Please check our corporate site if this feature is available in your subscription plan.
This guide explains how to create a workflow with a decision step and depending on the decision, the workflow will split into two sequences with different sets of actions. The decision will be based on the answer to a question in the form.
Problem description
Maria
- HR Manager in a large hotel chain
- Receives many PTO requests daily and has to redirect them to the right manager depending on the employee's department
- Current PTO request is on paper
Maria gets frustrated because…
- She spends 3 hours every week processing PTO requests handed on paper.
- Even when people submit their requests well in advance, it takes too long to approve the request and plan for the absence.
- Unplanned PTO causes problems with staffing.
Use case
Workflow
Steps to create this workflow
- Go to the “Dashboard” and click on “Toolbox”, then “Workflows”.
-
Click on “Create new Workflow” if this is the first workflow in your tenant or “Add New” if there are already some workflows.
- In the “Workflows settings'' panel enter the workflow name and optionally add a description.
- Then click on the “Add a Trigger” placeholder to add a trigger.
-
Select “Form submitted” from the trigger list and click on “Add”.
-
Within the panel on the right side, in the field “Form name” select the Form which should trigger the workflow.
-
Then click on the “Add an Action”.
- Select an Action: “Branching on” and click on “Add”.
-
Fill in the fields in the panel on the right side:
Our condition is the following:
If the Department equals “Cleaning”, we will send the chat message to Anna, otherwise we will send the chat message to Maria.
- Magic variable - this is where we add the field you want to branch on. In this case we are branching on the form answer so we will select "Answer for Select Department".
- Rule - this is where we select the rule for the decision step. Different rules apply to different information types that we want to branch on. In this case we are branching on the Department, which is a text field, so most suitable would be the following rules: “Contains” or “Equals to”. Let’s select “Equals to”.
-
Value - this is the last part of the condition. Here we need to put the department name “Cleaning”
- Now we need to specify what will happen when the department is “Cleaning” or when it's not.
- Click on + for the Yes branch.
-
Then select the action “Send a chat message” and fill in the fields in the paned on the right side:
- Send to - you can select the user to send a chat message or use a variable to reference a user from the previous steps. In this case we want to send a chat message to the user Anna, so we will search for the user and select her from the list.
- Message - type the chat message.
-
File attachment(s) - using Magic Variables you can attach the submitted form in a PDF format. In order to do that you need to add a step “Convert form submission to a PDF” before this action.
- The same way click on the + on the “No” branch and set up the chat message to Maria.
-
The last thing is to verify if all actions are set up correctly. Correctly set up actions will have a green checkmark. Incorrect ones will have a red cross and the incorrectly updated field will be highlighted in red.
- Once the workflow is validated, save and activate it.
Comments
0 comments
Please sign in to leave a comment.