Create and Activate Workflow Templates

Design, Configure, and Publish workflows for each and every module in the system. For each standard template, you can define the number of activity steps and the also the responsible roles at each level of the workflow cycle.

The saved templates are then available for use by various stakeholders and groups across the project.

Step 1: From the Module Designer List View, open the module for which you want to setup the workflow template

Step 2: Access the Workflows menu within the module and click the Add new button on the page

Step 3: Provide a name for the workflow and click OK.

Result: The Workflow Designer opens an outline(workflow step blocks) for you to design the workflow.

In the Workflow Designer page, click on the step block and specify a name in the Step Property window. Observe a dotted outline appear on the step block when you select it.

In the Step Properties, select the webform for which the workflow action must apply, set the rules and actions to complete the workflow, and Save.

The system automatically sets the version number to the workflow template. The workflow version starts from version 1 by default.  

If you want to create a replica of an existing workflow, you can quickly create a new version of it. See Create a workflow version for details. 

Configure the workflow with rules mainly to determine how the workflow must run.

Depending on your organization's business process, you can choose to set up the workflow to enforce the stakeholders involved in the workflow cycle to "Confirm before submit". 

Stakeholders in the workflow have an option to skip confirming submission, if the setup is not mandated.

In the Workflow Step Properties, select the Confirm before submit checkbox corresponding to a step and Save your setting. 

Click on the action button next to the connector and specify the type of action to be performed on the step in the Update action pop-up window.

Complete the following steps in the Update action pop-up:

Step 1: Enter the Action name

Step 2: Select the relevant Status from the drop-down list

Step 3: Select the Settings checkbox to mandate entering the comments during form submission

Step 4: Click Ok

Define color-codes for the Workflow Actions in Step Properties. Note that the system allows you to configure only two colors(Blue and green or Green and Red) as primary and secondary colors for a current workflow definition.

The configured color codes reflect as action buttons during workflow execution for a project.

What Action does the color code indicate?

Blue - Submit

Green - Approve

Red - Return or Reject

Grey: Recommend to avoid or use sparingly as per business need

Click on the color code button next to Primary and Secondary labels and choose the color from the Palette. 

After you complete designing and configuring your workflow, you are ready to publish it.  

Save the workflow and hit the Publish button. A message appears asking you to confirm the publish. 

Click OK to see the workflow publish successful message.

During project execution, stakeholders can use the configured workflow actions that appear as buttons in form submissions.