User Manual

Where a field is set up as segment type “Admin Input: Workflow column”, the workflow controls appear when editing the segment.

The main workflow controls are:

• Visible to: which user roles will see this field in the Workflow Manager
• Editable by/when: which user roles can edit the field in the Workflow Manager, and under what conditions
• Colour for: which user roles will see this field in a particular colour under specific circumstances
• Options: what values will users (by user role) see in the drop-down

Each option value then has its own set of controls:

• Visible to: which user roles will see this value in the dropdown, and under what conditions
• Change to: change the value of the field automatically after a specified number of days
• Send email: send an email to the user and/or admin immediately, or after a number of days
• Send SMS: send a text message to the user and/or admin immediately, or after a number of days
• Unassign: remove any user assignment attached to this form immediately when this option is set

Notes:

• When setting “visible to” for option values - selecting NEVER means that the value shows only when already selected - the user will not see this value when another value is currently selected. NEVER is useful for status only set by automated procesess.
• Deleting conditions and options:

1. full elements - change the main selection dropdown to “Select…”
2. colours - select the top blank row from the colour drop-down
3. individual where conditions - select DELETE from the join dropdown (AND/OR)
4. options - clear the option name box

See here for information on how to use email markup tags and create dynamic links in email messages generated from workflow.