How to create, view workflow reports
Terms
Building the workflow
Configuring the steps
Configuring the 2 types of workflows
Workflow: a series of steps
Activity: a form to be filled on mobile or web
Job: an automated system action
Trigger: a system event
Step: A component of a workflow
Workflow Instance: A workflow that has been started
Workflow Report: A workflow with data
Activity Report: An activity with data
We have 2 types of workflow
Single step workflow
Multi step workflow
First go to the workflow section.
A workflow is made of three components:
Activities
Jobs
Triggers
In the visual editor(screen page edit workflow) you will see the list of available components. You can add them one after the other to form a workflow
When clicking on each step, you can define these parameters:
Can be Global, Teams, Single Team, Mobile Users, Single Mobile User.
It determines the various access which restrict the visibility and actions of the users who can see this step.
Manual or Auto.
Manual means the mobile user or web user will have need to select it.
Auto means the assignment will be done automatically by the system according to the rules defined
Put different numbers of each steps has to happen in different visits. For example if the step 1 is a pre order and step 2 a delivery, and both happen at different visits, put visit number = 1 for step 1 and 2 for step 2
Here you can define the linking between the variable of the step and any information from the workflow report or list item using the meta expression builder. To retrieve information from a previous step, just select the workflow report, the step and the field. To pass information between two steps, the question types need to be of the same type.
Define here if certain conditions should determine that the workflow goes to the next step with the meta expression builder.
How long the step is valid
The step is editable if the toggle is enabled for the mobile users to be able to edit completed workflows
If the step can fail
Workflows can be arranged in the order in which you want them to display on the mobile app by the help of a drag and drop function
For more information please View
We have 2 types of workflows
Single step workflow
Multi step workflow
A single step workflow contains only one step as shown below
When you click on the Sales step this is where you set the different parameters listed a while above.
Save changes and confirm for the step added to be effect
A multi step workflow consists of a series of steps, the steps can be as many as you want depending on your linked use case.
An example of a multi step workflow is an order and delivery workflow linked as shown below.
In the multi step workflow, the parameters are slightly different from the single step workflow.
Here the visit number in the first step, Order will be one and on the second step, Delivery will be two continuously depending on the number of steps linked
On the assignment rule, the first step, select the option manual which means the mobile user will need to select it.
On the second step, Delivery, this is dependent on the Order placed which will in turn trigger assigning of the delivery activity
In this step the you will select the scope of the environment. Assignment rule will be none since no activity will be assigned to a third assignee (Order & Delivery)
The visit number will be 2 since it is the second step of the linked workflow.
You will be required to fill in the meta expression builder with questions from the Order workflow activity questions in order for the filled questions when order is made to autofill in the delivery activity once assignation occurs as shown below
Just below the questions in the workflow activity we have the condition for execution of step. This is where you set the condition linking the two linked steps
Here you define certain conditions that should determine whether the workflow goes to the next step with the meta expression builder.
Once done configuring save changes and confirm for all the changes done to effect.
Building the workflow
Configuring the steps
Configuring the 2 types of workflows
Terms
Workflow: a series of steps
Activity: a form to be filled on mobile or web
Job: an automated system action
Trigger: a system event
Step: A component of a workflow
Workflow Instance: A workflow that has been started
Workflow Report: A workflow with data
Activity Report: An activity with data
We have 2 types of workflow
Single step workflow
Multi step workflow
Building the workflow
First go to the workflow section.
A workflow is made of three components:
Activities
Jobs
Triggers
In the visual editor(screen page edit workflow) you will see the list of available components. You can add them one after the other to form a workflow
Configuring the steps
When clicking on each step, you can define these parameters:
Scope.
Can be Global, Teams, Single Team, Mobile Users, Single Mobile User.
It determines the various access which restrict the visibility and actions of the users who can see this step.
Assignment Rules
Manual or Auto.
Manual means the mobile user or web user will have need to select it.
Auto means the assignment will be done automatically by the system according to the rules defined
Visit number
Put different numbers of each steps has to happen in different visits. For example if the step 1 is a pre order and step 2 a delivery, and both happen at different visits, put visit number = 1 for step 1 and 2 for step 2
All the variables of the activity of that step
Here you can define the linking between the variable of the step and any information from the workflow report or list item using the meta expression builder. To retrieve information from a previous step, just select the workflow report, the step and the field. To pass information between two steps, the question types need to be of the same type.
Condition for execution of the step
Define here if certain conditions should determine that the workflow goes to the next step with the meta expression builder.
Validity time
How long the step is valid
Is editable
The step is editable if the toggle is enabled for the mobile users to be able to edit completed workflows
Allow failure
If the step can fail
Arrange workflows
Workflows can be arranged in the order in which you want them to display on the mobile app by the help of a drag and drop function
For more information please View
Configuring the two types of workflows
We have 2 types of workflows
Single step workflow
Multi step workflow
Single step workflow
A single step workflow contains only one step as shown below
When you click on the Sales step this is where you set the different parameters listed a while above.
Save changes and confirm for the step added to be effect
Multi step workflow
A multi step workflow consists of a series of steps, the steps can be as many as you want depending on your linked use case.
An example of a multi step workflow is an order and delivery workflow linked as shown below.
In the multi step workflow, the parameters are slightly different from the single step workflow.
Here the visit number in the first step, Order will be one and on the second step, Delivery will be two continuously depending on the number of steps linked
On the assignment rule, the first step, select the option manual which means the mobile user will need to select it.
On the second step, Delivery, this is dependent on the Order placed which will in turn trigger assigning of the delivery activity
In this step the you will select the scope of the environment. Assignment rule will be none since no activity will be assigned to a third assignee (Order & Delivery)
The visit number will be 2 since it is the second step of the linked workflow.
You will be required to fill in the meta expression builder with questions from the Order workflow activity questions in order for the filled questions when order is made to autofill in the delivery activity once assignation occurs as shown below
Just below the questions in the workflow activity we have the condition for execution of step. This is where you set the condition linking the two linked steps
Here you define certain conditions that should determine whether the workflow goes to the next step with the meta expression builder.
Once done configuring save changes and confirm for all the changes done to effect.
Updated on: 07/11/2023
Thank you!