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Configuring workflows and stages for a register in Assurance
Who is this article for?Administrators who want guidance on setting up workflows and stages for a register in Assurance.
Administration access is required.
Workflows can be used to manage an approval process by setting up a register that may have a number of stages and approval requirements. Stages are a means of separating steps in a process.
This article will outline how to integrate various stages and associated approval requirements as a foundation for the workflow of a form.
Only a Full User can be assigned as an approver in a register workflow.
1. Configuring workflow stages
To configure workflow stages:
- Access Administration in the top right.
- Go to Registers & Forms Templates.
- Find and open a template.
Please note
If you cannot find a register template, check your filters are clear or that the Template Status filter is not set to show only active templates.
- Switch to the Workflow tab.
- Select Edit to customise the Stage Name.
Please note
You cannot edit existing workflow rules if there are forms pending approval in the stage you are wanting to edit. Those forms must be approved before editing the workflow rules.
- Click Update.
- To create a new stage, select +New Stage.
- To reorder stages, drag and drop the Ellipsis next to the stage name.
- To delete a stage, open the three dot menu and select Delete Permanently.
2. Customising workflow stage names
Management is the default stage name.
For forms, we recommend adding an additional first stage, and naming them as follows:
| Stage | Suggested name | Function |
| 1 | Submission/Public link | Triage - accept or reject initial submission. |
| 2 | Management | Manage - higher level of review or investigation. Closing the form. |
3. Modifying approval rules
To edit approval rules:
- Select Edit.
- Choose the relevant approval rule from the dropdown.
- Search for the relevant user in the Approvers section.
- Click Update when all approvers have been added.
You may delete an approver by selecting the x next to their name.
If there is an approval rule in a stage, approval is required to progress the form to the next stage or close the form (if your final stage is an Approval to close stage).
There are many different approval rules and patterns to select from:
- Stage Approvers
- Approval based on Business Units
- Approval based on $ Brackets
- Approval based on Field
What are Approval Rules?
Refer to our Help article to learn more about approval rules.
Approval patterns can be customised to allow for one user to approve, all users to approve or a custom approval pattern to be set.
Please note
All approvers must be Full Users. They are required for approving the form moving into the next stage or before the form can be closed off.
4. Approval to Close stage
If you want to have someone approving the form before it can be closed it in the final stage of workflow, the person responsible must initiate the closure by selecting Close.
If you have approvers in the final stage, a notification will not go to the final stage approver(s) until the person responsible selects Close.
By selecting Close, the person responsible is sending the request for 'Approval to close' to the final stage approvers. Before the form can be closed off, an approver must approve the close request.
Once a close request has been sent for approval, the final stage approver(s) will be able to access the form on their home screen To Do List or via the email notification to manage the form.
There are many different options for workflow. There is also conditional workflow available based on details submitted in the form. Conditional workflow uses single or multi-select fields in your form.
5. Other considerations
If the Form was submitted through the public link, the person responsible will automatically be set as the approver in the first stage and get notified of workflow updates during the lifecycle of the form.
To learn more, please refer to our Help article on understanding approvals for forms created from a public link.
The person responsible will need to submit for approval to move the form into the next stage, after an approver has approved your stage. Find out more about automatic submission and submit for approval workflow rules.
In some cases, you may need to add a new Full User to the person responsible field. This will send them a Registers & Forms assigned notification with access rights to that particular form on the register. Any approver or person responsible may adjust the person responsible to assign the form to other Full Users, as required.
It is not required to provide the person responsible with access rights to the register as they can manage any forms that they are responsible for. To learn more, please refer to our help article on overview of access rights for a person responsible on Assurance forms.
A no workflow stage has the rule ‘No approval required’. This can be useful if there are certain fields that need to be completed by managers when there are sensitive fields or are not necessary to display on the public facing form.
6. Configuration assistance
If you require additional assistance with configuring workflow, our Professional Services team is here to help.
Our consultants can assist you with customising workflows to align with best practices, ensuring an efficient process tailored to your organisation's needs.
To engage our Professional Services team, please get in touch today, and we will be happy to assist you further.