Workflows

What are Workflows?

Workflows are CampusGroups' multi-step approval process for forms. They allow to create a single process from submitting a form to approval all within your CampusGroups page. Before creating a workflow, you must first create a form.

Refer to the Form Creation Guide to more info on creating forms.

Each submissions is accessible to everyone included in the workflow and reviewers can take various actions, like approving or rejecting the submission or communicating with the submitter or other workflow team members. 

Refer to the Using Workflows on CampusGroups for more information about workflows from the perspective of a non-officer approver.

Accessing Your Group's Workflows

You will need to be an officer of your group in order to create an event or edit workflows.

1. Log in to CampusGroups (community.case.edu)
2. Manage your group (click on Groups tile the top menu Groups dropdown list, then select your group)
3. Click on the Workflows tile, or select Workflows under Surveys & Forms on the left sidebar menu

Note: If you are unable to manage a group or navigate to Survey and Forms page, you may not be an officer of your group, or it may not be active on CampusGroups yet. If you are unable to locate your group, contact campusgroups@case.edu for assistance.

Workflow Overview

A Workflow is made up of successive Steps. Each step must be approved before moving onto the next. If someone in one step rejects a submission, the entire submission is rejected. For approval, every step must be approved.

There are 6 steps to creating a workflow

1. Create your survey or form
2. Create the workflow
3. Within the workflow, create and name each step
4. Create the Workflow Teams
5. Add CampusGroups users to each team
6. Edit each step in the workflow and add one or more teams
7. (Optional) Add logic to form questions for dynamic workflows

A Step is made up of one or more team(s). A team is made up of one ore more participant(s). 

Each Step represents the current state of the workflow approval like “Initial Review,” “Legal Compliance Review,“ Administrator Review,” “Supervisor Approval,” etc. Make sure you use a descriptive name for each step so it is clear what is happening on the step. 

Each Step requires a team to be added. A team consists of the  reviewers of the submissions. A team can represent a position, office, department, or any related group of reviewers

After creating a team, you will need to add at least one person as a participant. Teams can have multiple people if needed. Everyone on the team will have access to review the submission on the respective workflow step. You can set how many participants in a team need to approve before moving forward to the next step. 

Creating a New Workflow

After accessing your group’s Workflows page, use the Create button in the top right. In the Create/Edit a Workflow menu, choose a name for your workflow. This name will appear in the notification email subject line, so choose something short and clear.

Adding Workflow Steps

After creating your workflow, click on the name to be taken to the Steps page. Each step represents an approval step in your workflow. By default, a workflow will have 3 steps. You can add additional steps with the purple Create Steps button.

Edit Steps Order

To the right of each step section, there are 3 buttons that allow you to edit your steps.

By clicking and dragging the Dot Grid button, you can move the step to the new position.

The white number in a purple circle indicates the order. If you re-arrange the order and the numbers do not change, refresh the page to update the numbers.

Edit Step Settings

To the right of each step section, there are 3 buttons that allow you to edit your steps.

Click the 3-Dot Icon then click Edit. You can edit:

• Name: The name of the step that appears in the workflow
• Description: Additional details to explain what should happen during that step. These details are visible to all approvers, but not the submitter.
• Transition: You can set different conditions for how many approvers in each team need to approve before moving forward in the workflow. 

The step names will be visible to the submitter , so choose a name that describes what is happening during the step. Avoid generic names like “Step 1 Approval” and be more specific like "Initial Review", "Eligibility Check", "Identity Verification", etc. 

Additional Notifications

You can set a notification to be sent when a step is approved to all other approvers or particular people.

Each step can be Activated by default where it will always be on the workflow. If a step should only appear in the workflow in certain situations, turn this setting off.

Creating Workflow Teams

A workflow team consists of a person or people who are a part of the same group or team who need to review and approve a form for their team, office, or position.

Under Survey & Forms > Workflows. In the top right hand corner, click Workflow Teams to open the Workflow Teams Dashboard.You can view, edit, and create teams. Use the Create Teams button in the top right corner and name your team. Use the name of a position or team name and avoid using names of approvers. The name of the team communicates to the submitter and other workflow members who are approving.

Adding Participants onto Teams

After creating a team, you must then add participants onto the team. These are the people who can review and approve the steps in the workflow. Participants can be anyone with a CampusGroups account. They do not need to be members or officers in your group. Teams can also be made up of multiple people.

Adding Teams to Steps

After creating your teams, go back into the workflow you created. To the right of each step, there is a grey Edit Teams button.

In the Workflow teams menu, use the Add to Step checkbox next to each team to add or remove accordingly.

Connecting a workflow to a form

After creating your workflow, you will need to connect it to your form.

Open the Settings of your form. Under the Basic Information tab, scroll down to the Approval/Workflow section. Select your workflow in the dropdown menu next to Select a workflow template (Optional)

Adding Logic for Dynamic Workflows

By default, a step will always be added to a workflow. If you see the green Active icon next to the workflow step, it means that it will always be included. By adding logic to form questions, you can conditional add or remove steps based on answers that submitters choose.

To add this conditional logic to a question, edit your form. Locate the question that you want to add logic to. This question will add and remove workflow steps based on the logic you set-up

Open the logic menu by click the icon of arrows crossed in an “X.” At the top of menu, click the purple Create Logic button to open a Create/Edit Survey Logic menu. Change Logic Type to Workflow

Check if the question in the Question field is correct

Edit the Condition field as needed

Select the answer in Value that will add or remove a workflow step

Adjust the Do field as needed

You then can select the workflow step in the The Following Step drop down menu. Make sure Activate Logic is set to Yes Click Save in the bottom right hand corner.