1.    Log into the campus portal as an administrator.

2.    Navigate to the Workflow feature.

3.    Click the Admin this portlet link. The Workflow administrative page appears.

4.    On the Tracks tab, click Add Track. The track details appears.

Add multiple tracks to send a document through different workflows simultaneously. Routing options are configured on the Rules tab, Reroute option.

5.    On the Definition tab, enter the track name into the Name field. This name can be seen by administrators, Workflow users and FormFlow - Forms users.

6.    In the Description field, enter in a description of the track. This description can only be seen by administrators.

7.    Click on the Data Points tab.

Data points are values that are passed from Forms that can be used to automate procedures in a Workflow stage.

8.    Enter in the Tag Name and Description for the data point.

9.    Select the Show In Grid checkbox to indicate that the value passed to Workflow should be readily available when approvers review the documents they need to approve. Example

10.  Once you are done entering the data point, click the Add button. The data point is added in the table below.

11.  Repeat steps 6-9 to add as many data points as needed.

12.  Click Save. You are navigated to a page where you can add stages to your Workflow track and update track settings.

1. Log in to the campus portal as an administrator.

2. Navigate to the Workflow feature.

3. Click the Admin this Portlet link. The administrative options appear.

4. On the Tracks tab, click Add Track.

5. On the Definition tab, type in the Name and Description of the approval track into the corresponding fields.
   
   The Name of the track will be what users see in FormFlow - Forms when they select a track option to be used upon submission of the form. The Description is only available to administrators and is used to give more detail about the track.

6. Click on the Data Points tab.

   Data points are values that are passed from Forms that can be used to automate procedures in a Workflow stage.

7. Enter in the Tag Name and Description for the data point.

8. Select the Show In Grid checkbox to indicate that the value passed to Workflow should be readily available when approvers review the documents they need to approve. Example

   

9. Once you are done entering the data point, click the Add button. The data point is added in the table below.

10. Repeat steps 6-9 to add as many data points as needed.

11. Click Save.

    After the track has been created, you can click Track Settings on the track's Admin Toolbar to edit the name, description and data points of the track.

1.    Log into the campus portal as an administrator.

2.    Navigate to Workflow feature instance.

3.    On the Workflow page, click Admin this Portlet. The Workflow Admin page appears.

4.    From the Workflow Admin page, click on the track you would like to add stages for. The Track page appears.

5.    On the Track toolbar, click Add Stage. The Stage pop-up appears.

6.    On the Definition tab, enter in the name of the stage in the Name field. This name is available to Workflow administrators and to approvers when they review the documents

7.    Enter a description of the stage in the Description field (optional). This description will only be available to Workflow administrators and is only visible when performing administrative functions.

8.    In the Number of Required Responses field, enter in the number of required responses/approvals for each form submitted to the track that passes through this stage. If this field is left blank, a response will be required from each assigned approver by default. For example, if you have 5 approvers for a stage, you may only need approval from 2 of the approvers.

9.    The Log Emails to Audit Trail checkbox can be used to log emails sent by the Workflow feature. For each scheduled email sent, a new audit row will be automatically created and attached to the form. Any audit information that is stored is displayed at the bottom of a document in the review process. HINT: The information provided by logging emails can help in troubleshooting scenarios.

10.  The Execute Statements checkbox can be used to execute any mapped statements or stored procedures from Forms that were set to execute upon Workflow approval. All required approvers in this stage MUST approve the document before the statements are executed.

11.  Rules can also be defined for the stage on the Rules tab. Example. Rules allow you to create any comparison to the data point and have the stage execute the Approve or Reject action. For example, you can create a rule that automatically approves or rejects a form once it reaches that stage.

• Use the Reroute and Change stage rule options to change track stages or send a document to an entirely different track workflow

12.  Once you are finished, click Save. The stage has been created.

13.  After the stage is created, you can click on the stage. Additional tabs appear that allow you to add approvers, set up email notifications, and add stored procedures to the stage. For more information on Stages, see Workflow Stages.