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Workflow States

A workflow state is a stage or step in the workflow process. There is always a Start state, which you can rename but is always the first state the form's workflow initiates, and you use transitions to determine rules for flowing between states until it finally terminates with Finish.

Each workflow state leading up to Finish is a pause in the flow, waiting for an event - usually for a user to enter data into the form and submit to trigger any relevant transition from that state.

Using States in Design

Adding States

  1. Drag and drop states into the workflow. For more information, refer to State Types.
  2. Review and edit any relevant properties for the state in the Inspector.
  3. Create any required transitions.
  4. Save the project.

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Note

An alternative to drag and drop to create states is clicking the plus (+) context menu when hovering over an empty grid marker.

Once created, states can be moved around the canvas by clicking and dragging, then releasing on any available grid marker.

Deleting States

  1. Click to select the state to delete.
  2. In the Inspector Panel, click the More Options (...) button, and click Delete from the pull-out menu.
    Alternatively, once selected you can press 'delete' on the keyboard.
  3. Confirm the deletion by clicking OK.

State Types

Workflows can incorporate the following types of states:

Each of these state types are described in more detail below.

Start

Start is the initial state for all workflow projects, and, while it cannot be deleted, it may be renamed and otherwise behaves very similarly to a regular state. This is commonly used to initiate a process or request, capturing data from the requester.

Users who initiate a workflow form in this state are considered the workflow Creator.

Refer to State Properties for a list of properties in the Inspector for the Start state.

Finish

While not strictly a state, Finish represents the final termination of the workflow and is always present in a workflow. It has no properties and, as such, is not selectable in the canvas, and can only have inbound transitions. Once a workflow reaches this state, it cannot progress further and is therefore considered completed.

State

States are the most common building blocks for your workflow, allowing further data capture after the Start state is completed.

States share several properties with the Start state, with the addition of Observers. You can name these states appropriately, keeping in mind that, by default, state names may appear for end users in their task list. Unlike Start, normal states may be deleted if necessary.

Refer to State Properties for a list of properties in the Inspector for States.

Approval

Approvals are re-usable states that take the most common workflow patterns around reviewing and approving or rejecting workflows, and apply in a single step, simplifying what might otherwise be a complex structure to build and maintain.

When added to the workflow, the user can select an approval from the drop-down list of available approvals that have been configured in Manage.​ See Approvals.

Event

An external step in a workflow that needs to be actioned by a system outside of the SmartIQ platform via Cloud-to-Cloud Integration (C2I). Additionally, the workflow will only progress after the process has finished.

For more information, refer to Events.

State Properties

The following properties apply to both normal states as well as the Start state, except where indicated.

Property

Description

Name

By default, Start is named '(Start)' and each new state added is named 'State #' with an incrementing number. The name can be changed at any time, however each state name must be unique.

Allow Cancellation

Gives the option to cancel the workflow immediately. Default for Start is to not allow cancellation. When enabled select any of the following user types who can cancel at this state:

  • By Current Assignee – The person currently assigned to the workflow. This user can click the Cancel button from the Home page or a Dashboard.
  • By Creator – Whoever initiated this workflow in the Start state.
  • By Previous Assignee – The person who submitted the previous state of the workflow to the current assignee.

Due Date

Due Date can be used in a Dashboard to highlight past due tasks. Escalations will run on their own trigger. Available options are:

  • None – No Due Date
  • Days After – Number of days after the workflow reaches this particular state. Optionally, the Designer can select only Weekdays.
  • Date – Specific date using a reference question in the form (Calculated via Formula or Date Questions type).

Mentions

Gives the option to engage additional users or invite them to a workflow by mentioning them in a comment using the ‘@’ syntax. Any user mentioned will receive an email notification with a link to the state or comment.
Users with State Access – Only users that currently have access to the state can be mentioned (default).
Anyone – Any user can be mentioned and they will be dynamically added as an observer to view the task and make comments.

Observers

(Not applicable on Start state)
Configure a user or group to view a read-only version of an in-progress workflow as well as specify the communication template to use. For more information, refer to Observers.

Approval Properties

Property

Description

Name

By default, this is the selected Approval type, and, if duplicated, an incrementing number is appended. The name can be changed at any time, however each state name must be unique.

Approval

The name of the selected Approval.

Enable Quick Approval

Enabling this option gives the Approver the ability to quickly approve or reject the request from the Produce dashboard. See Quick Approval for more information.

View

Provides control over what view approvers will see when entering this form to review. Select from 'Form' or 'Summary' (default is Form) as follows:

  • Form - The form is displayed in full, allowing the approver to navigate through each page to review the answers.

  • Summary - Provides a single page summary view of all the data entered into the form so far. When summary view is selected, the following additional properties can be configured:

    • Collapsible Pages - Allows content in the summary to be able to be expanded or collapsed in the page groups.
    • Include All Multiple Choice Answers - Lists all multiple choice answers, highlighting selected. When not enabled only the selected answers are listed.
    • Answered Questions Only - Removes unanswered questions from the summary.

Mentions

Gives the option to engage additional users or invite them to a workflow by mentioning them in a comment using the ‘@’ syntax. Any user mentioned will receive an email notification with a link to the state or comment.

  • Users with State Access – Only users that currently have access to the state can be mentioned (default).
  • Anyone – Any user can be mentioned and they will be dynamically added as an observer to view the task and make comments.

Approvers

Configure any approver user roles defined in the Approval in Manage, and map to named users either fixed or dynamic by reference. Add as many roles as needed to fulfill the requirements of the Approval.

Note this property is only displayed when the Approval includes clauses of type 'User'.

Observers

Configure a user or group to view a read-only version of an in-progress workflow as well as specify the communication template to use. For more information, refer to Observers.


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