A workflow can be used to manage the approval process of a form or register by setting up stages and approval requirements. Stages are a means of separating steps in the process for example a form may have three stages:
| 1st Stage (usually named the Triage Stage) | e.g. The form is sent to the Health and Safety Officer to review and ensure all of the details are filled in correctly and either approve or reject the register/form. |
| 2nd Stage (usually named the Management Stage) | e.g. The form is sent to management to review and investigate. |
| 3rd Stage (usually named Close or Closure Required) | e.g. Once management has completed their investigation, the form can be closed and the record of the incident will stay in the register. The person responsible will receive notice of the closure of this form. |
Whenever you create a registers & forms template the default stage in the workflow is created. This stage is called the management stage.
The following guide provides step-by-step instructions on how to set up a workflow with the default management stage only. Please note: although this article outlines how to create a workflow with only the default management stage, it is recommended that forms have one to two additional stages. To learn more about adding additional stages please see the Support Hub guides linked below:
To Set Up a Workflow with One Stage of Approval:
1. Click the Gear in the top menu
2. Select Registers & Forms Templates. This will show you a list of all your templates
Note: if a template is not showing check that your filters are clear or that the Template Status filter isn't set to show only Active templates.
3. Click the name of your template.
4. This will show your Template set up over several tabs. Click the Workflow tab.
5. Click Edit and this will reveal the editing screen, where you have the option to change the stage name.
6. Write a description of this stage in the space provided beneath Description (this is optional).
Note: This is the point when you will update approval rules and select stage approvers. All approvers must be full user/s.
7. Select the downward facing arrow next to No Approval Required, this will reveal a dropdown menu.
8. Choose the relevant approval rule from the drop-down menu. In this example we're using the Stage Approvers Rule, to learn more about approval rules please visit this Support Hub Guide.
9. Type the user's name in the blank space beneath Approvers, then click their name when it appears.
10. Click Update once all approvers have been added.
Your form/register now has a workflow with one stage of approval.
Further Support and Related Articles
For further information about workflows access the following articles:
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