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.

Available Actions for Custom Workflow Definitions



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 for some reason. 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. 

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.

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