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.
To create your first Global Workflow Action follow these steps:
1. Sign In and navigate to the Global Workflow section
3. Name and enable the workflow
5. Choose your actions and set up your integrations
1.
Log into the Fastfield Portal and click on the global workflow section on the left navigation.
2.
After you have reached the global workflow page, click on the “New Workflow” button.
From the "New Workflow" screen, you can enable or disable the workflow with the switch, enabling a flexible process in managing active and inactive workflows within the account.
3.
Next, name your workflow and enable it:
4.
Then, choose your form. For this example, I will select "ANY". Of course, you can also assign a workflow to a particular form. Still, I will choose "ANY" to demonstrate the effects of using the global workflow feature across all forms.
5.
Next, choose your actions and integrations. There is a diverse list of actions to choose from. Some of these actions and third party integrations will need to be authorized with personal account credentials before use.
This action set will email a list of users, deliver a report to an authorized google drive account and send a push notification to users. The action set will trigger whenever a form is completed within the account.
6.
Optionally, you can add additional conditions that govern the workflow actions. The options here are limitless and will be very customizable to the data your forms are collecting. You will need to mindfully set up your forms and field keys to use the Field condition.
7.
You can test the individual actions within your workflow to ensure everything has been set up correctly and reduce downstream errors. To do this, open your workflow and click on the condition you want to test. Once at this screen, you will see a test button in the top right-hand corner of the screen.
Click the TEST button and choose one of your recent form submissions. Then, Fastfield will complete the testing process and show the results in that window.