Setting Up Advanced Workflow Is Easy
Simply select the dropdown menu next to the app name and select the WORKFLOW switch. If you have existing apps then Workflow will be switched off by default.
We have 3 Advanced Workflow Scenarios:
1. Section Based Workflow "Wait For Completion"
Users are automatically notified and assigned a task after a previous section is completed. For example, if a field user were to complete the first section of an Inspection app and wanted to automatically notify the next user(s) to start work on the next section. Workflow sections can happen either sequentially (in order 1,2,3...) or be worked on at the same time in parallel.
To Setup, add a 2nd section to your app template and switch the "Wait For Completion" switch to on. Then "Add+" the user(s) or team(s) that you would like to be notified when the above section is complete. These assigned users will be assigned a task and be notified by email. If multiple users or team(s) is selected everyone will receive a task. As soon as this task is completed by one of the notified users it will be removed from all of the other user's task list.
Examples of using section based workflow:
- Shutdown/Turnaround workflows to reduce overall downtime
- HSEQ Incident forms to notify parties to take action or follow up
- Contractor/Employer work orders or field ticket as a way to improve collaboration
2. Element Based Conditional Logic Workflow
This is for when you would like to assign a task based on when a user selects a specific response to an app element (Yes/No, Mulitple choice, etc.).
For example, if a user were to select "NO" on a YES/NO element asking "Is the Fire Extinguisher in working condition YES/NO?" a task will be created and assigned to user(s) to take specific actions.
To set up, from your element's advanced options select the "Advanced" tab and click "Add Smart Response" and select the "Create A Task" Trigger Type. Define the Value e.g. Yes and then assign the User(s)/Team(s) that will be notified. You can also add additional comments to give the assigned users context to what has happened. An element can have multiple smart responses.
Examples of using Element based workflow:
- Asset Inspections to notify maintenance of failing assets
- HSEQ Audits for Pass/Fail specific actions
3. Approve / Reject Section(s)
This is an easy way to add approvals and rejections to all of the above sections. For example, for a vacation request app, the user asking for vacation will fill out the first section which might include the date vacation starts and date vacation ends, etc. When the section is complete it will automatically be routed to the assigned party for Approval or Rejection. All sections above the Approval / Reject section will be required to be Approved and Rejected separately. This enables the Approver to be specific on which section they are Approving or Rejecting.
If Rejected, the approver has the option to provide comments for the rejection and the section will be re-opened and a task will be re-assigned to the originator user(s)/team(s).
If Approved, the Approval section is treated like a workflow step and is market complete. The original user is not notified.
Examples of using Approve / Reject workflow:
- Work completed Signoff/Approvals
- Vacation Requests
- New Hire Requests
- Expense Requests
Tracking & Viewing Workflow Progress
You can quickly see the progress of how many steps are completed in your workflows by clicking the "View" tab and seeing the progress bar. This will show how many sections are complete and can be expanded to show what sections have and have not been completed.
Using Workflow From The Command Center Web Browser
When you are completing or viewing any of your activities you will see the status of the workflow steps on the left-hand side.
You must remember to "Submit" your activity for the workflows to be saved and trigger any tasks. If you complete a section or approve/reject a section nothing will happen until you "Submit".
Who Can Edit A Section
If a section is not assigned to anyone, any user in that activities team can update that section. Just like any app that doesn't use workflow.
If a section has assignee's (users and/or teams) only those assigned users can edit the section.
How To Complete Sections
Sections can be completed by assigned users once all required fields have been filled in. Sections can only be uncompleted by Admins or if the section is Rejected by an approver.
Assigning And Re-assigning Sections
Once an activity is created only assigned users to that section can assign/re-assign. Admin's are also granted the ability to assign/re-assign. This is the same for Approve/Reject sections.
Using Workflow From Mobile App (Apple/Android)
The same logic applies to the web browser. If you are offline and update to the activity, tasks are not processed until you receive an internet connection and synced.
• With Workflow OFF: Validation will not allow you to submit new activities (or save changes) if any of the mandatory fields are empty.
•With Workflow ON: Validation will allow you to submit new activities (or save changes) even if mandatory fields are empty. But It will not allow you to CLOSE/COMPLETE sections that contain empty mandatory fields.
As always, If you have any questions or feedback please do not hesitate to chat with us so that we can improve the Workflow feature or this article.