Connect FormFlow Forms to Workflow Tracks
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Connecting your FormFlow form to a Workflow approval track allows you to set up an approval process for the form's submissions. For example, you can set up a track to approve or reject requests for parking permits.
To connect your FormFlow form to Workflow, you will need to do the following:
Set up Workflow Configuration in FormFlow - Forms
Add a rule to a question/button on the FormFlow form to direct submission to Workflow track
Log into the Campus Portal as an administrator.
From the FormFlow - Forms feature, click Manage Forms.
Click on the form that you would like to configure for Workflow.
From the Form Admin toolbar, click the Tools drop-down menu, then select Workflow configuration. The configuration page appears.
From the Track drop-down list, select the Workflow track you would like to configure.
From the Submitter's Email drop-down list, select the Unique ID of the corresponding email question on the form.
Note
It is not necessary to map data to the Submitter's Email data point if you are already mapping an ID Number to another Workflow data point (step 7). However, the Submitter's Email configuration is beneficial when a user is not logged into the Campus Portal when filling out the form. To properly map data to the Submitter's Email data point, the form must have a question that asks for the user's email address. This email question's Unique ID can then be selected from the Submitter's Email drop-down list.
If a data point was added to the Workflow track when it was created, a drop-down for the data point will appear below the Submitter's Email field. From that drop-down list, select the Unique ID of the question/field whose data you wish to map to the Workflow track's data point.
Repeat steps 5-7 to configure any Workflow tracks that the form could potentially be sent to.
Note
A Formflow Form submission can only be sent to one Workflow track.
Once you are finished, click Save.
Note
Be sure that the Workflow track has been configured in FormFlow's Workflow Configuration (Admin Toolbar | Tools | Workflow Configuration).
Log into the Campus Portal as an administrator.
From the FormFlow - Forms feature, click Manage Forms.
Click on the form that you would like to configure for Workflow.
Right click on the button or question that you would like to determine what Workflow track the document is sent to and select Properties. The Edit item pop-up appears.
From the Select section to manage drop-down, select Rules.
Click the Add button.
From the first drop-down, select If answer value is. In the right to the right of the drop-down, enter the value *.
In the drop-down beneath the If answer value is drop-down, select one of the workflow options:
Workflow: Add to track queue adds the submission to a selected track when the specified conditions are met. Once selected, you can select the appropriate workflow track from the drop-down that appears.
Workflow: Remove from track queue removes the submission from a selected track when the specified conditions are met. Once selected, you can select the appropriate workflow track from the drop-down that appears.
Workflow: Set track sends a submission through a single workflow track and ignores any other workflows you may have set up.
Caution
Do not select this option if you want to send a submission through more than one track.
Click the Add button to repeat Step 8 for each potential workflow a submission can be sent to.
Click Save changes.
Yes. In FormFlow - Forms, you can create a rule on a question, such as a drop-down question, that will direct the form submission to a specific Workflow track based on the answer that is submitted. For example, you can set a rule that will send all applications for applicants pursuing a doctoral degree to a separate approval track than those submitting applications for undergraduate degrees.
Yes. When you add a rule to a button or question, you can specify which workflow tracks you want the submission to be associated with.