Creating and Managing a Script Workflow

This article reviews different ways to create a Script Workflow from your form and how to manage the Script steps. If you have not yet uploaded and digitized your form, start with this article before continuing.

Where to Begin:

After you have logged into your Script account, select "Scripts" from the menu on the left-hand side of the page.

MainScripts

Then, select "Your Forms" from the list.

FormsPage

On this page, select which form you want to use. Once you have selected a form, click the gear icon and choose "Create Workflow from Form."

CreateWorkflowFromForm

Next, choose a name for your Workflow and add a description. Please note, these cannot be changed later. Then, click "Save" and you will be taken to the Script page for this form.

NewScript

Configuring the Script:

The first page you will see is the Workflow Dashboard. This is where you can view, at a glance, how many submission you have, both in progress and completed. It will also give you insight into how active the Workflow is. To learn more about this page, check out this article.

To start editing the process, select "Workflow" form the list.

GoToWorkflows

Once you see the steps of your Workflow, the first thing to do is click the "Start" button.

WorkflowStart

Here, you will be able to choose how to share this Script: via the "School Links" folder within your school's parent accounts (only available with the Activities module), the "School Links" folder within your school's staff user accounts, or as a direct link to share anywhere such as your website or newsletter.

WorkflowStart2

Click "Done" to save your selection. Then, click on the first step from your form. This should have the same title as your form name. Clicking on it brings up a section where you can change the name of the step to better recognize it, choose who completes that step, and add any instructions you would like to include for anyone filling it out. Further down, you can see more information such as the Form ID, name, and revision number. Once you are done, click "Save."

WorkflowStepOne

You will have a few options for who should complete a step to choose from.

  • "The person who starts the Script" is exactly that. This choice, whether it is for the first or last step of the Script, will assign that step to whoever clicked the link at the beginning.
  • "Let the previous step's completer pick who will do this step" will present the user with a list of predetermined users to choose from. You will enter the name you want to be displayed (name, department, etc.), then enter the user who will receive it. If that user does not have a registered Script account, you can simply enter their email instead.
  • "The same person who completed the previous step" will present the next step of the Script to the user who just filled out the previous step. This is useful for a Script that contains multiple forms to be filled out or for an Approval step followed up by a digital signature to be filled in on the form.

  • "Let me specify who will do this step" allows you the decide who that step will always be assigned to. Enter the name of the user, or their email if they don't have an account, and that step will always alert that specific user. This is typically used for sending a notification to one person or a final approval from someone such as the Superintendent.

Adding Steps:

To add more steps to your Script, such as an Approval or Notification step, click the small "+" button between any two steps. A menu will be presented with several options for new steps.

AddSteps

Here's a breakdown of what each of these steps does:

  • Notification Step: The Notification step allows you to notify specific individuals that the previous step or the entire Script has been completed. You will choose which party this notifies and what message you want them to receive. You can also attach a PDF of the form at any stage to this notification email.
  • Approval Step: The Approval step allows you to specify who needs to approve this step of the process before it continues. You can add one or more "approvers" to this step. Then, at the bottom, you can choose whether all of them need to approve it or just any one of them before it moves on. This is useful for departments with multiple managers which all have the ability to approve requests. To learn more about how to complete an approval once it has been assigned to you, check out this article.
  • Form Step: The Form step allows you to add another form to this Script. For example: you might have PO Form that, once approved, triggers the Finance department to fill out the Credit Card Log form. By adding multiple forms to the same Script, you can automate every piece of a process without separating them.
  • Conditional Branch: The Conditional Branch provides a way to split the next step(s) in two or more directions based on the information filled out during a previous step. To configure this branch, you will need to choose what happens any or all of your chosen criteria is true. For example: on a PO Form, you might need to send it to different people based on the dollar amount. If the total filled out is less than $500, it routes to one approver; if it is over $500, it goes to another instead. This branch can be as simple or intricate as you need.
  • File Upload Step: The File Upload step is used for uploading relevant information that may be needed for an approver to see or to have on record. You can customize if files are required, how many files you want (both minimum and maximum), and even which specific file types you want to accept (.pdf, .jpg, .doc, etc.) based on the extension.

 

Publishing the Script:

Once you are done adding steps and customizing their settings, make sure you review everything and then you are ready to publish it. To make this version of your Script "live," you need to make sure you "lock" the Script by clicking the lock icon at the top of the page. This does not change any links you may have already shared, it simply publishes the newest version of the Script with any changes you have made.

LockWorkflow

If you need to copy the direct link to share, you can click the link icon to the right of the Script title.

CopyWorkflowLink

Once you send it out and people begin making submissions, you can view them by clicking the "Submissions" tab on the left side, below the title. This gives you a quick view of all submission that have been made for this Script. It will tell you who initiated it, when it was started, and its status currently.

WorkflowSubmissionsPage

Clicking on one of these submissions will bring up more details and will also allow you to download the PDF at any step of the process. You can also reset the process to any previous step to have that user redo that step.

SubmissionDetails

Any time you need to make changes to your Script, just unlock it, make the changes, re-lock it, and you are done.

Video Tutorial:

The video below will walk you through the process of creating a Script Workflow from your form and configuring the Script steps. 

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