Workflow Document Types
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.
Document types can be used when you want to accept submissions that are not from forms created in FormFlow - Forms.
Notice
If you wish to have your users fill out a vacation request form as a .docx file, you can have them upload that file and send it through a Workflow approval track.
Document types exist within a specific instance of Workflow. Once a document type has been set up, users can navigate to that instance of Workflow and directly upload the file to the designated Workflow approval track.
Navigate to the Workflow feature that you want to add the document upload to.
Note
This document upload will only be available on the instance of the Workflow feature you add it to.
Click on the Admin this portlet link.
Click on the Document Types tab.
Click on the Add document type link.
Enter the name of the document upload option in the Document Name field.
Enter a Description of the document type
Note
This is for administrative use only and only administrative users will be able to see it.
Enter or select a Start date that you want the document upload to be available to users.
Enter or select an End date that you want the document upload to close to users.
Select one of the following from the Assigned Track drop-down.
Choose Track at Upload, which allows users to choose a track when they upload the document.
Select a track for the document to be automatically added to when it is uploaded.
From the Type drop-down list, you can select one of two options:
Upload Document - Lets users browse and upload a document directly into Workflow to be submitted to a track. If you select the Upload Document option, proceed to step 12.
Document Based on Query - This option is available for clients who wish to create their own form that is NOT built in FormFlow - Forms but want the submissions to go through an approval process. This option allows Workflow to consume the data from their external form and gives them the ability to approve it through the Workflow process. To set up a Document based on query, administrators select a database then provide a custom SQL code to pull their data into Workflow.
If you selected Document Based On Query from the Type drop-down list, fill out the Database and Query fields.
From the Database drop-down list, select the database your SQL query will pull the external form's data from.
In the Query field, enter in the custom SQL code that pulls your external form's data from the database it is written to.
Click Save changes.