Workflow Step Options Explained

This document will explain all the available setting in the Options screen of a workflow step.
FIGURE 1

Description:

Title
This is a text box, and anything typed and saved in here will show up in the following places:

Action

This area defines what type of step the current workflow step is:

A “Fills out this form” Step, which requires someone to provide or review information and hit a Submit/Approve/Deny button before the form can move on to the next step. The workflow will remain on this step type until it is either Submit, Approve, or Deny is clicked.

A Notification Step means that an email will be sent to a specified person (next section), and then the workflow will move to the next “Fills out this form” Step and wait. If this is the last step, the form will send the email and complete so a printable version of the form and all the steps will be available.

NOTE: Fills out this form has ALL of the sections depicted in Figure 1 above, a Notification Step only has Title, Actions, Who, Notification Options.

Who

This step determines who is responsible/the recipient of this step in the workflow.

a) The Person who started this form
Select this option if the person initially creating the form (either on the Applicant or Employee’s Materials on file screen on through the My Account à My Forms path) will need to provide information.
NOTE: On the first step, this selection does not have the Notification Options (next area) on it because it is assumed the person will start the form when he or she is ready to provide the information.

b) The applicant associated/attached to this form
Select this option if the applicant (associate by the creation menu or by going into the Materials on File screen and creating the form) need to provide information

c) The employee associated/attached to this form
NOTE: this option is only available for those clients using AppliTrack HR Files.
Select this option if the employee (associate by the creation menu or by going into the Materials on File screen and creating the form) need to provide information

d) Employee(s) in specific roles, locations, or departments
NOTE: this option is only available for those clients using AppliTrack HR Files.
If a specific employee does not have to fill out the form, but anyone sharing the same role (I.E. HR Employee) can fill out the form, then the drop downs can be selected so that the form is accessible by anyone who matches the criteria. The form step does not/cannot be filled out by ALL of the employees defined, just the first person who completes the form.

NOTE: for this selection ROLE is required, Location and Department are optional

e) A current AppliTrack admin user(s)
This selection allows one or more users to be responsible for this step. The form step does not/cannot be filled out by ALL of the employees defined, just the first person who completes the form.

f) Some other email
This allows for another email, provided in the box, to be responsible for this step in the workflow.

g) Email provided in form field
This selection allows for an earlier step in the workflow to choose an email that will receive the current step in the workflow. Selecting this option will change the screen and provide you a dropdown of all the questions which require an answer.

We suggest that the question posed to an earlier step in the workflow be setup as follows on the Form Content tab:

NOTE: We can assist you in setting up dropdowns with names that translate to emails for assigning current steps as this avoids mistypes or those answering who may not know an email.

h) Let the user choose when sending the form
This option is only available for the first step in a form, and it results in a screen like the one below if the person initially creating the form (either on the Applicant or Employee’s Materials on file screen on through the My Account à My Forms path) needs to decide who this form can go to.