Workflow Example #2

Last updated Jul 26 2017
Workflow Example #2:  Candidate Selection Workflow With Decision

This example will show you how to create a flow for recruiting a new employee. It is very similar to the basic flow described in "Example #1", only this time we add a decision element to the flow.
You will first need to create the form, which the candidate will be required to fill in (we will instruct you how to do this in the first part of this example). 
In this workflow we wish to connect the "Start" element to a "Decision" element. The decision will contain a condition: where the candidate must be younger than 55 years old. If the candidate is younger - than an email will be sent to the "Person" we define. and if the person approves this candidate the flow will come to an end and the form filler will be sent a message.
If at any time in the flow, the candidate is rejected (by the decision, or by the person) - the flow will return to the beginning: Letting the form filler know his candidacy was rejected.

Form Creation
1- Enter the form builder and create a new blank form
2- Give your form a name ("Properties" panel > Form> Settings > General> Form Name)
3- Press on the "Save" icon in the upper toolbar to save the form
4- Drag the following fields from this "Elements" panel (on the left) and drop them on to the canvas.:
Textbox (for candidate name)
numeric (for candidate age)
Textarea (for candidate prior work & experience details)
Email (for candidate email address)
and a submit button

5-
Change each element's label. Simply select the element and change its label text in the "element settings"  ("Properties" panel > Element> Settings > Basic > Label)

6-
Make your email element mandatory  (Select the email element and go to: "Properties" panel > Element> Settings > Basic > Turn on "Mandatory" checkbox)

7-
Save the form.
Once you are done creating the form you can add a workflow to it
Adding the workflow
1- Go to "Properties Panel" > "Form" > "Settings" > "Workflow" category

2-
Press on the "Configure workflow" button

3-


The workflow editor window will now open, containing 3 elements linked in a basic flow (by default). This flow is a good basis, however we will need to add a "Decision" element to it and change the connections a bit:
 Drag a "Decision" element into the canvas


Grab the connector that leads from the "Start" to the "Person" gray entry point and move it, so it connects with the "Decision" gray entry point instead.


move the "Person" and "Finish" elements to the right, under the "Decision" element, so it will be easier to connect them.


Then click on the "Decision" green exit point and drag a connector to link with the "Person" Gray Entry point.


Click on the "Decision" red exit point and drag to link with the start form.


Now make sure that the "person" green exit point is connected to the "Finish" element, and the red exit point is connected to the "Start" element.



According to this flow: the form filler will first enter data. The data will then be checked by the "Decision". If it does not match the criteria it will return to the start. If the data is found suitable according to the condition set - it will continue to flow 

and will be sent via email to the "person" we defined.
In the email sent to the "person" there will be 2 buttons: "approve" and "reject" and he will  need to press one of them.
When the person approves the candidate - the flow will reach its end and the form filler will be sent an email, saying his candidacy was approved.
If the person presses "reject" - the flow will return to the beginning, sending an email to the form filler, saying his candidacy was rejected.

4-
Once the flow is done, all that is left is to configure the settings.
Press on the "Settings" button in the upper toolbar to configure the workflow settings:
Description - this description is for your benefit only. 
Preview form data in workflow step - when this checkbox is turned on the data entered in the form will be displayed along with the onscreen message given to the approving person.
Your form filler is - This field defines who the form filler is. In this case it is the one that fills in the email element - so choose the "email" option from the dropdown.
Approved message - This is the text for an on screen message shown to the person after he approves the issue in the email.
Reject message  - This is the text for an on screen message shown to the person after he rejects  the issue in the email.
Reply to - the email address show to the form filler if he wishes to reply
From - This text will appear in the email subject, when it arrives (you can enter your name, your company etc). 
Approve button - Configure the text on the "Approve" button (default text is "approved").
Reject button - Configure the text on the "reject" button in the person email (default text is "rejected")
Show status link - this option will add a status link to the email sent to the "person". Pressing on the link will show the flow steps and where the request is currently located in this flow.
Status link text - allows you to change the default text of the link.
Press on "apply" to save the settings.

5- 
Select the "Decision" element and Fill in the decision settings.
Name of Decision - this text will appear inside the Decision triangle object on canvas (instead of "Decision").
Approve subject - Set the text of the subject in the email sent  once the candidate is approved.
Approve message - Set the body of the subject in the email sent  once the candidate is approved.
Reject subject - Set the text of the subject in the email sent  once the candidate is rejected.
Reject message - Set the body of the subject in the email sent  once the candidate is rejected.
Show original form data in approve / reject mail - a checkbox, once turned on, displays the data entered in the form.


Press on the "Configure condition" button to set the condition, by which the data will flow.
In our example the condition is: Candidate age must be less than 55.
Press on "Apply" to save the decision settings.

6-


Now select the "Person" element on canvas.  A "Person settings" button will appear in the upper toolbar. Press on it and configure the settings:

The properties at the top will define who the "person" is, and the subject & body of the email sent to him.
First Name - Enter the person's first name
Last Name - Enter the person's last name
User Email - Enter the person's email address
Subject - this text will appear in the email sent to the "person" as the email subject .
Message - this text will appear in the email sent to the "person" as the email body.

The properties at the bottom of the window will define the text in the email sent once the person approves, or the email sent when he rejects:
Approve subject - this text will be shown in the email sent upon approval.
Approve Message - this text will appear in the email body, sent upon approval.
Show original form data in approval mail - when turned on, this checkbox will add the data that was entered in the form to the email sent upon approval.
Reject subject - this text will be shown in the email sent upon rejection.
Reject Message - this text will appear in the email body, sent upon rejection.
Show original form data in Reject mail - when turned on, this checkbox will add the data that was entered in the form to the email sent upon rejection.

7-


 Select the "Finish" element. A "Finish settings" button will appear in the upper toolbar. Press on it and configure the settings:
Here you will need to configure the email once the workflow is finished.
Notify filler - once this checkbox is turned on, the email will be sent to the form filler.
Notify others -  once this checkbox is turned on, the email will be sent to the addresses specified in the textbox below.
Show original form data in mail - If this checkbox is turned on the data that was entered in the form will be shown in the "finish" email.
Mail subject - here you can set the text for the email subject.
Mail body - here you can set the text for the email body.
Press on "apply"

8-


Press on the "Save" button in the upper toolbar to Save the workflow 

9-


Press on the "publish" button in the upper toolbar to check the workflow.

10- 


Once the form filler submits the form he will receive an email containing a copy of the data.

11- 


According to the flow we defined the next step is the "Decision". If the candidate's age is over 55 - the candidate will be rejected and the flow will return to the start, sending a rejection email to the form filler.
If the Candidate's age is under 55 - he will be approved by the "Decision" element and passed on to the "Person" element.

12-


Now the data will be sent to the "Person" we configured in the flow. in this case: Henry@CBJ.com

13-


Once the person (Henry) presses on the "Approve" button, an on screen message will appear (see image).
If he presses on "Reject" a different on screen message will appear.

14-


And in the final step - the form filler will get an email containing an approval message or a rejection message.


Check out another example for a workflow: Example 1


CommentsLogin Required
Didn’t find what you were looking for?
Try the following for assistance or Use the Search box.
  • Q&A
    Asking us questions is the fastest and most affective way to get assistance.
  • FAQ
    Got a question? Check out our FAQs pages for answers to commonly asked questions.
  • Topics
    Check out our complete index of the FormTitan Topics organized by categories.
  • Features
    Browse our topics directory to find the feature you are looking for.
  • Contact
    Still haven't found what you were looking for? no problems... simply send us your inquiry.