FastField provides the ability to customize the workflow of your forms. For example, this allows you to determine where and to whom your forms are sent. This article will cover the three most common workflow examples and how to set them up on your forms.
The most common workflow that is utilized is passing a form off to a different department for review. This can be done using a forward action. A forward action allows for the form to be sent from one person to the next in a linear fashion. In this example, let's imagine that a form needs to be first completed by a technician and then sent to an estimator for review.
In the first stage, the form needs to be dispatched to a technician. Once dispatched, the technician receives the form and completes it at a specific location. After the technician completes the form, it is ready to be forwarded to the Estimator. Once the Estimator reviews the forward form from the technician, the form can now be submitted and the final report is ready!
To set this up, you will want to enter your form builder and click on the blue "Delivery" tab. On the left-hand side, you will see a list of delivery actions. Towards the bottom of the list, you will want to drag and drop the Forward action to the center column, called Form Submit Actions. Let's change the rename of the center column to "Technician Forwards to Estimator". On the right-side panel, 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. Here you will want to select the Estimator's user so that the form will be forwarded to them.
Once the Forward is added to the workflow, you may notice "Form Submit Actions (2)" appears 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 example, let's use 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. Just as we did to our first Form Submit Actions, we can rename this second workflow as well. Let's rename it to "Estimator Submit and Completes".
Conditional Based Workflow
Another common workflow that is often utilized is sending a form to specific destinations based on conditional alerts. A conditional workflow alert or action is when a delivery event (email, forward, etc) is to happen as a result of content within the form. For example, a technician is required to inspect the maintenance of a vehicle. A conditional alert can be created to forward the form to a Mechanic when an issue is found during the technician's inspection. Let's go ahead and set this up. Once the Mechanic submits and completes the form, the final Submission/report can be sent to his Manager, Accounting department, and to the Customer.
We first need to create the alerts in the advanced rules. Open the form that needs the conditional alert and click the "Advanced Rules" button in the Advanced Options menu to open up the rule editor. You will be presented with the Rule Builder screen and will want to click on the green "+ Add Rule" button. Now let's create a rule where if "Are there any issues?" equals "Flat Tire" to "Add an Alert". When you click on "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.
After creating our Rule/Alert, let's now move to set up our Form Delivery Options. First, you will want to drag and drop a "Forward" action to the center column. Next, under "Only perform this action when these Alerts are present," we will select the alert we just created.
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. Under "Form Submit Actions (2)",
Approved/ Not Approved
The last workflow example we will review today is the approved/not approved workflow. This can be done using a forward action as well as a forward cycle. A forward cycle allows you to forward your form to a selected user, and then repeat that process until the form is marked as "complete". This is typically used when a form needs to be passed back and forth an undetermined amount of times, such as a "review and approval" process.
In this example, let's imagine that a form must first be completed by a technician and then sent to the Manager for review. Depending on if the Manager approves the form, it will either go back to the technician for the form to be worked on some more or the final report will be sent to its respective destination(s). Please note that the forward cycle action will remain repeatable until marked as complete. You are able to create a forward cycle by using the following options: Forward based on a list of users, Forward based on a user group, or Forward based on a field within your form. In our example, we will be using a user group in which the Manager and technician are a part of.
This will allow for the form to be passed back and forth between them until the form is marked manually as "complete," which ultimately completes the cycle. From here, you could add a second Form Submit Action to determine where the final reports are sent off to, such as different departments/users/or external emails.