Managing workflow additional fields

You can use WorkflowClosed A series of tasks generated based on an event or form submission. Builder to create additional fields to use in workflows. These fields are not related to adding custom fieldsClosed Custom fields can be created to use in risk models. for custom lists. For example, you can create a workflow additional fieldClosed An additional field is a User Defined Field (UDF) filed used in a workflow.: Is there a Conflict of Interest? The question can be asked as part of the workflow as a required taskClosed Part of a workflow that itemizes certain work to be completed. to be asked before moving on in the workflow.

Workflow additional fields are user defined fields (UDFs). They are used in review flow tasks, as placeholders in email notifications, or for user information. To create an additional fieldClosed A field is a way to input information, often a question., you add a Category then assign additional fields to the Category.

For example, your organization may want the fields listed here to capture information as part of one or more tasks.

  • What supporting documents did the third-party supply? The response is a dropdown list.
  • Is the Legal Determination complete? The response is Yes or No.
  • What is the third-party's contact secondary email? The response is an email entry.

Create a Workflow Category

Workflow user defined fields are grouped by Workflow Categories. The Workflow Category name appears on the task.

Follow these steps to create a new Workflow Category.

  1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
  2. From the left menu, select Manage Additional Fields.
  3. Select the button to the lower right of the Categories dropdown list. (The dropdown list includes Categories that have been created.)
  4. In the Create new Category dialog, enter the Category name and select Ok. End users will see the Category name on the workflows.

Note that you can select any of these buttons to edit, clone, delete, or search for a Category:

Edit

Clone (copy)

Delete

Search

Add Workflow additional field

Once the Workflow Category is available, follow these steps to add Workflow additional fields.

  1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
  2. From the left menu, select Manage Additional Fields.
  3. Select Fields .
  4. In the Additional Fields Editor, complete the following information:

    • Enter the unique Name and Description with detail about how or when to use the additional field.

    • Select Active to make the field immediately available to use in a task.

    • Select Is Read-only? to prevent the end user from making changes to the additional field.

    • Select a Data TypeClosed The type of third party, for example, Channel Partner, Vendor, Supplier, or DO NOT ENGAGE. if the field is not read only. Most data types allow you to enter a Default Value which will prefill the response. The end user can accept the response or change it.
      Data types include:
      • Text: The end user will enter text. Single line up to 1000 characters set in Max Length.
      • Date: The end user will select a date in the calendar widget.
      • Number: The end user will need to enter a number. No alphabetic or special characters will be allowed. Low Value and High Value are the lowest and highest numbers a user can enter. Decimal Precision is how many decimal lengths can be entered. For example, 2 allows a decimal length like 0.22.
      • List: The user must select one item from a list. Identify the list's Data Domain and Default Value which are lists and list values. See Setting fields and lists.
      • Multi-Selector List: The end user can select multiple selections from a dropdown list. Identify the list's Data Domain and Default Value which are lists and list values. See Setting fields and lists.
      • Decimal: The end user must enter numerical characters that are not whole numbers (like 10). Decimal Precision is how many decimal lengths can be entered. For example, 2 allows a decimal length like 0.22. Select Allow Negatives to allow for negative decimals.
      • Integer: The end user must enter numerical characters that are whole numbers. No decimals are allowed. Select Allow Negatives to allow for negative numbers.
      • Multiline Text: The end user has no limit on the size of the content entered. The area expands based on end user input.
      • Email: The end user can enter a single line text field which requires a value in an email format (for example, firstname@email.com).
      • Phone: The end user can enter a single line text field which requires a value in a US phone number format (for example, 555-555-5555).
      • Custom Format is not used at this time.

  5. Select Save.

Manage a Workflow additional field

  1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
  2. From the left menu, select Manage Additional Fields.
  3. In Categories, select a category such as Additional Fields.
  4. In the grid, select any of the following:
    Edit the field. Changes to additional fields and Categories do not affect workflows generated before the edits are saved.
    Delete the field. Once deleted, it cannot be recovered.