Form Builder Part 3: How to add workflows

In this video we’re going to learn how to add workflow steps to a form and configure each step to go to different people.

Let’s get started.

We’ll begin by editing the incident report form that we built in a previous video. As you can see, we already have the first step of the workflow built, and we’ve named it the Initial Incident Report. In this example we’re going to add two additional steps to the workflow. When a worker submits the initial incident report in the field, we’d like the form to automatically go to that person’s supervisor for review, and when the supervisor is finished with it, we’d like it to go to the safety team for them to complete their investigation.

The first thing we need to do is add our additional two Workflow steps.

Then we’ll name each of these sections. We’ll call the first one Supervisor Review, and the second Investigation Details. Let’s build out the questions for these sections before we configure the workflows.

Next, we need to configure the workflow for each of these steps. To do that, we select the Supervisor Review step and go to the Workflow Configuration. We then need to select who should be able to fill in this step. We’re going to choose the supervisor from another step. Then we have to tell the system whose supervisor we’re referring to. In this case we’ll want it to go to the supervisor of the person who submitted the Initial Incident Report. So, we’ll select that from the dropdown. Then we’ll save our changes.

Now whenever the first step of this form is submitted it will automatically show up in the to do list of the employee’s supervisor. The supervisor will be able to review the information that was submitted in the first step before filling in his section of the form and submitting it, or alternatively, he can choose to send it back to the employee with comments. Next, we want to configure who the third step of the workflow goes to. In this case we’re going to assign the investigation details to three people, all of whom are members of the safety team. So we’ll choose Andy the Admin, Owen the Owner, and Sally the Safety Manager. Then we’ll save our changes. Now whenever a supervisor review step is submitted, this form will automatically show up in the To Do List of these three people. Each person will be able to open the form on their own device and see everything that was submitted in the previous steps, as well as any comments that were added. Each of these people can then work independently to fill in the investigation details section, and they’ll be able to see each other's saved changes to the form. Once the investigation has been completed any one of these three people can submit the form on behalf of all three. The form will then be archived in history because this is the final step of the workflow. Let’s save and publish, then we can take a look at this form in action.

We’ll start by having William the Worker submit an Initial Incident Report. He fills in all of the details of the incident and clicks submit. As soon as Willam submits the form it immediately shows up in Sam the Supervisor’s To Do List. Sam can then view all of the information William submitted, fill in his own section, and then send the form on to the next step in the workflow.

Here we can see that the form is now assigned to Sally, Owen, and Andy. They can each review the previous steps, fill in the investigation details and then complete the form so that it goes into history where it’s available to be viewed at any time.