Use Smart Forms in Workflows

This article will cover how to embed smart forms into workflows and configure advanced settings.

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   Estimated Read Time: 7 minutes

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Sections in this article:

• Embed Smart Forms in a Workflow
• Using Smart Forms in Workflows
  • Using Smart Forms RAG Thresholds as Transition Rules
  • Using Smart Forms RAG Thresholds as Custom Form Visibility
  • Using Smart Forms RAG Thresholds as Approval Conditions
  • Using Smart Forms RAG Thresholds as Conditional Ownership

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Introduction

The most effective way to use Smart Forms is by embedding them in Workflow Forms, offering structured processes, automation, and customisation. The following sections will cover how to leverage Smart Forms within workflows.

Embed Smart Forms in a Workflow

To embed a Smart Form into a workflow: 

1. Click to edit the Start Phase of the Workflow and click the Form section.
2. Scroll to the bottom of the page and click Add Section.
3. Select the record type from the Predefined dropdown list.
4. Select the name of the Smart Form from the Custom Tab dropdown list. This automatically adds every Group from your Smart Form into the workflow form.
   1. Alternatively, to only embed specific Groups from your Smart Form, select the names from the Custom Data Group dropdown list.

After the Smart Form is added to the Workflow, you need to then consider:

• where the fields should be Visible and Editable to users on the Workflow
• where the values will be saved to your Repository (via Create/Update Actions).

Watch the video demonstration to learn how to embed Smart Forms in a Vendor Onboarding assessment workflow, as well as within automated follow-up assessment (i.e. an Annual ESG Assessment):

 

Using Smart Forms in Workflows

Red/Amber/Green thresholds can be used within workflows, including:

• transition rules
• custom form visibility
• approval conditions
• conditional ownership.

The following sections will cover each of these.

Using Smart Forms RAG Thresholds as Transition Rules

Transition rules dictate the criteria and conditions that guide the movement of a card from one phase of your workflow to another. For example, you could only transition a card to an approved stage if the Smart Form score is within the Green threshold.

1. Select the phase from which you want to initiate the transition.
2. Click the Transitions section, then select the Conditional radio button.
3. Click Add Transition to create a new transition, OR click an existing transition name to edit.
   1. If creating a new transition, enter a name then click Create.
4.  Under Condition, click +Add.
5. Select a smart form field as the condition basis. Search for Score Summary to see all available Smart Form fields embedded in the workflow.
6. Select an Operator and the required value e.g. Red, Amber, Green.
7. Click Create.
8. Using the pencil icons, select the Transition to Phase and set the Transition Status to Live.

 

Using Smart Forms RAG Thresholds as Custom Form Visibility

Custom Form Visibility allows you to control access to form sections within a phase, allowing them to be editable, viewable, or hidden based on set conditions. For example, you could hide the Smart Form section if the Score is within the Green threshold, as no further actions would be required.

1. Select the phase in which you wish to create a custom form visibility rule.
2. Click the Form section.
3. On the relevant Form Section, select the Custom radio button.
4. Click Add, then select a smart form field as the condition basis. Search for Score Summary to see all available Smart Form fields embedded in the workflow.
5. Select an Operator and the required value e.g. Red, Amber, Green.
6. Click Create.
7. Configure the Visibility and Workflow Group using the pencil icons.

Using Smart Forms RAG Thresholds as Approval Conditions

Approval Conditions allow you to establish criteria for the necessary approvers, assigning a single approver or multiple owners/rulesets as needed. For example, if the Smart Form score was within the Amber threshold, you could configure additional approvers compared to a Green score.

1. Select the phase in which you wish to add Approvals.
2. Click the Approval section.
3. Under Approval Type, select the Parallel radio button.
4. Select the Users/Teams/Workflow Groups/ or Field that will be the approvers for this ruleset.
5. Select the Conditional radio button.
6. Click Save.
7. Click +Add under the condition for the ruleset.
8. Select a smart form field as the condition basis. Search for Score Summary to see all available Smart Form fields embedded in the workflow.
9. Select an Operator and the required value e.g. Red, Amber, Green.
10. Click Create.

Using Smart Forms RAG Thresholds as Conditional Ownership

Ownership defines the individuals responsible for executing the necessary actions within a workflow phase. With conditional ownership, you can tailor the rules for assigning these responsibilities. This allows for either a single owner with specific conditions, or multiple owners, each governed by their own rulesets. For example, you may want a different user to be responsible for the phase depending on whether the score is Red, Amber, or Green.

1. Select the phase in which you wish to add Conditional Ownership.
2. Click the Form Access section.
3. Under Card Owners, select the Conditional radio button.
4. Click +Add New Owners.
5. Select the owner by selecting the User, Workflow Group, or form field from the relevant dropdown list.
6. Click Save.
7. Click Edit Conditions.
8. Click +Add.
9. Select a smart form field as the condition basis. Search for Score Summary to see all available Smart Form fields embedded in the workflow.
10. Click Create.