Workflow My Queue

Workflow My Queue

Overview

The Workflow My Queue section of the Portal allows Workflow Users to view, edit and take action on Forms that have entered a Workflow. Navigate to Workflow > My Queue to access the Workflow My Queue page.
Note: Mobile Forms Administrator , Workflow Administrator, Workflow User roles allow access to the Workflow Queue section.



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 but Custom Workflows may have different actions available in the Workflow review step.

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.
  1. REF# - The unique Reference Number associated with each Form submitted to Field2Base. The Reference Number remains constant during all workflow and integration stages.
  2. Form Title - Configured as part of Form Design and combines the Form Name with the Form Title which can include Region values.
  3. Associated Folder - The Folder which contains the Form.
  4. Assigned To - The User or Group that the Form is currently assigned to.
  5. Last Modified By - The Username of the last User to make changes to the Form.
  6. Last Modified Date - Date that the Form was last modified.
You can filter the displayed Forms by Form Title, Assigned To, REF#, Last Modified Date, Form Template Name, Associated Folder and Last Modified. If the Form has Region Filters, you can also filter by the values in those Regions if you select that Form Template Name. Once you select a Form Template, its Region Filters will be available as additional filters and the values for those Regions will be displayed in the table so that you can now sort or filter by those Region values. You can refer to the article on Region Filters for details on how to add Region Filters to a Form.


Available Actions for a Specific Form

All Forms in a Workflow Queue will have "Edit" as an option in the Select an 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. Mobile Forms Administrators and Workflow Administrators can refer to the article on Basic Workflow for details on the options available for a Basic Workflow. 
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. 


Editing a Form

You can select "Edit" in the available actions to open the Form for review, editing and access to all workflow actions for a Form. You can also open and edit the form by clicking on the underlined REF#. 

Note: 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 instead of backing out of the page.
A. Page Navigation - You can use these buttons to navigate through a multi-page Form. The page navigation buttons will not be available if the Form only has a single page or if page navigation has been disabled as part of the Form design.
B. The Form is displayed in the center of the page so that the reviewer can review and make edits as needed. It is possible that some Regions are locked or entire pages hidden when the Form is submitted so that the parts of the Form are not visible or editable during Workflow review.
C. Download PDF - You can click on the PDF button to download a PDF of the current Form Draft that is under review. 

Viewing Workflow History

When you access a specific Form in Workflow, you can click on the History button to view its Workflow History. The Workflow History provides a detailed record of any action taken during the Workflow process including any emails sent from Workflow and specific edits made to Form data. The Workflow History is very helpful for troubleshooting Workflow errors or for auditing purposes.

You can filter the Workflow History by specific types of events by clicking on the Event Filter button. You can also generate a printable view of the Workflow History by clicking on the Print History button.

Regions Edited 
You can view the details for any Regions that were edited during Workflow Review by clicking on the Details button. This will open the Regions Edited details below. These can be sorted by Tab Index (default) or by Region Name (A-Z). Tab Index can be set as part of Form Design. Please refer to the article on Creating Regions for more details on how to set the Tab Index.  You can download the Regions Edited details by clicking on the Excel or CSV buttons.


Adding Recipients (optional)

The Recipients button is optional and will not be part of all Workflows. The Recipients button allows the reviewer to manually add recipients. 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 under My Work on their device. The same Form cannot be assigned to multiple Users on their devices.
 

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, and 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.


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.

Adding Custom Notes

You can add notes to the Workflow History for any Forms that are "Under Review" or "Pending Tablet Edit". For example, you could record why you sent a Form back to a specific User . These notes will be saved as part of the Workflow History as "Note Added" events.


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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