Defining the Workflow

Each form within a myosh environment requires workflow. The workflow of a record defines all associated steps through to completion. Some modules may have a more complex workflow whereas others are simply e.g. Draft to Open and then Closed.

In order to save a form it must contain at least one workflow step. The first workflow step would usually be the Draft step. The following outlines how to create a basic workflow from Draft to Open and then Closed. Note that steps may vary depending upon the desired workflow required. Consultation with a myosh configurator may be required in some circumstances.

Note: Create all steps and then define the next steps once all Status steps have been created.

Creating a Simple Workflow

1. Select Workflow Definition tab from within the form.
2. Select New Step.
3. Complete the Workflow Step dialog. a. Enter a name for the step e.g. Draft, Open, Closed etc. b. If the step is the Draft step select Mark this Step as the Draft Step. This will only display any created records at the Draft status to the person who has created the record unless "Groups able to see records flagged as 'Draft'" is configured in Access Control. c. Select a Record List Icon for the step as required. d. Select a Background Colour for the step as required.
4. Select Draft from the First Step drop down.
5. Repeat steps 2 and 3 for all other statuses within the form.

Once all statuses have been created the definition for the next step within a step can be defined.

6. Open the Draft status step and select Add Next Step.
7. From the Step drop down list select the next step after Draft. Enter a name in Button Label field e.g. Submit.
8. Select Ok.
9. Open the Open status workflow step and select Next Step.
10. From the Step drop down list select the next step after Open e.g. Closed.
11. Enter a name in Button Label field e.g. Submit.
12. Select Ok.
13. Open the Closed status workflow step and select Next Step. In some cases there may not be a requirement for a re-open button.
14. From the Step drop down list select the next step after Closed e.g. Re-Open.
15. Enter a name in Button Label field e.g. Re-Open.

Note that the above steps are an example of creating a basic workflow and other steps may be required depending upon the workflow required in the form.

Additional Workflow Options

Within each workflow status step, configure submission behavior and visibility conditions.

Configure Step Submission

• Toggle Confirm dialog box visibility on submission.
• Toggle Auto close record view on submission.
• Add Hint text for submission information.

Step Visibility Conditions

• Select Edit Visibility Options.
• Add Field, Hierarchy, and Group Conditions as needed.
• For RECORDLINK/REVERSE_RECORDLINK: The next workflow button visibility can depend on the workflow step of linked records.
• Select OK.

Remove Workflow Step

• Open the workflow step to be removed.
• Select the step.
• Select OK.

Automated Advancing of Workflow (Rules)

Automated workflow advancement is configured in the Automated Advancing of Workflow tab of the advaced form editor.

• For DATEFIELDs, a "has not passed" condition can update record status.
• For "First occurrence" and "repeat every" criteria, an INTFIELD from the record can be used instead of a literal value.
• If configured to repeat "Only Once", the record won't advance again if reverted to the status that triggered the initial advancement.