Conditional Workflows allows EdSmart users to assign pre-determined Approval Workflows Approvers to Form Templates for further automation. The Approver will automatically be selected based on the option selected by the Form Creator (The user submitting the form)Template Workflows that trigger automatically based on OptionList values selected within the Form.
Conditional Workflows can be applied to any ‘active’ steps in the Workflow:
Send for Approval
Approve
Send to next Staff member/s
Staff Save Changes
| Note |
|---|
The Send copy to Staff(Send notification to Staff) step is a passive step. Conditional Workflows should not be configured for this step. |
For the purposes of this article, we will use the example of a Staff Leave Form to explain demonstrate the functionality behind a Conditional Workflow.
...
Setting up the Form Template Workflow:
To set up the new
...
Workflow, the Template Creator
...
edits the Approve Slip step.
...
Now there are
...
three different types of Approvals to select from
...
. The type used for Conditional Workflows
...
is Triggered from Form Fields
...
Select the
...
OptionList field you would like to
...
configure the Conditional Workflow e.g. What Department do you work in?
The
...
OptionList field will have multiple options to select from e.g. Admin, HR, Sports, Teaching, Head of Departments. ALL options must have at least one allocated User Group/User.
Assign as many Approvers as you wish for each option by searching in the User/User Groups Field below. e.g. Select Admin then select Head of Admin, Select HR then Select Head of HR,
...
repeat for all departments (there is no limit on
...
the number of Users / User Groups you can add).
Select Update Step to save the changes.
Based on the option selected by the Form Creator, the Form will be directed to the appropriate approver automatically.
Let’s take a look at the Form Creator experience:
Start the School Form.
Fill in the Form.
Send the Form for Approval.
The
...
Form will automatically assign an Approver based on the Conditional Workflow that was setup during Form Template creation.
...