Who Can Do This?
Dashboard Users
Owners
Navigate to a workflow in your account.
Click Workflow from the white navigation bar on the left side of your screen.
At the very top of your workflow builder page, you will see a lock icon.
When this button is unlocked, the workflow is able to be edited. Notice that when it is unlocked, there is a red "X" in the top right corner of each step and you are able to edit the configurations of each workflow step.
When this button is locked, the workflow is saved and ready to be shared with your completers. While it is locked, you are not able to make any changes to your workflow.
Note: If there are any errors attached to any of your workflow steps, you will not be able to lock your workflow. These errors will appear as red or yellow exclamation points in the top left corner of a workflow step. These often occur because the step has not been assigned to anyone yet or because there is a new version of a form that can be updated within your workflow. These errors must be resolved in order to lock your workflow.
Underneath your lock button at the top of your workflow builder, you will see a blue circled Start button. Click this to configure your workflow's start settings.
In the configuration window that opens on the right side of your screen, there are toggle buttons that ask you to decide how you'd like completers to begin a submission on this workflow.
Let users start the Script from the Inbox - If this is toggled on, completers with Script Inbox access can start a submission on this workflow directly from their Script Inbox. It will appear under their School Links.
Allow anyone with a link to access this Script - If this is toggled on, anyone that has the submission link can start a submission on this workflow. When this button is toggled on, the submission link will appear directly beneath this option, with a copy button to the right of it. If most of your completers do not have a Script account, this is the most frequently used option since it only requires access to the link.
Next, you will need to decide what the primary focus of your workflow will be. This allows you to choose ahead of time who or what the user is completing this submission on behalf of.
Primary Focus |
When to use this focus |
What data will be collected when a submission is started? |
|
The Initiator | This is used when the person that starts the submission is filling it out on behalf of themselves. |
First Name Last Name Email Address |
|
Another Person |
This is used when the person that starts the submission is filling it out for someone other than themselves, such as a parent filling it out for their child. |
Initiator's First Name Initiator's Last Name Initiator's Email Address Other Person's First Name Other Person's Last Name | *Toggle on Allow the Initiator to provide an ID to identify the person to allow the initiator to provide more information about the other person they're initiating this submission on behalf of. |
A Place |
This is used when the person starting the submission is filling it out for place, such as a classroom or campus. |
First Name Last Name Email Address Description of Place
| *Toggle on Allow the Initiator to provide an ID to identify the place to allow the initiator to provide more information about the place they're initiating this submission on behalf of. |
A Thing |
This is used when the person starting the submission is filling it out in regards to a specific object, such as a laptop or bus. |
First Name Last Name Email Address Description of Thing
| *Toggle on Allow the Initiator to provide an ID to identify the thing to allow the initiator to provide more information about the thing they're initiating this submission on behalf of. |
At the bottom of your start settings configuration window, you will also see the option to create workflow variables. For more information on that, click here.
Click the purple Save button to save your start settings.