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. |
This guide provides step-by-step instructions on how to set up a workflow with three stages of approval. To learn how to set up a workflow with one stage of approval or two stages of approval please see the below Support Hub guides:
To Set up a Workflow with Three Stages 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.
You will see that there is already an approval stage displayed on the screen. This is the default management stage and it is recommended that forms have one to two additional stages.
5. Select + New Stage
6. Enter the name of the stage in the space provided (in this example we have used Triage).
7. Click Create
8. Hover your mouse over the 6 dots which will give your mouse the move function.
9. Click and drag the new stage above the Management stage.
10. Click Edit
11. 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.
12. Select the downward facing arrow next to No Approval Required, this will reveal a dropdown menu.
13. 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.
14. Type the user's name in the blank space beneath Approvers, then click their name when it appears.
15. Click Update once all approvers have been added.
16. Click the Management stage in the left
17. Click Edit
18. Write a description of this stage in the space provided beneath Description (this is optional).
19. Select the downward facing arrow next to No Approval Required, this will reveal a dropdown menu.
20. 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.
21. Type the user's name in the blank space beneath Approvers, then click their name when it appears.
22. Click Update once all approvers have been added.
23. Select + New Stage
24. Enter the name of the stage in the space provided (in this example we have used Closure Required).
25. Click Create
26. Click Edit
27. Write a description of this stage in the space provided beneath Description (this is optional).
28. Select the downward facing arrow next to No Approval Required, this will reveal a dropdown menu.
29. 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.
30. Type the user's name in the blank space beneath Approvers, then click their name when it appears.
31. Click Update once all approvers have been added.
Your form/register now has a workflow with three stages of approval.
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