Once you have created the Custom Status Sets and Custom Roles, they are ready to be applied to form projects using the Advanced Options screen. Click here for more information. Below outlines some of the many options you have for customizing the workflow. Relevant links are provided.
When a form is submitted, data can be saved to the database, sent to the form owner or another user, and/or sent to the submitter (along with a confirmation e-mail).
If no default admin or role is specified as the default recipient whose queue submissions shall enter (see General Settings), the form owner shall be the recipient. This means that if the submissions are set to send admin email notifications, the owner is the one who shall receive the email; otherwise, the user specified will receive the notification; and, if the submissions are set to be saved to the database, the submission will enter the owner's personal queue if no default recipient is specified, otherwise it will enter the queue of the specified user or role. If a role is specified but no user is specified, the submission enters the public queue of all users with that role; if however, a certain admin user is specified as well, submissions enter only that individual's personal queue. While it is possible to include roles/users from other departments in your project, only users within the form owner's department may be chosen as the initial recipient.
When creating a workflow it is important to ensure that the default recipient has permissions to view the submissions for the first status. The intial status is the first status of the status set applied to the form project. That is to say that all submissions will automatically be given the status at the top of the list of statuses for the applied status set.
If no project participants are added to the form project, all Task Handlers within the form owner's department may view, edit or delete the submissions. However, the submissions only enter the Task Handlers' queues when the submissions are directly assigned to them. If project participants are, however, added to the form project, Task Handlers only have permissions to view, edit or delete submissions if they have been granted these rights in the Role Permissions section of the Advanced Options.
To send an email to the person submitting the form, there are three conditions that must be met:
- A recipient email address field is specified within the form.
- Send autoresponse is checked in the General Settings section of Advanced Options
- An email must be created for the form project.
To include the submission results with the email autoresponse, remember to select "Yes" for the question "Would you like to add form results to the bottom of the email?" in the email composer.
When a form is submitted and saved to the database, the submission will enter the queue of the default recipient as described in the previous section. All admin users have a Personal Queue and a Public Queue. Department Admin, Formulators, and Super Admin users have My Forms, Department Admin have Department Forms, and Super Admin users have All Forms, in addition to the personal and public queues. All of these queues are accessible via the Administrative Homepage -- the five most recent entries for each being displayed on the homepage. The submissions are listed in decending order of the dates which the items were last assigned rather than the submission dates. If the submission was never reassigned, the assignment date is the same as the date it was submitted and entered into the system. An icon to the left of the item indicates whether it is a new submission (inbox icon) or forwarded to the logged in user.
Personal Queue: Submissions that are assigned specifically to the logged in admin user.
Public Queue: Submissions assigned to all users with a given role which the logged in user shares. (These submissions are not currently assigned to a specific user.)
My Forms: Submissions received for forms owned by the logged in user but which are not currently assigned to the logged in user or his/her role(s).
Department Forms: Submissions received for forms created in the Department Admin's department, but which are neither owned nor currently assigned to the logged in user or his/her role(s).
All Forms: Submissions received for all forms, but which are neither owned nor currently assigned to the logged in Super Admin user or his/her role(s).
To view the complete list of items in a queue, click on the link provided under the respective heading. To open a submission, click on the submission's date.
To view a submission, click on the date. If you have appropriate view permissions it will open. If the form consists of multiple pages, the results, too, will span multiple pages. Navigate between pages by clicking on the green arrow buttons at the bottom of the form data. In addition to the form data, the currently Assigned user (or group of users, i.e., role), the current status, and the initial submission date are displayed in smaller grey font above the form data. Any user who has permission to view a submission may also add comments to the history. However, the edit and delete functionality, as well as the ability to reassign or change the status depend on the rights given to your role as well as whether or not it is currently assigned to you.
All Super Admin users have full permission to view, edit, delete, reassign and change statuses of all submissions in the system. Department Admin have full permissions for all the submissions for forms within their department, and Formulators have full permissions for all submission for forms they own. The following rules apply to all other users/roles:
All Task Handlers within the same department as the form owner have full permissions, even when the submission is not assigned to them, as long as no custom roles have been included as Project Participants. However, when at least one role is added to the form's Project Participants, Task Handlers may not even view submissions if they don't belong to at least one of the Custom Roles listed as Project Participants. When a Task Handler's custom role is included as a Project Participant, different rules apply. Namely, the form builder must specify the permissions for each custom role included for each of the statuses in the applicable status set. By default, they have no permissions.
When a Project Participant has View Permissions, he or she may search and view submissions regardless of whether or not the submission is currently assigned, and as previously mentioned, this user may also add comments and view the submission's history details. When the user has edit, delete, or status change permissions, however, these permissions only apply when the submission is currently assigned to that user.
When a submission is read by the currently assigned user/role, the icon corresponding to the record in the submission results shows an open envelope. If it hasn't yet been read, it shows a closed envelope. Only the currently assigned user (or role) has the right to mark the submission as unread. Even Super Admin, Department Admin and Formulators may only mark submissions as unread if the submission is currently assigned to them.
If Unilateral Status Changes are being enforced, Task Handlers may only change statuses to statuses that ranked lower than the current status. However, Super Admin, Department Admin and Formulators may change it to any of the statuses. If a Task Handler changes a status to one for which he or she hasn't view permissions, he or she is forced to reassign it to a user/role who does have view permissions for the selected role.
When the user's custom role "Enforces Flow" for a given status, the user can only reassign the submission to users who rank lower than his role(s) as listed in the Project Participants grid.