Workflow Configuration
Learn how to organize your forms as stages within a journey, creating a series of steps to receive precise and organized information at each phase of a process.
Last updated
Learn how to organize your forms as stages within a journey, creating a series of steps to receive precise and organized information at each phase of a process.
Last updated
A workflow is a journey composed of a series of forms that must be completed in a step-by-step manner. This approach is especially useful when the information we need to gather during a process can be broken down into specific stages, and we need to centralize the tracking of all of them in one place. Additionally, using workflows allows the end user to review the responses they have provided within the framework of the same process, making it easier to locate and consult all completed forms for both senders and recipients.
For this example, we will start with the form previously developed for data updates and complete the process with purchase information and a satisfaction survey. However, the type and number of templates to use will depend on the workflow for each project.
Keep in mind that all forms in a workflow must have been created beforehand, as you will need to select and associate them when configuring the workflow.
To begin, go to the Build application and locate the form you want to convert into the first step of your workflow. Click on the Edit action with the pencil icon.
A side panel will appear with two tabs: Form, which we have seen previously and corresponds to the basic information of the form, and Stages. Click on the latter.
Next, click on the Add stage option to define a new step. Modify the names of the Initial Stage (the starting point from which the user will navigate the workflow) and Stage 1 to your desired names, then click the dropdown to select the corresponding form for the first step (in this example, “Data Update”).
Continue adding the Stages you need until the process is complete. If you need to remove any of the created steps from the workflow, simply click on the trash icon to delete it. Once finished, click Save to save the changes.
To make your workflow functional, you will need to use a connector like BluePrism. Later, we will delve deeper into the actions associated with workflows and their configuration, but it is important to highlight their main features:
Create Stage: will generate a new Stage, always assigned to a user or group, as it is not possible to generate a public link for a Stage.
Update Stage: will allow you to cancel or revert to draft status a Stage that has been completed but whose response is not suitable for processing.
Once you have configured your workflow, you can start a new instance from the RPA Connect Portal or the Teams application, and each step will be enabled sequentially as the previous one is completed. Later, you will learn how to manage the Inbox to view which stage is active and awaiting a response, as well as review updates to its status.
To retrieve the response to a Stage of a form instance, you can use the Get Stage Response action. When configuring the index parameter, keep in mind that Stage 1 corresponds to index 0, Stage 2 to index 1, and so on.
