Everything You Need to Know About OnTask’s Bulk Launch Feature
OnTask provides a variety of different ways to kick off workflows, one of the most popular being our bulk launch feature. In this blog, we’ll break down everything you need to know about bulk launch including what it is, common use cases, how to use the feature, and more.
What is Bulk Launch?
Simply put, the bulk launch feature allows you to launch as many workflows as you need at once. Using a spreadsheet, bulk launch can be used to launch a workflow for each unique row.
Here’s the more technical side of things: Bulk launch allows you to start two or more workflows at one time by providing a .csv (Comma-Separated Values) document which contains rows of information containing the instance data for each instance. Each row in the .csv (excluding the headers on the first row) represents all the data for each instance’s start form. Uploading this .csv into OnTask allows you to run many instances with just a few clicks.
Does Data Carry Over into Their Correlated Fields?
All data from your uploaded .csv file will be carried over into the participant’s webform, so long as the property names on the webform are the same as those found on the start form. For example, if you designate a “first name” field in your .csv and the given participant name is “John”, and add the same “first name” fields to your start and webforms, OnTask will automatically carry over this information and place the text “John” into the appropriate field.
Understanding Bulk Launch Tracking and Reporting
Workflow tracking for bulk launches works the same as when you launch a single workflow from OnTask. All in-progress, completed and cancelled workflows will show up in your dashboard to give you insight into where participants are in the process.
This workflow status data can be exported, however it is important to note that this data is exported in lists based on workflow status. For example, separate reports must be downloaded for workflows groups that are in-progress vs. cancelled workflows.
Bulk Launch Capabilities:
Bulk launches come in handy when you have workflows that need to be sent out to a large number of people at one time. However, this can even be used to send as little as two workflows at a single time. Some of the most popular cases include workflows for COVID-19 vaccination record collection for employees, student registration, company-wide compliance or employee handbook update acknowledgements, and more.
It is important to remember that any workflow, regardless of complexity, created in OnTask can work with this feature, so long as the fields in your .csv match up with the start form.
How to Use Bulk Launch in OnTask:
This demo video shows how to set up a workflow that corresponds to the values in your spreadsheet and initiate your bulk launch:
If you need more information about running bulk launch, use this detailed walkthrough of uploading your .csv and launching:
To get started, navigate to your OnTask dashboard. Select a valid template, and then click the dropdown arrow on the green “Run” button, then click “Run Multiple Workflows”.
A pop-up window is then presented with the ability to add your .csv, containing all of your instances’ data, into OnTask.
Don’t have a .csv yet? Don’t worry, we can help you make one! At the bottom of the modal, click the “Download a sample” link to download a .csv file with your template’s field headers already added.
Now, we’ll take a look at the .csv we just downloaded. The first row should contain all of the property names from the fields on your start form. The second row should contain a description for the type of data that field accepts. For example, if the data in the template is supposed to be a valid email address, then the data in the .csv for this field must also be an email address. This second row describes the data type for each data header; however, this row should be deleted before using the file.
Every row after the first header row should contain the appropriate data for each instance you would like to run. When you’ve entered this and are ready to execute your instances, we can upload the .csv back into the same Run Multiple Workflow Instances window for that template.
After clicking “Add CSV” in the “Run Multiple Workflow Instances” window and selecting our .csv, the window will tell us if we have invalid data types for our .csv data.
If everything is valid, we can hit the “Run” button to begin running our workflow instances. While OnTask is processing these instances, you’ll see a progress bar letting you know how many instances have been started successfully, as well as any instances that failed.
When processing is complete, the workflow instances have been initiated and you’ll see them as in-progress in your instance dashboard (any failed instances will show in the cancelled section).