How to Create a Workflow
To create a workflows, start by going to Jobs and selecting workflow from the drop down menu.
You will see a list of current workflows where you can either amend, edit, export to XML or archive, but to start with we will look at creating a new workflow.
On the right-hand side of your screen you will see ‘add new workflow’. Once you have selected this you will be taken to add workflow page.
To create a workflow that can be easily identified you need to give it an appropriate title, when you create a job the workflow heading will be selected to identify the type of work required to be undertaken. You can give the workflow a short description to help, this description will only be in the workflow screen and will not be seen anywhere else.
Below the description is a checkbox called ‘Internal’ only tick this if the workflow to be used for internal jobs, this will then allow you to split them out when filtering jobs or running Insights, Below internal you will see a tick box called publish to devices. To enable your mobile users to create jobs with this workflow from their mobile devices you will need to have this box checked.
Import file (only Account Owners will be able to see this)....please ask for more details.
Click save to carry on. At any point during the creation of the workflow you will be able to amend the heading but more on that later.
Once you have saved your heading you will be taken to designer page of the workflow.
So for workflows there are steps, steps are the pages that the user will see on their device, and within the steps are fields, these are what the user has to do or fill in.
To start with you will need to add steps to your workflow. On the left-hand side of the page you can add the steps, this is where you name your step. In this instance I’m going to name them test, testing, start, middle and finish. The step will then appear underneath this and in the centre of the page is where you add the fields.
You either start with one and then build on that as you go along or create them all to start with and move them around. If you find that you’ve missed a step or that they are in the wrong order, all you have to do is select the step that needs moving and drag it to where it need to be so for example my start step is in the middle but this need to be at the top, same for the middle and then the finish steps.
If you need to amend the step name, duplicate or delete the step then select the step and at the top of the page 3 tabs will be shown, Step details, Fields and Formulas. Select step details and this will open the step. If you do delete the step you will delete all the fields as well.
So back to the designer and now you need to add fields to your step.
Firstly, make sure you are in the field screen at the top of the page.
If you are in this screen, a green plus sign will appear and this is what you need to click to open the field details on the right hand side.
You now need to add the information:
- In the name box you have to state what is required, please remember that your mobile users will see this so it needs to be clear and concise for example name of engineer, date of visit, customers signature etc.
- Select the type of box that will be required, so for the name you will need a text field, but if you need a date of completion then if you can select the date tab and on the actual workflow a calendar will be shown.
- If you have selected a button or label from the type list, then you need to state what the message on the button or label needs to show. Write this in the value field, for example ‘take a photo’ or ‘Do not enter unless the appropriate documentation is available’.
- If you selected a pick list, within the option field is where you state what options the pick list needs to show. for example,…... yes, no, not applicable.
- Tag is when you can give the field a nickname so to speak. There are 2 reasons for this, firstly if you have a formula relating to the field then you can use the tag to link the formula to that field and secondly, you can name the fields the same so to be able to differentiate between the 2 fields the systems needs to Tag so it knows what you are looking at.
- *****Parent Tag is used for the creation of linked drop downs or otherwise known as nested drop downs. Next to the parent tag field is the attachments here you add the name of the xml file for the linked drop down, for example, Make, Model, Year. These will need to be in an XML format and be attached......................... If you have any problems please contact your systems administrator for assistance. In the parent tag field put the tag associated with the file. ******
Please ensure that when you use the field name or tag name when relating back to the workflow then this is spelt exactly the same and there are no spaces as the system will only be able to capture the information of the workflow when this is the same.
- Attachments, as you can see at the top of the page you will have 2 options, designer and attachments. There may be some documents that your mobile works need when they are completing this workflow and you can attach these documents. They will appear every time the workflow downloaded.
- To attach the document all you need to do is select attachments at the top of the page.
- This will take you to another screen where you can view documents that have already been attached.
- So to add a new document select the blue button ‘add new attachment’ and then name it and using the choose file button select a document.
- You can give it a description so that you don’t need to open it up to find out what it is.
- There is then a tick box at the bottom of the page that is called pre-fetch. If selected this will automatically download the document when the workflow is downloaded onto the mobile device.
- Hit save and the screen will take you back to the designer.
- If you need to view, edit or delete this attachment then select the attachments option at the top of the page again.
- Sub workflows this is related to the table option………
And finally the last things that you will need to decided on is whether the field:
- is mandatory, this means that the user can’t move to the next step without filling in the details in first.
- When the job is completed, you will have an option to send a PDF to your customer, on this will be all the fields and the comments made by the mobile user so you need to decide if you want to show this field on the pdf? If you don’t want this field to be shown, then select skip on PDF.
- read only so the mobile user doesn’t need to fill anything in its only for notification purposes, select read only.
- If you select the hidden box then this field will not be shown on the on the workflow
Once you have filled that in then hit save and carry on with the rest of the workflow. Just repeat the steps as above.
You may need to produce formulas to skip steps, add calculations ect. Formulas are covered in an additional lesson.
You will probably have quite a few workflows to create so this duplicate button may come in handy when producing more workflows. Select the duplicate button at the top right hand side of the screen and a new workflow, named the same but with copy in brackets next to it will be shown.
If you need to amend the name of your workflow you can amend the front page by clicking on the blue button. You can also download the workflow to xml if you need to and finally, if you have decided that you need to start again or the workflow is no longer required then the red button will delete the whole workflow.