Create a workflow

Combine approvals, form submissions, alerts, and automated tasks into one process. A workflow starts when something you choose happens, assigns steps to people, and can take different paths based on conditions.

Build a workflow

1. Title and Status. Replace the default New Workflow Title with a meaningful name and pick a Status (Active, On-hold, Reactivate, Solved, or Closed).
2. Add Steps. Click Add Step and configure each step:
   • Name, Assign To (a user or role), Due In with a duration unit of Hour(s), Day(s), Week(s), or Month(s).
   • Priority: Low, Medium, High.
   • Status: Not Started, Started / In Progress, Completed.
   • Comments.
   • Tick Enable Notifications for this Step and pick when emails go out: when the step reaches Started / In Progress, when it's Completed, or both.
3. Triggers. In the Triggers section, choose Form Submitted and select one or more forms, or Alert is Run and select an alert. When any of these happens, the published version of the workflow runs.
4. Conditional Actions. Click Add Condition to set up an action that runs only when a condition is met. For each condition:
   • Pick If Step Field or If Form Field, then the step / field name.
   • Step fields cover Assign To, Due Date, Priority, Status.
   • Choose an Operator: Equals, Contains, Less Than, Less Than or Equals, Greater Than, Greater Than or Equals, Between, Before, After, In.
   • Enter a value, then pick a task under Perform the Task:
     • Run Alert: pick one from Select Alert.
     • Form: submit a form from Select Form.
     • Workflow: run another workflow from Select Workflow.
     • Check Off: auto-Accept or auto-Reject.
     • Send Email: fill in To, Cc, Bcc, Subject, Content, optionally tick Send emails separately.
     • Map WebService: enter a Web Service Url, click Go, pick an endpoint from Endpoints, then Add Param rows matching each Param Name to a Value from the workflow.
5. Save. Click Save Workflow and enter Workflow Name, Description, Roles, and Tags. When editing, the button reads Update Workflow; Save As duplicates.
6. Publish. Click Publish and confirm (Do you want to publish this Workflow?). Publishing saves the current setup as a version. Every time you edit and re-publish, a new version is created.