A workflow can contain a Form activity which allows you to create a form that requires user interaction to submit a response before the workflow continues to the next step.
Response
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Assignee: Specify who the form should be sent to. At least one assignee is required. Choose from:
- Initiator: Sends the form to the individual who initiated the change.
- Specific user(s): Sends the form to a specific user, or a list of selected users.
- Role(s): Sends the form to all users who have been assigned to a particular role, or a list of roles. If you select this option, a field will appear where you can select the name of the role, such as Data Steward or Business Owner. If you define a backup role, the system will initially look for users assigned to the first role, before looking for users assigned to the backup role. For example, if there are no Data Stewards, send the form to the Business Owner.
- Group(s): Sends the form to all users who are currently members of the selected group. When this option is selected, a field is displayed for you to select the group. The group must already exist on the system, and only users who are members of the group at the time that the workflow activity is initiated will receive the form.
Form details
- Title: On the Form tab, type a Title. The title is shown on the form when it is accessed by an assignee. For example, "Do you approve?".
- Description: Optionally, you can add a description which will be shown on the form.
Form fields
- Required Field: Choose whether or not the new field is a required field that must be completed before the form can be submitted.
- Description: Add a description if you want to include additional explanation of the field and how it should be addressed. You can set the Description to display only as a tooltip or to display under the field label on the form.
- Default: Select this tab if you want to set a default value for the field.
- Validation: Depending on the field type, this tab allows you to specify additional criteria that users must adhere to when entering a field value, for example, a text field that must have a minimum length of 5 characters.
By default, all fields are added to the Default Section in the form. You can select the section name in the list view and rename it in the right side panel. If you want to further organize your fields, you can add additional sections by clicking Add then selecting Section. When you add new fields, they will be added to the selected section. Every section must contain at least one field. You can delete or duplicate a section or field by clicking the menu button in the relevant row in the list view. If you delete a section, the section header as well as all fields in the section, are deleted. Similarly, duplicating a section copies the section header and all fields contained in the section. Choose from these field types:
- Boolean: A data type with two possible values. Allows you to add a "Yes / No" or "True / False" question to your form. For example, "Do you approve?".
- Text: A free form string of alphanumeric characters. For example, "Explain why you approve / do not approve". Choose Simple Text or HTML/Richtext.
- Date: A date in a recognized date format. Choose from Date or Date with time.
- Decimal: A decimal number. You can choose to specify the number of Decimal Places that will be displayed for the field and the Increment value by which the field can be incremented up or down.
- Integer: A whole number that can be positive, negative, or zero. You can specify the Increment value by which the field can be incremented up or down.
- Link: A field that contains a link.
- List: A list field where the values that are available depend on the workflow and the action. If you want to allow users to select more than one list option on the form, choose Allow Multiselect?Yes.
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Relationship Type: A relationship between Business Assets, for example,
[contains] Business Asset:: Report. The recipient of the form will be able to choose from a list of relationship types for which the asset is a subject or object. If a Relationship Type is selected for a request workflow and an Object Type is chosen as the trigger, then the Asset Type's relationships can be selected. These can then be used to update the asset's relationships in the request workflow.
Email notification
- Email Notification: To send an email notification along with the form, click the switch to enable email notification. The email will be sent to the assignees that you specified on the Response tab.
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Subject and Body: The email subject and the text of the email. If you want to insert tokens as placeholders for variable text, click the Insert token button to select from the available options. The tokens will be replaced by the relevant workflow details for the user who completes the form. If you are adding a link, include the protocol, for example
http://,https://oremail:// -
Include responses to previous forms: Select this option if you want to include the information from any forms completed in a previous step of the workflow in the email. This option only applies if your workflow contains a preceding Form activity.
Example
Action: A Business Owner adds a business term.
Workflow starts: A workflow is triggered that sends an email to the Business Owner (initiator) that the term was added and it will go for review to the Data Steward.
Workflow form: The Data Steward receives a Form and after review of the new Business Term, the Data Steward acknowledges the review is complete via the workflow Form.
Final workflow step: The Business Owner is then notified that the business term has been reviewed.