🔎 How workflows work

You can link a workflow with a form in order to create a lifecycle with multiple states to corresponding submissions. 

Below is an example of worklow:

The submissions will be created in the "Creation" state. Instead of having the usual "Save" button, you will be able to parameter 2 buttons with naming & color of your choosing. One of them will allow you to keep the submission in the "Creation" state, the other will allow you to send the submission in the "First validation" state.

The state of a workflow can be deducted from its color in the different views, but also on the top of the screen when you open the submission. 

When a submission gets in a final state (states with a circle), here "Validated" or "Canceled", the submission is archived. It is not possible to edit it anymore, except if you are an administrator.

The transition buttons between states are customizable. Their visual aspect is (icon, label, color), but it is also possible to apply a condition to it, which allows you to define who is allowed to work on submissions in this state.

This feature has been designed to allow your team to work on the same job in multiple phases.

🖥️ Workflows set up

In the form builder, there is a button in the toolbar located at the top right of your screen: "Workflow" 

In this menu, it is possible to select a workflow amongst our workflow library. When you select a workflow, a graphical representation is displayed. 

You can then decide for each transition: 

• Label
• Color
• Icon
• Condition to display the button

If the condition is not met, the button will not appear. By using conditions on the current user, it is then possible to choose who can send a submission from one state to another.

It is also possible to create conditions based on the workflow state of the submission. This can allow you to make certain fields active only when a submission is in a specific workflow state.

👀 Advanced features for workflows

Administrator mode

Administrators can save a submission without going through a workflow transition? To do so, they need to click on the "Enable administrator editing" button when they open a specific submission.

Additionally, an administrator can do a "Mass update" of the submissions' workflow state, without having to go through the transitions. To do so, in the table view of the submissions, they need to select the submissions, and select Actions > Modify. 

After selecting "Modify", a new window pops in that allows you to select the field you want to modify. Click on the button "Field to edit", then select "Workflow state". 

The final step is to choose the workflow state that you want to migrate the submission into. 

Once the correct state is chosen, you can then apply the modification by clicking on "Modify".

State availability

The submission's state is compatible with:

• Submission's representation
• Back office filters
• Custom tables

Assignations

Specific case, if your form possesses a workflow and an assignation. Once the submission reaches a final state, it is not updated anymore and does not count in the subscribed users' max submissions' quota.

❗ Specific rules for workflows

• Workflows are not compatible with tasks, submissions broadcast, and contexts.
• It is only possible to duplicate a submission when it is in the initial state fo the workflow.