Workflow Examples

Overview

FastField offers a range of options to tailor the workflow of your forms, giving you full control over where the forms are sent and who receives them. In this article, we'll explore three common workflow examples to help you optimize your form management:

1. Pass-Off Workflow
2. Conditional Workflow
3. Approved/Not Approved Workflow

 

Pass-Off Workflow

The pass-off workflow is ideal for cases where forms need to be reviewed by different departments or individuals in a specific sequence. With the forward action, you can seamlessly send the form from one person to another in a linear manner.

For instance, a form might first be completed by a technician and then forwarded to an estimator for review.

To set this up:

1. Select the blue Delivery button in the Form Builder.
2. Drag and drop the Forward action to the Form Submit Actions column. You can rename the center column to reflect your action (e.g., Technician Forwards to Estimator).
3. On the right-side column, you can enter the user or users you want to forward the form to, along with a message to appear in the app and an email to be sent notifying the receiving user.

 

Once the ­Forward is added to the workflow, you may notice Form Submit Actions (2) appear under the forward. You can then use this to add another workflow to your submission. This second workflow will only be applied to the second submission and not the first.

For instance, in the example below, we've used the Email Submitter workflow option. This workflow will allow for the report to be sent to the second user sent in the submission (not the first). So in this case, it will send the report to the estimator. Also, just as we did to our first Form Submit Actions, we can rename this second workflow. We've renamed it to "Estimator Submit and Completes."

 

 

 

Conditional Workflow

Another common workflow involves routing forms to specific destinations based on certain conditions.

For example, if a technician identifies an issue, such as a flat tire, you can set up a conditional alert that automatically forwards the form to a designated mechanic. Once the mechanic completes their part, the final submission/report can be automatically sent to their manager, accounting department, and even the customer.

To set up a conditional workflow:

1. Select Advanced Options > Advanced Rules in the Form Builder.
2. Select +Add Rule in the Form Rules window under the Rules tab.
3. Create your conditional rule. In the example below, we've created a rule where if Are there any issues? equalsFlat Tire then it will add an alert. When you select Add Alert, you will need to name the alert. You can put any code that you want. If you have internal codes for conditions, you can use those codes. If you do not have internal codes, this is an opportunity to create them.
4. Save and close.
5. After creating a conditional rule/alert, select the Delivery button to set up your form delivery options
6. Drag and drop the Forward action to the Form Submit Actions column.
7. In the right-side column under Only perform this action when these Alerts are present, select the alert you just created. 

Now, in our example, when a technician fills out a form and identifies an issue of Flat Tire, the Send to Mechanic alert will be triggered and forward the form to the mechanic to complete and review.

 

Approved/Not Approved Workflow

The approved/not approved workflow involves a forward cycle, which simplifies review and approval processes. This workflow is an efficient way to "pass" a form back and forth between selected users until it is marked as Complete.

For example, a form may go through initial completion by a technician, then proceed to their manager for approval. Depending on the manager's decision, the form may either return to the technician for further work or advance to its final destination.

To achieve this:

1. Create a user group comprising of the users involved in this workflow. In our example, we've created a user group comprising of the manager and technician, allowing for cycling between them until the form is manually marked as Complete.
2. Select the Delivery button in the Form Builder.
3. Drag and drop the Forward Cycle action to the Form Submit Actions column. You can rename this action (e.g., Forward Cycle: Technician & Manager).
4. Under the Forward To section in the right column, select User Group and then choose the user group that you just created for this cycle.

Additionally, you can add multiple form submission actions to determine where multiple final reports are sent, tailoring the delivery according to your specific requirements.