Flow Designer

Overview

The Flow Designer is the tool in which flows are built. The Flow Designer provides a space where you can lay out a series of tasks in sequence, each of which are bound to a form that is to be reviewed or filled out by the end user performing the task.

Currently there are two types of tasks available, e-mail and form.

Shared Properties

The following are properties shared by all flow tasks.

ID

This is the unique name given to the task in a flow. It is also the value used for specifying when Actions will be triggered.

Name

This is a label or display name for the task seen on the flow designer.

Task Notifications

When tasks are processed through the workflow, a notification is sent to any assigned users who also have their notifications enabled. To customize the notification email, you can customize it in the form task’s properties. Email tasks will share the notification message from the next form task in the flow. Just like with form email actions, form data can be put in the email by using the field name inside curly braces. You can revert to the original default message by clicking the Remove Customization button

Condition

The “Condition” property provides support for skip logic. If a condition has been set for a particular step in a workflow, that condition will be evaluated when the workflow reaches that step. If the evaluation result is “true” then the workflow will follow through with that step. If the result is “false” then it will skip that step completely and proceed to the next (or end the workflow if this was the last step).

The format for the “Condition” property is the same as a JavaScript conditional statement. For example, if we only wanted to execute a particular step of the workflow if a form control named “ApprovalRequired” on a previous step was set to “Yes” then the following conditional statement could be used for this property:

ApprovalRequired.value === “Yes”

Other logical operators such as those listed below can be used as well.

Operator	Description
==	Equal
===	Equal and same type
!=	Not equal
!==	Not equal or not same type
>	Greater than
>=	Greater than or equal
<	Less than
<=	Less than or equal
&&	And
||	Or
!	Not

The “And” and “Or” operators allow for complex expressions containing multiple conditions. For example:

InvoiceTotal.value > 5000 || PastDue.value === “Yes”

E-Mail

The email task sends a link to a specified email address. The email will contain a link which takes the user to the next step of the flow.

This task has the unique property E-mail which specifies to which address the email will be sent. This can either be an address written right into this field, or it can be set dynamically by using a value from a previous form in the flow. This is done by putting the control ID inside curly braces, as seen in the example of email task properties above.

Form

The form task is the main task of a flow. Its properties allow further control over which forms are used in the flow and who acesses them. Any form in the same application as the flow can be used in the task.

Additionally, values from a previous form will carry across the flow. A simple example is when the same form is used in two steps. he form in the second step looks the same as the form in the first step.

However, this feature also allows values to carry forward when using different forms. If a control has the same ID as a control from a previous step, it will copy that value.

Note

Take care to give controls unique IDs, even in different forms, if you don’t want them to share the same value when used in a flow.

Below are some descriptions of each unique property for this task.

Form Key

This dropdown contains a list of all forms from the same application. Selecting one will set that form to be used for the current step.

Users

Any usernames listed here will be given this flow step in their task list when the previous step is completed.

Groups

Similar to the Users field, any role names put here let its members recieve this step of the flow as a task when the previous step is completed. All group members will have access to the same form, so one user may start and save the form and another may open and finsih the form afterwards.

Reject

Rejecting a form allows a user to send the form to the flow task specificed in this field.

Due

This is property speciefies when a task should be completed by. A form not completed within this time period will be sent to the flow task ID specifed in the “Escalate to” field. This timer starts once task is generated. To create a due date, click on the Set Time Limit button. In the modal that pops up, you can enter numbers into the fields to specify when the task should be due. Click Save to set the task’s due date, Close to cancel any changes, or Clear to remove the timer.

Escalate To

When a the flow step is past its due date, the task is assigned to the user specifed here.