Workflows are used to create a multi-step approval process for a form submission. To create a workflow, follow these steps:
Manage your group
Navigate to Surveys & Forms > Workflows > Create Workflow
Name the workflow and click Save
Once you have created the workflow, it is important to connect the workflow to the form you are using. To do this, follow these steps:
Navigate to the form
Click on the Settings Gear
Under the Basic Information tab, navigate to Select a workflow template and select the workflow you would like attached
Now that you have connected the form and workflow, you can now edit your workflow and create the multi-step approval process. To do this, follow these steps:
Navigate to the Workflow and click Create Step or edit an existing step
Provide the step with a Name
Set the Transition - this determines how many people need to approve in order to transition to the next step
Set if this step is Activated by default - if this is set to Yes, all submissions will receive this step; if this is set to No, submissions will only receive this step if a logic in the form invokes this step to happen
If you set this to No, follow these steps to set up the logic:
Navigate to the form and question that should invoke the logic > Click on the Logics button
Set the Logic Type to Workflow
Set up the appropriate question logic
Set the logic to then Add to the Workflow and select the appropriate step that it should invoke when the condition is met
Once the step is created, click on Edit Teams to choose what teams are part of that approval step
Check the box to add each appropriate team to the step or click Create Team to create a new team
It is also possible to create Dynamic Teams that can be added to the step. There are two types of Dynamic Teams:
User: Utilizes the User Selector question type in the form to automatically pull in the user submitted as the approver for that team (can only be used once per workflow*)
Group: Utilizes the Group Selector question type in the form to automatically pull in an officer from the group selected as the approver for that team (can only be used once per workflow*)
Follow these steps to set up a Dynamic User Step:
Click Edit Teams on the step you would like to use a Dynamic User for and click Create Team
Create a name for this team and select the User Dynamic Type
Navigate to the form and create a User Selector question and click Save
Edit the question and click on Advanced
Set the Workflow Binding Data Type to User
Follow these steps to set up a Dynamic Group Step:
Click Edit Teams on the step you would like to use a Dynamic Group for and click Create Team
Create a name for this team, select the Group Dynamic Type and then select which officer position will be pulled in from the Group Selector Question
Navigate to the form and create a Group Selector question and click Save
Edit the question and click on Advanced
Set the Workflow Binding Data Type to Group
Please contact support@campusgroups.com with any questions.