Workflow My Queue
Overview
The Workflow My Queue page of the Portal allows selected Users to view, edit and take action on Forms that have entered a Workflow (Basic or Custom). Navigate to Workflow > My Queue to access the Workflow My Queue page. Please read the article on Introduction to Workflows for more general information on Field2Base Workflow. The regions available for edit and the actions available during Workflow review are customizable as part of the Form and Workflow Design. This article will discuss the options available for Workflow review in a Basic Workflow.
Note: Mobile Forms Administrator , Workflow Administrator, Workflow User roles allow access to the Workflow Admin page in the Portal. The Workflow Reporter role allows Read Only access to Forms in Workflow.
Viewing Forms in My Queue
The Workflow My Queue page will display all Forms currently assigned for review to the User, whether it has been assigned to that User only or to a Group that the User belongs to. A blue header indicates that you can sort the Forms by that value.
- Ref Num - The unique Reference Number associated with each Form submitted to Field2Base. The Reference Number remains constant during all workflow and integration stages.
- Form Subject - Configured as part of Form Design and combines the Form Name with the Form Title which can include Region values.
- Folder - The Folder which contains the Form.
- Assigned To - The User or Group that the Form is currently assigned to.
- Last Person to Modify - The Username of the last User to make changes to the Form.
- Last Modified Date - Date that the Form was last modified.
You can filter the displayed Forms by Ref Num, Form Subject (if region values are part of a Form's Subject, you can use this filter to find Forms by specific region values), Folder, Assigned To (All Available Forms (default), Assigned to Me, Assigned to My Groups), Last Person to Modify, Last Modified Date (custom range).
Available Actions for a Specific Form
All Forms in a Workflow Queue will have Edit as an option in the Action button dropdown. Basic Workflows can have Approve (optional as part of the Basic Workflow design) and will always have Delete as available options. These Quick Actions allow the Reviewer to quickly approve or delete a Form in Workflow without using Edit to open and review the Form.
Note: Quick Actions to Approve a form are typically not used in Custom Workflows since they can allow the Reviewer to bypass any logic added to a step in Workflow.
Edit a Form in Workflow
Clicking on Edit in the Form Actions opens the Form for editing and gives you access to all Workflow Review options for a Form. You can also open and edit the form by clicking on the underlined Ref Num on the left side.
Warning: If the Form you are editing was assigned to a Group, making an edit to the Form will re-assign that Form to you and it will no longer be available to the other Users in the Group. If you wish to cancel your changes and have the Form be available to the whole Group again, you should use the Discard Changes button.
The center of the page displays the Form itself. The Workflow Reviewer can edit any Regions that are available when the Form is submitted. It is possible that some Regions could be locked or entire pages hidden through script when the Form is submitted from the tablet so that some parts of the Form cannot be edited during Workflow Review. The page navigation buttons in the upper left can be used to navigate through the Form.
Download PDF
Click on the PDF button in the upper right to download a PDF of the current Form Draft being edited.
View Workflow History
Click on the History button in the uppper right to view the Workflow History. The Workflow History provides a detailed record of any action taken during the Workflow process including any emails sent from Workflow. Click on the Details button to view details on edits made during workflow review.
Recipients (optional)
The Recipients button is optional and will not be part of all Workflows. The Recipients button allows you to manually add recipients during Workflow Review and those additional recipients will be included in any emails sent as part of the next step in the Workflow Definition. For example, if you add recipients during the Workflow Review in a Basic Workflow and then choose Approve, your additional recipients will receive the Final Email that is sent out as part of your Basic Workflow. If you have questions about when emails are sent from your workflow, contact the Mobile Forms Administrator for your Company.
A. Company Users - Use this button drop-down to select Users from your Company to add as Recipients.
B. User Defined Emails - Enter an email address and click on the Add New Recipient button to add Recipients that are not F2B Users for your Company.
C. Remove Recipients - You can select a Recipient then click on Remove Recipients to remove any Users or Emails that you have added by mistake.
When all of your additional recipients have been added, click on the Save Recipients button. You will get a confirmation prompt to save your additional recipients.
Workflow Actions
The Actions section will display the available actions that can be taken by the Workflow Reviewer.
A. Assign Workflow (Optional - available in Basic Workflow and selected Custom Workflows) - Allows you to change the current assignment for the Form to a different User. Some Workflow Actions require you to assign a Form to a Single User. For example, if you are going to choose Send Back to Field as the Action, you'll need to assign the Form to a single User first so they can receive it on their Device.
B. Action - Displays the available actions for the Workflow Review step once the necessary edits have been made to the Form. There are 3 available Workflow Actions that can be taken in a Basic Workflow (Approve, Send Back to Field, Delete). The available Actions in a Custom Workflow are part of the Workflow Design and can vary during each workflow step. See the article on Custom Workflows for more details.
The following diagram shows what each Action does in a Basic Workflow:
C. Discard Changes - Allows you to discard any edits made to the Form and assigns the Form back to the previous User or Group with the previous Workflow status.
Validation
An error message will be displayed for any required regions that have not been filled out when you try to take an Action and each region will be highlighted. You will need to fill out those regions before you can take any Action in Workflow.
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