Each time a workflow template is run, OnTask creates an instance of that workflow and creates a ‘card’ in our dashboard showing a few details about that workflow. A critical item displayed in the dashboard for each instance is the Workflow Title.
To setup the workflow title, select the model on the dashboard and edit.
Select Workflow Model Settings (gear/wheel icon) in top right corner.
On the Workflow Title line begin typing the name of fields from the starting web form and you can select from the list that will appear. When the property name is highlighted in green it will use the value entered or imported into that field when the workflow is run. This assembles great workflow instance titles using data from the start form and allows for the search on the dashboard to locate the instances that match the search term.
Some extra calculated fields are also available:
- Current Day
- Current Date
- Current Month
- Current Year
For example, if completed workflows will need to be found by finding all the instances that were run for May, 2021- adding Current Month into the title will permit the list of instances to be filtered and then exported to csv.
Create Document Form is step in a workflow model that is a paired value of steps. Adding will automatically add the Fill Document step.
In the Create Document Form step, reference a document that was previously uploaded to allow participants to add signature, date, or other fields in a Fill Document Form step. Choose the Property Name of the file upload step and participants will add fields.
In the Fill Document Form step, assign to the email address field for the individual to complete the form added in the creation step.
Consider adding email or other tasks as needed in between the create and fill steps.
Using Static Content
Your workflow can display customized pages to your participants when one or more tasks have been assigned and completed by the same role. Inserting a Static Content event in your workflow allows you to defined what will display on those pages as an informational guide and will have no actions required on the displayed page. The workflow will automatically continue on to the tasks assigned to different roles (email or phone) after the Static Content.
Example: “Thank you for completing this form for our company. You may now close this window.”
To add static content to display to a participant:
- In the advanced process builder, select the plus after the series of tasks assigned to the participant you wish to display a message to
- Select Event Task and then Static Content
- Click to edit and on the right side select the Edit button to set custom text
- Enter the text to display to the participant and close the editor once complete
Note: If the Static Content is not the last task in the series it will display at an unexpected place in the workflow.
When getting a form or document completed and signed does not hold the same urgency by the intended participants, add some Group Administrator overrides to the workflow. These overrides will allow the group administrators to get the participants back on track by resending a link, reassigning the task to a more suitable participant and more. Simply select an instance on the dashboard and choose an admin function from the right side panel.
By default, all task types added within a workflow will automatically receive the Group Administrator Override of Generate Task Link. This override will allow the Group Admin to obtain a direct link that can easily be emailed, shared, or sent via text to a participant to access the task step. To access, Group Admins simply select an instance on the dashboard and choose the admin function from the right side panel. An important item to note is that anyone with this link can complete this action so it should not be shared publicly.The other two types of Group Administrator Overrides are:
- Administrator enabled
- Custom added by your OnTask expert
Administrator enabled overrides
Task Reminder- this is an automated override and can be set to remind the assigned participant by email that there is a task waiting for completion. Choose between sending a single reminder email or repeated emails until the task is complete. How often to send an email can be set in months, days, and hours.
Escalation Reminder- this is an automated and participant driven override that allows for emails or other user facing tasks to be triggered if the original task remains incomplete. Often used to email the Group Administrator that a workflow is not progressing and it may be time to step in.
Reassign Task- This group administrator override is added by OnTask during the template assistant process. This will allow the administrators to change the email address a task is currently assigned to in case of situations like vacations, terminations, et cetera where the original participant cannot or will not be performing the task.
Resend Email- will send a duplicate email to the first email sent to the participant.
Expiration- expires the workflow on a specific date or time after workflow has been started.
Overrides available through your OnTask Expert
Custom Override Examples
- Cancel a Workflow with a note
- Send document back to a previous participant with a note
- Manually Escalate to Senior Management for high priority
Event Task: Link
Event Tasks create the paths that the documents, forms and data can take as our automation engine powers work getting done.
Link – connect a workflow to a particular path on a branch. When the workflow reaches the link, the workflow will continue with the tasks below the selected connection point. To add a link to your workflow, click Add Task – Event Task – Link. The link will be added to your process and on the right side panel, click SHOW AVAILABLE CONNECTIONS to show you where you can go to in your model. Not all steps in the model can be linked to so if the plus symbol above your step is not active, you cannot create a link to begin that step. If the plus symbol is active, click the plus symbol above your step to connect the branches of your template. The workflow will now begin the step directly below the plus symbol.
If you attempt to link to a step creating a circular reference (link to a link for example) you will see an error message on your right panel and not be able to publish your workflow. This can be corrected and the workflow republished.
Limitations of links
Some steps cannot be re-performed as they are permanent. Examples of steps that cannot be repeated are Fill and Sign steps. These steps produce a PDF with answers burned into the PDF and attempts to repeat this step will write answers over prior answers. For advanced workflow building techniques like going “back” in a workflow to a fill and sign step, OnTask experts can help.
Your Workflow template can be highly customized to match each step of your business process. To do this, we build out those steps using building blocks referred to as Task Types and pair them together. The most commonly paired task types used to assemble steps and automate work are: Webform, Email, and Fill and Sign.
This powerful combination will:
- Collect data such as emails for use in the workflow
- Send an automated email with an action button to link to a task for the email recipient
- Display a task type for the participant to do work
Even very large and complex business processes will include such combinations, possibly repeating many times to help participants through a large process.
Tips for using the advanced process builder
When you use the advanced process builder here are some tips to help you begin.
- Your Workflow template begins by inserting your first task, normally a webform. In a webform, we can collect email addresses for the roles we will use in our automated business process. Rename your webform to identify what the purpose of this form is.
- Edit your start form. Change the email field in the start form to be a required field and a data type of email or the field will not be available in later steps.
- Next, you can assign a Property Name to the email fields that is easy to remember
- Return to the Process builder by selecting the back arrow on the right hand side
- Your next step in the process may be an email step. In order to show a Fill and Sign or other user facing task to a participant in your workflow, you will need to tell that person that they have work to do and add a link (button) in the email
- If the only email option on the To or CC fields is ‘Originator Email’ review steps 1 through 3 in this section.
- your email button will link to a step in the workflow template. For example, a Fill and Sign step to allow the email participant to fill a form or sign a document.
- The Fill and Sign step must be changed to the email field defined on your start form.
- Publish and Run your workflow to test this powerful combination
For an example, please watch our helpful video of an expense report workflow: https://www.ontask.io/resources/demo-building-expense-reports/
Export/Import Workflow Model
OnTask allows your workflow template to be exported and imported into the same organization or into a different organization. You can now use this to share templates, copy templates to another group, or make a copy to modify and use with a different document or form.
To Export to an OTW file:
- Open workflow template in the advanced modeler, you do not have to accept the message
- Select icon for Export/Import Workflow Model
- Click Export
To Import an OTW file in the template assistant
- Click the card for: I’d like to import a previously exported workflow template
- Click Browse for model and pick the file with an OTW extension to import
- Click import
If saving into the same group and same organization, consider changing the template name at this time to differentiate from the first template.
To Import an OTW file in the Advanced Process Builder
- Click the template you wish to overwrite or start one from scratch
- Click the icon for Export/Import Workflow Model
- Click the Import Tab
- Click Browse for Model and pick the file with an OTW extension to import
- Click Import
Consider changing the name as the name will be updated by the import process.
A workflow template is a “master workflow” with all of the steps and transitions you’ll be using in your workflows.
Using the Workflow Template Library
- If you’re not in the main OnTask Dashboard, click the “Template Library” icon in the upper-right of the screen.
- Choose an assistant (E.g. “I need to have forms filled out”).
- Complete Step: Select Documents and Roles.
- Supply a document you would like to fill out or have filled out, we support the following file types: DOCX, TIFF, JPG, PNG, BMP
- You can designate up to 6 different roles. The order will be used to route the document or form for editing or reviewing.
- Complete Step: Prepare Document Fields & Assign Roles.
- Use the tools above your document to scan for fields and to add your own fields, such as Signature, Initials, or Text boxes.
- When you add a form field, you will be able to choose which role will be responsible for filling out the field.
- Complete the final step: Name Your Workflow & Add Enhancements
- Choose a name to display in the dashboard to identify this workflow template
- Choose enhancements to this template (E.g. Digitally Certify Document to support legally binding electronic signatures)
- Finish Template
- When the template is finished choose your next action; Run Workflow, Share, or Integrate into your Application
Choosing “I’d like to create a new workflow template from scratch”
- From the Workflow Template Library you can click the button below the assistant options to create your own custom workflow template
- Click Insert First Task to start adding steps and transitions to your template.
- Choose the type of task to insert:
- User Task
- Web Form – adds a form allowing for fields to be added for a participant to complete during a running workflow
- Fill and Sign – upload a document or form and create fields on it for signature, date, and other options
- Create Document Form – reference a document that was previously uploaded to allow participants to add signature, date, or other fields in a Fill Document Form step
- Edit Document – upload an OpenOffice document (docx file extension) that can be viewed or edited in a running workflow
- View File – reference a document that was previously uploaded so that a user can view it
- Send & Save
- Email – send email notifications to inform a user that they have a task to complete, or to let them know the status of a task
- Export Document – exports a document to a Sharepoint account (requires Sharepoint account)
- Export to Salesforce – exports a document to Salesforce (Salesforce credentials required)
- Webhook – exports field information collected while running a workflow and sends the field values to a URL for integration to other applications
- Event Task
- Complete Workflow – complete a workflow that takes a particular path on a branch
- Cancel Workflow – cancel a workflow that takes a particular path on a branch
- Exclusive Branch – create multiple paths that a workflow can be directed to take one path
- Parallel Branch – create multiple paths that a workflow can take each path simultaneously
- Milestone – set milestones to mark important points of progress in a workflow
- You can then customize the name of the task in the right panel, edit the task (by either clicking the pencil icon of the task or choosing EDIT from the Task Actions dropdown), or delete it. This is also where you’ll choose the task assignee (the person who needs to complete the task in the workflow).
- Click the + above or below your task to add another task.
- You can create a copy of a task to use in multiple places within your template:
- Select the task you want to copy.
- In the right panel, from the Task Actions dropdown, select COPY.
- You’ll then click the + in the Designer where you want to paste the copy.
- If you need to delete a task:
- Select the task you want to delete.
- In the right panel, from the Task Actions dropdown, select DELETE.
- Once you’ve added all of the steps your workflow needs, click PUBLISH to make it available to the group members.
A fill and sign task requires that you upload a document or refer to a previously uploaded document (PDF, Office, or image file) that the task assignee will fill out and/or sign.
Before You Begin
Before you can create a fill and sign task, you need to create a workflow template.
Create a Fill & Sign Task
- In the workflow template Designer, click Insert First Task or click the + above or below an existing step.
- Choose User Task, then Fill and Sign.
- In the right panel, you can modify the default task name, Fill & Sign. It’s a good idea to make your task names descriptive and meaningful so that it’s easy to distinguish the current workflow step.
- From the Assigned to dropdown, select the task assignee. The workflow originator (the person who ran the workflow) will be available for selection, and in addition, there may be other participants available if they’ve been invited to the workflow or referenced as a property.
- Click the EDIT button in the Designer, or from the Task Actions dropdown, select EDIT.
- In Edit mode, on the DOCUMENT tab, you can do one of the following:
- Upload a document (PDF, Office, or image file) that the assignee will fill out/sign.
- Type the document name in the Document Name field. This will also be used as this document’s property name, so that you can reference it in later workflow steps.
- Upload the file (in the Document section, click the box to select a file or drop a file onto the box).
- Choose a document that has been uploaded in a previous workflow step (such as a Web Form task with a File Upload field or an Edit Document task).
- From the Document Name dropdown, select the property of the document you want to use for this step.
- Upload a file that will be dynamically replaced in the running workflow (in the Document section, click the box to select a file or drop a file onto the box). Even though this file will be replaced in the running workflow, you need to upload a “sample” file so that you can configure your Fill & Sign fields. You’ll want to select a document that is similar to what will be uploaded dynamically so that the fields you place on the sample document will be located correctly on the final document. Note also that if the property you chose from Document Name in the last step doesn’t associate to a document in the running workflow, this sample document will be used instead.
- You can optionally do the following:
- Digitally certify the completed document.
- Allow a user to Download the file from the viewer.
- Add Action Buttons, which will allow the workflow to progress to the next step, and optionally provide multiple paths (branches) of completion of the workflow (for example, if a request is accepted it would take one path forward, and if rejected would take a different path).
- Once you specify the general document options for the task, switch to the FORM FIELDS tab to configure your input fields.
- From the INSERT FIELD dropdown, select a field type:
- Text Box
- Click the form where you want the place the field for the user to input a value or sign the document.
- Once you’ve configured all of your fields, click <.
There are two basic types of branching you can use in your workflow templates:
- Fork Branch – the workflow takes one path, or it takes another (for example, either a P.O. is approved, or it isn’t)
- Parallel Branch – the workflow has tasks that can be completed simultaneously by different users (rather than sequentially)
Before You Begin
Before you can create branches, you need to create a workflow template. After that, how you proceed to branch depends on the needs of your workflow.
At the end of your branches, you can designate certain paths to trigger a cancel workflow event, and others to trigger a complete workflow event.
Create a Fork Branch
A fork branch is created using multiple Action Buttons. For example, if a web form contains an APPROVE button and a REJECT button, a branch will be created. The path that the workflow takes after that point depends on which button the assignee clicks.
Create a Parallel Branch
When you use a parallel branch, the workflow proceeds down all of the paths simultaneously.
- In the workflow template Designer, click Insert First Task or click the + above or below an existing step where you want to create the branch.
- Choose Event Task, then Parallel Branch.
- In the right panel, you can modify the default task name, Parallel Branch. It’s a good idea to make your branch name descriptive and meaningful so that when workflows using this template are in progress, it’s easy to distinguish the current workflow step.
- By default, two branches are created: Branch A and Branch B.
- Click ADD BRANCH if you need to add more branches.
- If you need to reorder how the branches appear in the Designer, grab the branch and drag it up or down in the list of branches.
- Click the branch to rename it from Branch A or Branch B to something more meaningful.
- You can now add different task types as needed to each branch.