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 complete. For example, this would be the case 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 be worked on either sequentially (in order 1,2,3...) or 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 notify when the above section is complete. These selected users will be assigned a task and be notified by email. If multiple users or team(s) are added, everyone added will receive the assigned task. As soon as one of the users completes the assigned task, all other users will have the task removed from their 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 the user(s) to take specific actions.
To set up, from your element's advanced options, select the "Advanced" tab. Then, click "Add Smart Response" and select the "Create A Task" Trigger Type. Define the Value (for example, "Yes"), and then assign the user(s)/team(s) to 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. A task will then 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
New Hire 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 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.