If you've not used Editable Workflows before, we'd recommend reading the Introduction to Editable Workflows guide for an explanation of how they work and for definitions of terminology used throughout this guide.
To customise your Editable Workflow, navigate to the Workflow tab of the Form Template Editor.
It is possible to rename a Stage to make it easier to plot and follow the workflow.
Click on the icon next to the Stage name and overtype the text with your preferred text. When you click away the new name will be saved.
The name of each Stage is displayed for the Owner when the form progresses through the workflow. It will also be shown in the sign-off section of the Form.
Amend the Owner
The default Owner for a standard Stage will be Assignee and for the Sign-off Stage will be Line Manager. However, it is possible to change these to fit with your required workflow.
The current Owner is shown within each Stage under the word Owner.
Click on the current Owner (e.g. Assignee).
Click on the cross next to the current owner to remove them.
Select the desired Owner from the dropdown list.
If you choose Specific User you can search for a specific user account within the LMS. Start typing the User's name next to the magnifying glass and the system will suggest possible matches.
Select the appropriate name from the suggested names and then click on OK.
Add a Contributor
You can add Contributors in the same way as adding an Owner.
Add a Stage
To add further Stages to your workflow, click on the icon in between the Stages where you would like the Stage to appear. It is possible to move the Stages around if you add it in the wrong place.
To move a Stage to a different location within the workflow, click on the three dots menu to the right of the Stage you want to move and choose Move Stage from the menu.
A window will appear displaying all the Stages in their current order. Click and drag any of the Stages to reorder.
Delete a Stage
Click on the three dotsmenu to the right of the Stage you want to delete and choose Delete from the menu.
Clicking on the three dots menu next to any Stage (except the first one in the Workflow) will allow you to click Workflow Options.
In the popup window, you can set the Workflow direction.
|Previous Stage and Next Stage||The Owner of the Stage will be able to progress the Form to the next Stage, or send it back to the previous one|
|Next Stage only||The Owner of the Stage will only be able to progress the Form to the next Stage|
You can also choose to force the Workflow to return to the previous Stage if any changes to the Form are made by ticking the box underneath the Workflow direction dropdown.
Click Save to apply the settings.
Unlike Fixed Workflow Form Templates, the email triggers are configured automatically according to the Owners and Contributors of the Workflow. It is not possible to disable emails when using the Editable Workflow.
Next, you will need to decide which Fields should appear in which Stage(s) of the Workflow. Please see the Manage Fields across Stages when using an Editable Workflow guide.