How do I create a Checklist Workflow in the Admin Portal?

How do I create a Checklist Workflow in the Admin Portal?

Checklist workflows are created in ‘Manage Checklists – Checklist Workflows’ and are made up of one or more steps. First, you create the steps, then you add them to a workflow and associate that workflow with a checklist.

To create a Checklist Workflow step:

1. Go to ‘Manage Checklists – Checklist Workflows – Steps’.
2. Click on the green ‘Add’ button at the top right of the table to open the ‘Add Checklist Workflow Step’ page.
3. Fill out the ‘Step name and description’ section. Each step needs a name and can be given an optional description. Descriptions will only be seen by Admin Portal users, not Mobile App users.
4. Fill out the ‘Field settings’ section. You will need to decide if the step is locked and what the status of the step is as well as how each field will behave in the Mobile App.
   The available fields each has several options: Hidden, Visible, Editable, Mandatory and Mandatory before next step.
   
   • Hidden - that option is not shown to the user completing this step.
   • Visible - the user can see the field but not make changes.
   • Editable - the user can make changes to the field and add content.
   • Mandatory - the field must contain content for the user to be able to finish this step.
   • Mandatory before next step - this option will allow a user working on a step to save and return to that step without completing mandatory requirements, but it still enforces mandatory requirements before the user is allowed to move to the next step within the workflow.
5. Mandatory questions, images, and files can have their behavior modified by workflow step.
6. If the ‘Step locked’ toggle is on, this step cannot be changed by the responsible user. This is generally for the final sign-off step of a checklist workflow.
7. If ‘Include in reporting’ is set to “Exclude’, the submission will not be present in reporting while in this step
8. Fill out the ‘Who can view’ Any Mobile App users selected here will be able to see the checklist while it is in this step, but only responsible Mobile App users will be able to make changes or add content.
9. Fill out the ‘Who can be added and get access’ Any users listed in this section will be available as options to the user adding ‘Additional users’ who can edit the checklist in this step. If they are not selected here, they will not be able to interact with the checklist in this step.
10. Click ‘Save’

Once the steps have been created, you can move on to create a Checklist Workflow.

To create a Checklist Workflow:

1. Go to ‘Manage Checklists – Checklist Workflows – Workflows’.
2. Click on the green ‘Add’ button at the top right of the table to open the ‘Add Checklist Workflows’ page.
3. Fill out the ‘Workflow details’ section. The workflow needs a name and can be given an optional description. Descriptions will only be seen by Admin Portal users, not by Mobile App users.
4. Assign the checklists where this workflow applies.
5. Once you have assigned the relevant checklists, you will need to set up the step order and structure in the ‘Workflow Steps’ section.

• Expand the ‘Workflow Steps’ section.
• The first step in the workflow is the Initial step. This is the first step that Mobile App users will see when starting an audit or inspection checklist with this workflow.
• Now select which step the Initial step can transition to.
• Repeat this until you reach the last step in your workflow.
• A step can transition to several different steps, both forward and backwards in the workflow.
•  When you have added all the steps, click ‘Save’. 
  
  The workflow will now be active when a Mobile App user starts a checklist associated with it and Mobile App user(s) will step through the completion of the checklist as you have specified in the workflow and it's steps. 

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