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_RECORD_LINK: 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

Automated workflow advancement is configured in the Automated Advancing of Workflow tab of the advanced form editor. These functions are distinct from and more limited than the Rules Engine.

When adding a new auto-advance rule, you will be required to select the 'When in step' (origin status) and the 'Advance to' step (destination status), as well as deciding whether the progression must be triggered 'When':

• Match all conditions - all the conditions you set must be met for the status change to be triggered
• Match any condition - any of the conditions being met will trigger a the record status change

Date Field Condition

For DATEFIELDs in the record, a "has passed" or "has not passed" condition can be enforced to control the automatic update of a record status. This condition can be adjusted by a defined number of days, weeks, months, or years, allowing the record's status to be updated based on whether the date field (plus or minus the adjustment) has passed.

By default, the record status change will only update once for that record, if the condition is met. In other words, if a record is set to progress from 'Active' to 'Archived', after a specific date has passed, it will not automatically do so again if the record status is returned to the Active status manually or by another automated process, even if the condition is met again. To allow for repeated status auto-advancement, tick change the 'repeat' option from 'once only' to your desired frequency, e.g. every day, every week, etc. This controls how often the system will re-evaluate whether the condition is met.

Recordlink field condition

The status of 'all', 'any', or 'no' linked records (parent or child) in a selected RECORDLINK or REVERSE_RECORD_LINK field can be used as a condition for workflow status advancement. For example, if all associated Actions records are closed. The rule acts on the form being configured, using the linked form status as a condition - if a linked form's status should change, a rule automatic workflow advancement rule should be configured in that form's configuration settings.

Integer Field Condition

You may set the condition that a selected INTFIELD value must be equal or greater than a specific value. As with the date field condition, you can optionally also control whether the rule must run at repeated intervals beyond the base (first occurrence) trigger value. For example, if the condition is set for '10', the initial status change will be triggered when the record is saved in the origin status with the INTFIELD value entered as 10 or greater. If the repeat interval is set to '10', the status change will also be triggered again whenever the record is saved in the origin status and the INTFIELD value is equal or greater than the next interval value above the previous trigger. For example, if the previous automatic advancement was triggered by value '22', then a value such as '31' would trigger it again (intervals being 10, 20, 30, 40, etc).

If required, the first occurrence and interval trigger values can be set to reference other INTFIELDs in the form, instead of literal values.

Person Field Condition

This can trigger the rule to run when a person defined in the record is archived or restored.