Workflow Settings

• Allow workflow reviewers to edit
• Show Workflow Status on Submissions
• Send reminder email notifications
• Disallow Approvers to Deny Submissions
• Disallow Reviewers to Send Back
• Disallow Reviewers to View Workflow Status
• Disallow non-admins to view workflow status page
• Save a Copy of All Email Notifications Sent
• Allow app admins to bypass workflow

Several workflow settings are available to improve your app's workflow. You may want to consider these settings prior to publishing your form.

To enable these settings, click Workflow Settings at the right of the Workflow Builder page, below the Publish button.  

Note: If the app is already published, any changes made to the Workflow Settings will require a publish action to take effect.  The only exception is the 'Show workflow status on submissions' and 'Disallow non-admins to view workflow status page' options which will apply immediately; no publish action is required.  Please be aware, if you change one of these settings and publish, it will not impact any proposals currently in progress. It will only impact documents submitted to the workflow after the setting has been changed.

Note: If versions functionality is enabled you'll also see the workflow setting option of Allow resubmission of documents to workflow option.  More information on that setting and Versions functionality can be found in the Document Versions article.

Allow workflow reviewers to edit

This setting acts as a global setting to define whether users involved in the workflow can edit form fields, or if it will be view only access. When enabled, all steps will follow this setting unless the setting is overridden on the individual step. 

Show Workflow Status on Submissions

Enabling "Show Workflow Status on Submissions" will allow the form submitter to view the workflow status of their submitted form. With this access, they will be able to see what step their form is on, who is assigned to approve it, and any comments that have been made by using the toggle on the form to change between Review and Status. Updates to this setting will impact the form and all documents within immediately (no publish action is required).

Note: Even if this is disabled, the initiator will be able to see the workflow information if a document is ever returned to them since they are now a part of the workflow recipients.   

Send reminder email notifications

An admin can configure workflow steps to send out automated reminders to the approver of a step to remind them that they need to take action on a step. You can edit the frequency to a one-time notification after X amount of days, or a recurring notification after x amount of days after initial notification.  Changes to this setting will affect all steps unless they are overridden at the step level.
 

Disallow Approvers to Deny Submissions

By default, every workflow step has the 'Deny' option that will allow users to deny (or disapprove) the document.  However, if you don't want users to have this option in the app workflow, you can toggle this option to disallow Deny.  

When this is toggled, steps will no longer have the Deny path option to configure, and once published, users will not see 'Deny' as an option in the document when it's in their Action List. Individual steps can then override this setting, if needed.

Updates to this setting will only impact documents submitted to the workflow after the setting has been changed and the workflow is published.

Disallow Reviewers to Send Back to Previous Steps

By default, every workflow step has the option to send back a document to a previous step in the workflow.  However, if you don't want users to have this option in the app workflow, you can toggle this option to disallow send back.  

When this is toggled users will not see the 'send back' as an option in the document when it's in their Action List. Individual steps can then override this setting, if needed.

Updates to this setting will only impact documents submitted to the workflow after the setting has been changed and the workflow is published.

Disallow Reviewers to View Workflow Status Page

By default, every user in the workflow will be able to see the workflow details - including prior/future workflow steps and any comments added.  This setting defines whether people involved in the workflow can view the workflow history of the document, including comments from other reviewers. Individual steps can then override this setting, if needed.  

Note: The initiator will be able to see the workflow information if a document is ever returned since they are now a part of the workflow recipients. If you need to hide workflow information from the initiator in this situation, you would need to disable entirely here in the Workflow Settings and then reenable at each workflow step where you still want it displayed.

Updates to this setting will only impact documents submitted to the workflow after the setting has been changed and the workflow is published.

Disallow non-admins to view workflow status page

By default, if a user (non-admin) has access to view documents in the Documents List via Conditional Permissions they would also have access to view the Workflow Status for the document.  If you don't want them to have the ability to view the Workflow Status then you can toggle on this configuration option. Updates to this setting will impact the form and all documents within immediately (no publish action is required).

Save a Copy of All Email Notifications Sent

When enabled all future notifications sent by the workflow system for the form will be saved as entries in the Workflow Status tracker.  This will allow you to have a history of all notifications sent for a given document and be viewable if the document is opened from the Document List or Action List (not visible to end user if document is opened from My Documents).  When you open the Workflow Status Tracker in a document and view a workflow action that has taken place since the above setting was turned on you will see associated emails collapsed within the workflow action. 

Note: Reminder emails will be recorded in individual entries in the Workflow Status tracker.

A simple view without formatting or images will be displayed when you expand the Workflow Status drawer:

You can click 'Full Email' to open the email as it was sent to the user with formatting and images in a full screen printable view.

Note:  Any user with permissions to view the workflow tracker will be able to view and print saved notifications.

Allow app admins to bypass workflow

The Bypass Workflow option is a time-saving feature for System and App Administrators who need to move documents through workflows more quickly. Rather than manually advancing each workflow step, admins can now bypass the entire workflow with a single action.

Once enabled, additional options will appear to app admins in the Document List view.  When a document has the status of In Progress or Draft, and the bypass feature has been enabled in Workflow Settings, an admin can open the document from the Document List and take the Bypass Workflow action.

Note: The option to bypass the workflow is only available within the document list. If you are the admin and the creator of the document, you must first submit the document into the workflow and then access it via the Document List before you will see the option to bypass the workflow.

To use the Bypass Workflow option, select the document you would like to advance by clicking on the menu () next to the Edit button, and selecting Bypass Workflow.

Once the Bypass Workflow option has been selected, a warning message will appear to confirm the action, requiring a comment and providing reminders that:

• All remaining steps within the workflow will be skipped.
• Any integrations within the workflow that occur after the bypass will not trigger.
• Any notifications that occur after the bypass will not be sent.
• The document will move to the status of Complete. 

Note: Bypassing the workflow is an irreversible option. Once the document has moved to the Complete status, it can not be sent back into the workflow.  Also, the bypass action cannot be taken if there are blank required fields - those will need to be completed via an edit first before the bypass action can be taken.

Once the bypass has been completed, you will need to refresh the page or return to the document list to see the change in the status or see the workflow history. The workflow history will only contain steps that have already been completed, up to the step where the bypass workflow option takes place. Steps after the bypass workflow option occurs will not show within the workflow status.