission can only be assigned to a unique user, whereas multiple users can subscribe to it. You can assign a submission to a colleague, but except with automations, you can not create subscribers for any other user.
When an assignee changes, the former assignee is not receiving the updates of the submission anymore. He must subscribe to be able to follow the changes done on that submission. However, adding a subscriber doesn't unsubscribe the current subscribers. It remains possible to unsubscribe from a submission (through another automation).
❗ Points of attention
- The assignee & the subscribers receive automatically updates of the submission. If they had previously saved a draft on their device, and if the submission is updated by any other means (modification by another user, mass update, form migration), the submission will be updated on the mobile and the draft will be deleted. It is recommended to act with caution when updating submissions.
- If a submission possesses an assignee, it doesn't prevent other users from accessing the submission and modifying it if needed. It is however possible to prevent anyone but the assignee from saving the submission by using permissions on the workflow transitions.
- If you are assigned/subscribed to a high number of submissions, it can make the synchronization rather long. We decided to limit to 1000 the maximum number of submissions to which a user can be assigned or subscribed. The objective of this limit is to keep a good user experience.
- In order to avoid having too many submissions assigned or subscribed to a user, we will benefit from the final states of the workflows. In fact, when a submission is in a final state of a workflow (represented by a circle, and not a square), it can not be modified anymore. This means the submission can not be updated anymore, it is archived. This submission will not count anymore in the limit of subscriptions/assignations of the user.