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In this article :
Advanced Settings
The Form Builder includes an Advanced Settings section to support advanced configurations for approval and workflow functionality.
Here are 3 form configuration settings:
Approvals
Expiry & Numbering Prefix
Workflows - Follow forms and tasks.
Approvals
Admins can use this section to configure and assign approvers for a specific form. The Admins can select up to four mandatory approvers who are authorised to approve requests. The Approvers can be Individual users or User Groups.
To do this:
Log in to your Admin Console
Go to the Forms Section
You can either start a new form or edit an existing form
Go to the Advanced Settings section
To activate the approval Switch the Toggle on
Choose the Number of Approvers needed
Choose the Assign Approvers - Assign to Either User Group or Individual User
Make the Assign To selection connected to the Assignee type
SAVE
Note: When a user group is selected, all members of the user group will be notified when an approval request is waiting
Not all users in a User Group need to approve the form.
Expiry & Prefix Tab
This section allows you to set the maximum duration for work or approval and the form numbering prefix.
To do this:
Log in to your Web Console
Go to the Form
You can either start a new form or edit an existing form
Go to the Advanced Settings section
Click on the Expiry & Prefix tab
Select the Expiry Duration from the following options - Never, Days & Hours
Set the Numbering Prefix - this will be part of the form numbering when a form is completed
Done!
Workflow Numbering System
This setup allows the Admin to select the level at which your workflow numbering will be set to, Following are are 4 options available:
Organisation Level numbering - This option allows you to have a unique numbering across your organisation
Organisation Level & Form Category level numbering - This option allows you to have a unique numbering by each form category across your organisation
Site/ Job/ Project Level numbering - This option allows you to have unique numbering for each site | project | job.
Site/Job/ Project level & Form Category Level numbering - This option allows you to have a unique numbering for each Form category on each site| job| project. This option will be set as the default setting.
Workflow Tab
This is where you will set up follow-up tasks by adding forms that must be filled out once the main form is completed. You can assign the form to a user group, user, or submitter.
For instance, in the case of permits, after a request form has been completed and approved, several tasks will be assigned to the requester and the foreman as part of the job that the permit is related to.
You can use the "Closeout trigger" toggle to indicate that this is the last task in the workflow.
To do this:
Login to the Web Console
Go to Forms
Click on the Pencil Icon to edit
Go to the Advanced Settings section
Ensure you have set up the Approvals & the Expiry Preflix steps
Click on the Workflow tab
Click the Toggle to activate the workflow
Click on the search bar to Find the form you want as a follow-up task
Select the Assignee type - choose from Submitter | Individual | User Group
Click the Close-out trigger - Once you have added all the required forms, you can set the final form to trigger the close-out process
Click Done to save the workflow
Click Save to save the form