Workflow Definitions

Workflow Definitions

Overview

The Workflow Definitions page of the Portal allows Workflow Administrators to view and manage the Workflow Definitions for their company.  Navigate to Workflow > Definitions to access the Workflow Definitions page. Please read the article on Introduction to Workflows for more general information on Field2Base Workflow.
Note: Mobile Forms Administrator or Workflow Administrator roles allow access to the Workflow Definitions page.

Viewing Workflow Definitions

The Workflow Definitions page displays all enabled Workflows by default. You can click on each of the white headers to sort your Workflow Definitions. You can also filter Workflow Definitions by Workflow Definition Name, Associated Folder, Form Template Name, Status (Enabled, Disabled, Archived), Workflow Type (All, Basic, Custom) and Precedence.


Available Actions for Basic Workflow Definitions

Click on the Select an Action button to access the available actions for a Workflow Definition.


A. Disable / Enable - You can enable or disable workflows as needed.  Workflow Definitions can only be archived by Field2Base. Please contact f2bsupport@field2base.com to have a Workflow Definition archived. 
Warning: If you delete a Form with an Workflow Definition from the Portal, the Workflow Definition automatically gets disabled. You will need to select enable if you later re-publish the Form and want to re-enable the Workflow Definition.
B. Download -  Allows you to download the Workflow Definition file (.xml format) for your reference.
C. Edit - Allows you to edit a Basic Workflow Definition. See the article on Basic Workflows for details.
D. View Past Versions - Allows you to view and download previous versions of the Workflow Definition. A new version of the Workflow Definition is created any time the xml file is changed.

Available Actions for Custom Workflow Definitions

Click on the Select an Action button to access the available actions for a Workflow Definition.


A. Disable / Enable - You can enable or disable workflows as needed.  Workflow Definitions can only be archived by Field2Base. Please contact f2bsupport@field2base.com to have a Workflow Definition archived. 
Warning: If you delete a Form with an Workflow Definition from the Portal, the Workflow Definition automatically gets disabled. You will need to select enable if you later re-publish the Form and want to re-enable the Workflow Definition.
B. Download - Allows you to download the Workflow Definition file (.xml format) for your reference.
C. Update Default Assignment - Allows you to view, add or update the default assignment for a Workflow. The default assignment is applied if a Form is assigned to a User or Group that does not exist in order to prevent the workflow from going into an Error status. For example, if the assigned User has changed their username or the assigned Group has been deleted, the affected Forms will be assigned to the Default User or Group. 
D. View Past Versions - Allows you to view and download previous versions of the Workflow Definition. A new version of the Workflow Definition is created any time the xml file is changed.

Updating the Default Assignment

1. Select the Default Assign Type (User or Group).
Warning: If the Custom Workflow includes a step to assign the Form to a User's device, the Default Assign Type should be a User. If a Form gets assigned to a Group, then sent to a device, it will cause a workflow error since a Work Order cannot be assigned to multiple devices at a time. Please contact f2bps@field2base.com if you are not familiar with the steps in your Custom Workflow.

2. Select the User or Group for your Default Assignment .


3. Check this box if you would like the Default User or Group to get a notification email each time a Form is assigned to them by default.

4. Click the Submit button.

    • Popular Articles

    • Forms Designer Quick Start Guide

      Overview Field2Base Forms Designer is the proprietary software application that allows your existing paper forms to be quickly converted to a smart E-form available to your end users via our mobile and web-based Mobile Forms applications. This ...

    • Portal 11.28.2023 Release Notes

      Overview Our release notes offer brief descriptions of product enhancements and bug fixes. We include links to the current articles for any affected features. Those articles will be updated shortly after the Portal release to include new ...

    • Integration Service Configuration Guide

      How To Configure Integration Services To Allow Read/Write Access on a Network Path All of our Integration Products, including the DIM, DUU, and EDM have respective Windows Services responsible for communicating with our server. Occassionally, ...

    • Data Integration Module (DIM) Migration Guide

      Overview This article provides the information necessary to migrate the Field2Base Data Integration Module (DIM) over from one server to another. Please refer to the DIM Install Guide for the initial installation of the Field2Base DIM. Once that's ...

    • How to Check the Version of Integration Products Running on a Windows 10 Machine

      Right-click on the Start menu button. Click on Apps & Features. In the Apps & Features search bar type in the Integration Product you are looking for, eg. F2B Data Integration Module, F2B Data Upload, or F2B Enterprise Dispatch Module. Click to ...