Process Workflow

Updated 2 weeks ago by Nandini

Your workflow is the set of steps that must be completed to finish an item. The workflow in a process shows the path for the data in the most ideal situation and also allows for alternate conditions and flows. 

Starting a workflow

In the section called Workflow in the editor, the first step says Configure who can start this process. By default, only the Flow Admin can start the process. If you click Change, you can add individual users or groups to the process, so they can initiate items. You can also configure this from Share settings.

Now, you can add the steps required to process an item. You can add as many steps you want. To add a workflow step, click the Add button (), and then Add a new step, Add a parallel branch or Add a goto

Adding a new step

Workflow steps are human tasks required to process the item. Enter a name and description for the step. Step names can be a maximum of 100 characters.

Then, choose whom to assign the task to. It can be a specific user, a group, or a user field in your form. If you click Choose assignee from other sources, you can choose Add by User Filter, Add by Dataset, or Add by Formula. Click here for more information on advanced assignment methods. 

The default assignment option is that only one user needs to approve the item. If you have multiple approvers, click here to learn more about advanced assignment options. 

Under When does this step happen, you can add conditions to only allow the step to happen in certain conditions. 

Steps do not have deadlines by default. To add one, click +Add deadline. Learn how to set and modify deadline for a task. 

If you click Manage field permission, you’ll be taken to the field permission for this particular step. 

Adding a parallel branch

Parallel branches serve two use cases. One is when you want two or more steps to happen at the same time. Each branch moves forward independent of what is happening in the other branches. For example, many of the steps in Employee Onboarding can happen simultaneously and need not wait for others to finish first. However, the workflow will not proceed further until all of the branches have finished.

The second use case is to create two separate branches that are dependent on data in the form. If certain data is triggered, the item goes down one side. If not, it goes down the other. To configure this, click Change on the branch and then write the condition for when that branch should open. 

Adding a goto

A goto action allows you to hop between workflow steps when certain conditions are met. You can jump forward or backward within the workflow steps. For example, if someone is filling out a travel request, but doesn’t require hotel accommodations, plane tickets, or a travel advance, you can skip other steps and go straight to a final approval. 

To configure the goto, enter the conditions under which it should fire and then name the step the item should go to. 

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