Global workflow enables complete control over the end-stage actions of your collection process account-wide. Global workflow aims to allow workflow actions globally across many or all of your forms, as the name suggests. Previously, workflow and delivery actions after data submission were required to be configured individually for each form. For example, if there were 100 forms in your account, you would have to build a workflow action into each of those forms, even if they were the same action. This process would get time-consuming to manage. Imagine changing the recipient on your workflow for each of your 100 forms!
Global Workflow fixes this problem; You can now create a workflow action for multiple forms. In addition, global workflow provides a variety of data delivery actions and integrations for your reports after forms have been submitted. With Global Workflow, you can control the delivery actions of all documents submitted within your account with just a flip of a switch.
Global Workflow is defined by action sets that are governed by conditions. There is no limit on the number of conditions or action sets applied to a single workflow. Nor is there a limit on how many workflows you can save in one account. This leaves the combinations endless and fully customizable to your business needs.
For instance, suppose you are filling out an inspection form, and something failed the inspection. In that case, you could use that inputted data to automatically send a repair form over to your maintenance team to handle the issue. Another helpful Global Workflow application could be to review a completed form and edit it before the form is finally submitted. This action can be beneficial if multiple users fill out the form in different stages. In that case, you can "pass" the document along to users as they complete their sections.
Important Note: When setting up your forms for global workflow, it is necessary to organize and label your field keys universally. If your field keys are not in sync, the data will not be able to be seen or processed globally. To avoid these downstream errors please read this guide.
Important Note: Global Workflows created on top of Legacy workflows using the ANY action could unknowingly lead to workflow action duplications.