Overview
Tasks can be automated through Global Workflow. This will enable the automatic creation and dispatch of a task based on what a user inputs on a form.
For example, if an inspector indicates an electric issue on an inspection form, it would trigger the automatic dispatch of a task to an electrician. You can also have custom task forms for specific fields throughout the inspection form.
In this way, the inspector would not have to create a task on the spot for each issue that needs corrective action. In fact, the inspector doesn't even need to be aware that a task was assigned. This helps streamline and standardize your corrective action processes.
How to Automate Tasks With Global Workflow
- Go to the Global Workflow page in the Portal (Workflow > Global Workflow).
- Select + New Workflow.
- Name your workflow.
- Under When the following form is submitted, choose your main form from the drop-down menu.
- Under Perform these actions, select Create New Task.
- Follow the steps in the Create New Task window to set up your task.
- Give the task a name, select your recipients, choose your task form, and provide further instructions and details (due date, location, status, etc.).
- If you would like to notify the recipient of the task, select Email for Notification Type. Otherwise, select None.
- Select the green Add Field button when applicable to map the inputted details of the main form to this task.
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- For example, you could map a field where a user indicates an issue (e.g., Electrical Failure) to the title of the task. Then, the title of the task would automatically be the same as the issue reported on the form (e.g., Electrical Failure).
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- Select Test to try out this new action or Save when done.
- Back on the New Workflow window, select Add Conditions to create a trigger for the task based on the condition of the form's status, a specific form field, or a form alert.
- Select Add when done to finish creating the workflow.