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4. Forms and Workflows

User & Administration Guide — Version 1.0.0.21

Guide summary

Publish a versioned form and a workflow with stage deadlines and reminders.

On this page

What the administrator does: publish the form, publish the workflow, assign roles, and read the audit log
An administrator publishes the form and the workflow. Site owners keep Settings even before a role is assigned.

Form builder

Open Form builder, choose a form, and edit its fields. Fields can be required, read-only, or calculated. A calculated field is not typed by the requester. When the formula uses a currency field, the result is shown with the money format.

Save stores the draft of the form. Publish creates the version that new requests use. Older requests keep the version they were submitted with.

Workflow designer

A workflow is a sequence of stages. A stage can run in sequence, in parallel with another stage, or only when a condition matches. Each stage has an approver rule, Deadline (hours), and Reminder hours.

  • Add a stage, set the title and the timing, then save.
  • Publish a new version when the route should apply to new submissions.
  • Leave deadline hours empty when the stage should not show a countdown.
Workflow designer with deadline and reminder hours
Deadline and reminder hours sit on the stage. Publish creates a new workflow version.

Request types

A request type is the name people pick on New request. It points at one category, one published form, and one published workflow, and it supplies the numbering prefix. Sample setup can add types such as purchase, travel, expense, and leave. You can add, rename, or retire types afterward. Retiring a type does not delete the requests already submitted.