Using Workflow Builder

Administrators use Workflow A series of tasks generated based on an event or form submission. Builder to create workflow definitions, which are templates for workflows. Workflow definitions include the tasks to be performed under identified conditions.

For example, you may have a workflow for the following types of tasks:

• Gather information from users
• Provide instructions
• Record approval or rejection decisions
• Send a reminder to complete an activity
• Send a notification
• Send form A form is a questionnaire to gather information. invitations

This topic includes the information for administrators to set up and maintain workflows.

For workflow activities for end users, see Completing a workflow task and Using workflows.

Getting started

The steps to implement a typical workflow follow.

1. Create the workflow definition The template used to build a workflow which is the outline of tasks that must be completed. framework, which will be finalized later. See Example of a workflow definition and Managing workflow definitions.
2. Create user queues Queues identify tasks users can take ownership of, and which user(s) receive task-related emails. A workflow queue can be a single user or a group of users., which can include one or multiple users. Tasks in a workflow can be assigned to a queue for any user in the queue to complete. See Managing workflow user queues.
3. If applicable, create draft notifications to send email notifications as part of workflow task completion. See Managing notifications.
4. If applicable, create snippets to reuse predefined tasks or groups of tasks for multiple workflow definitions. Snippets can be conditional snippets A conditional snippet is used to evaluate workflow conditions that, if true, the designated task is inserted. that trigger task inclusion based on conditions. Using workflow snippets is optional but can save you time for tasks you use in multiple workflows. When you create a snippet A predefined task or group of tasks that can be inserted into a workflow or workflow definition. Snippets are created and managed similiar to how workflow definitions are created and managed., you will be asked to assign the snippet to a workflow definition. See Managing workflow snippets.
5. Finalize the workflow definition, including adding the conditional snippets and notification assignments. See Example of a workflow definition and Managing workflow definitions.
6. Finalize and test the workflow definition.
7. Add queue assignments.

Also see:

• Managing workflow assignments: A workflow assignment A workflow assignment is a rule that tells the system what workflow definition should be used under which circumstances (for example, the creation of a Third Party or the submission of an Intake Form). automatically tells the system when the workflow definition should be based on a form submission or event.
• Managing workflow additional fields: Add additional fields which are user defined fields (UDFs). These can be used in review flow tasks, as placeholders in email notifications, or for user information.
• Configuring Workflow Lists, Values, and Attributes: Use Workflow Builder to add custom lists and values to use in a workflow definition.
• Configuring Workflow Category and Workflow Subcategory: Organize your workflow definitions by categories and subcategories you create.
• Adding workflow statuses: Workflow Builder comes with three statuses: Initial/Active, Complete, and Withdrawn. You can create other statuses.