Episode II: The Workflow from Concept to Construction
Last week we asked the questions: What is a workflow? and How does work flow? We finished the episode with a basic example of how a position is filled in a company from applicant to approval. This week we’re going to follow this example through the form and workflow creation process. Please refer to Episode I for any questions about content in that article.
Teaming 2 now gives you the ability to build and import forms and workflows locally. This means that instead of having the form and workflow available to anyone, you can limit the use and modification of those forms and workflows simply by creating or importing them directly into a workspace or folder.
A local form or workflow can be made global or moved if necessary, but today’s episode focuses on how to make this form and workflow locally.
After logging into to Teaming, click the Manage tab. From the drop-down menu select Form and View Designers. (You might recognize this screen from the Deployment Instructions.) You can use this screen to import, export, and create new definitions. Forms and workflows are often referred to as definitions because they define the form entries and workflows that are submitted or recorded. An entry, for our purposes, is one instance of a form (possibly with an accompanying workflow).
Let’s begin by creating the workflow process within Teaming. Click the New drop-down menu and select Workflow Processes.
Let’s name our new workflow Application Process, and use the file name will be application_flow_jdemo. (The jdemo at the end identifies the creator. The caption is viewed by the user, and the Name is the filename. The Name is mostly for use by the creator or admin.
Now, let’s identify the states to use. If you remember back to last week’s episode, there are at least 7 states (using the process we identified). You can create more for the convenience of the workflow process, but let’s start with these 7.
Click on Workflow Process > Add > State. Go ahead and fill out the fields as you want. The Caption is seen by the user as the name of the state their entry is in. The Name is used by Teaming to identify this state. The Description is only seen by those who are looking at this workflow from the designer. The Description is very important when there are many states or special-action states that require more information.
Your screen will look similar to this.
Repeat this process for each of the states: HR Review, Department Review, Manager’s Approval, Approved, Rejected, and Contact Applicant.
You see seven small blue nodes with the names you have given them. These are the states in the workflow, Be sure to click Save Layout if you chose to rearrange these states. This is to help you visualize your workflow process.
Now select Workflow Process > Modify. Assign your beginning and ending states and click OK. Your workflow could now look like this (depending on how you arranged your states.)
To wrap up you need to create some basic transitions. Click on the + to the left of New Application > Transition > New > Manual Transition > HR Review. You probably noticed a list of workflow transitions. You’ll learn more about them in this series. For now, we’ll just create a Manual Transition from New Application to HR Review. A manual transition is represented by a small black arrow.
This might seem like the middle of the process… and it is. We’re going to take a break, mostly because we don’t think you would like to read an article as long as we would like to write! We’ve created all the states of this workflow and hope that you can patiently await our next episode in the week to come. As always, we encourage you to visit our Library and check out past articles or our many free form and workflow downloads.