Form Workflows

Form workflows are streamlined processes associated with each form, helping you manage tasks related to your forms, such as requesting reviews from managers or colleagues. To access form workflows, navigate to the Workflow tab on the form page.

Workflows may be pre-configured when the template associated with your form is created. However, you can also add custom workflows to suit your specific needs.

Note: Workflows are a new feature in ProjectDeck, with more enhancements planned for 2024, including sign-offs, notifications, approvals, and linking processes. You can get an initial taste of workflows using the “Review Workflow”.

Creating a New Workflow

To create a new workflow, follow these steps:

1. Click the “Add a workflow” button, which opens the control shown in the image below:

1. Give your workflow a name and click “Create.” Alternatively, you can click “Cancel” to discard the process without any changes.

Once you create a workflow, it will be added to your workflow canvas, as shown below:

You can add more workflows by clicking the + button beneath your existing workflows.

Renaming Workflows

You can rename workflows that you’ve configured yourself, but you cannot rename workflows that were configured by admin users in the associated template. To rename a workflow you’ve created, click on the ellipsis (…) menu at the top of each workflow, then inline-edit the workflow’s name.

Duplicating Workflows

You have the option to duplicate any workflow by clicking on the ellipsis (…) menu at the top of each workflow. A duplicated workflow is independent of the source workflow but will have a configuration.

Deleting Workflows

Workflows configured by admin users in the associated template cannot be deleted. However, you can delete any workflow that you’ve configured by clicking on the ellipsis (…) menu at the top of each workflow.

Review Workflows

Review workflows consist of four key elements:

1. Reviewer: This field allows you to enter the name of any ProjectDeck user in your subscription whom you want to review your form.
2. Status: This non-editable field displays the current status of the review workflow.
3. Date: This non-editable field displays the date associated with the current status step.
4. Originator: This non-editable field displays your name as the initiator of the workflow.

Initiating a Workflow

To initiate a workflow, enter the name of a ProjectDeck user from your subscription. This can be any user with any role. Once you’ve entered a valid name, a Request Review button will appear.

Clicking the Request Review button will prompt you to confirm your request for review. Upon confirmation, an email notification will be sent to the reviewer, and the review workflow will be added to their My Workflows page. The status of the workflow will be updated to “Pending,” and the date stamp will be set.

Cancelling a Review Workflow

As the originator, you can see a Cancel button on the review workflow panel. You may click Cancel at any time until the reviewer either accepts or rejects the review workflow. If you choose to cancel, the review workflow will return to its initial state, and the reviewer will receive an email notification explaining the cancellation.

Accepting or Rejecting a Review Workflow

As a reviewer, you will have additional options in the review workflow panel.

To accept a review workflow, click the Accept button. This will change the status to “Accepted” and update the date stamp. No further actions will be available for this review workflow, and the workflow panel will serve as a record of the review.

To reject a review workflow, click the Reject button. This will change the status to “Rejected” and update the date stamp. Similar to acceptance, no further actions can be taken on this review workflow, and it will serve as a record of the review.