Jenzabar Campus Portal Features Help Hub

Connect Forms to Workflow Tracks

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Connecting your form to a Workflow track allows you to set up an approval process for the form's submissions.

To connect your form to a workflow track, you will need to:

  1. Set up the Workflow Configuration (Forms).

  2. Optional: Add data points to the Workflow track (Workflow).

    Note

    You'll only need to add data points if there is specific form information that will be used in the Workflow (e.g., name or ID Number).

  3. Optional: Assign questions/fields to track data points (Forms).

  4. Add rules to questions/buttons to direct submissions to Workflow tracks (Forms).

Tip

This process includes steps in Workflow and Forms. We recommend keeping each feature open in a separate tab for convenience.

  1. Log in to Campus Portal as an administrator.

  2. Open FormFlow - Forms.

  3. Click Manage Forms.

  4. Click the desired form.

  5. Go to Tools on the Form Admin toolbar and select Workflow configuration.

  6. Select a Track from the drop-down.

  7. Select the Unique ID for an email question from the Submitter's Email drop-down.

  8. If the selected Workflow track has additional data points, select Unique IDs for each data point.

  9. Click Save.

  1. Log into the Campus Portal as an administrator.

  2. Navigate to the Workflow feature.

  3. Click Admin this portlet.

  4. Click on a track name.

  5. Go to the Track Settings tab.

  6. Click on the Data Points tab.

  7. Enter a Tag Name to identify the information to be collected.

    Tip

    The Tag Name appears in the Forms feature on the Workflow Configuration page. We recommend using the form question's Unique ID for the Tag Name.

  8. Enter a Description for the data point.

    Note

    This description is only visible to administrators.

  9. Select the Show In Grid checkbox to add the data point as a column on the document approval page.

  10. Click Add.

  11. Repeat Steps 7 - 10 to add more data points.

  12. Click Save.

  1. Log into the Campus Portal as an administrator.

  2. From the FormFlow - Forms feature, click Manage Forms.

  3. Click the form name.

  4. From the Form Admin toolbar, click the Tools drop-down menu, then select Workflow configuration.

  5. From the Track drop-down list, select a Workflow track to configure.

  6. From the Submitter's Email drop-down list, select the Unique ID of the corresponding email question on the form.

    Tip

    It is not necessary to map data to the Submitter's Email data point if you are already mapping an ID Number to another Workflow data point (step 7). However, the Submitter's Email configuration is beneficial when a user is not logged into the Campus Portal when filling out the form. To properly map data to the Submitter's Email data point, the form must have a question that asks for the user's email address. This email question's Unique ID can then be selected from the Submitter's Email drop-down list.

  7. Select a Unique ID for each data point that appears below the Submitter's Email field.

    Note

    If the selected Workflow track doesn't have any data points, there won't be any additional fields.

  8. Repeat Steps 5 - 7 to configure any additional Workflow tracks the form could be connected to.

  9. Click Save.

Caution

The Workflow configuration must be set up before completing these steps (Form Admin Toolbar > Tools > Workflow configuration).

  1. Log into the Campus Portal as an administrator.

  2. From the FormFlow - Forms feature, click Manage Forms.

  3. Click the form name.

  4. Right-click on a button or question and select Properties. The Edit item pop-up appears.

  5. Click the Rules tab.

  6. Click Add.

  7. Select If answer value is from the first drop-down.

  8. Enter the value * in the field to the right of the rule condition drop-down.

  9. In the drop-down beneath the If answer value is drop-down, select one of the workflow options:

    • Workflow: Add to track queue adds the submission to a selected track when the specified conditions are met. Once selected, you can select the appropriate workflow track from the drop-down that appears.

    • Workflow: Remove from track queue removes the submission from a selected track when the specified conditions are met. Once selected, you can select the appropriate workflow track from the drop-down that appears.

    • Workflow: Set track sends a submission through a single workflow track and ignores any other workflows you may have set up.

      Caution

      Do not select this option if you want to send a submission through more than one track.

  10. Select a Workflow track from the drop-down.

  11. Click the Add button to repeat Steps 7 - 9 for each potential workflow a submission can be sent to.

  12. Click Save changes.

Yes. In FormFlow - Forms, you can create a rule on a question that will direct the form submission to a specific Workflow track based on the answer that is submitted. For example, you can set a rule that will send all applications for applicants pursuing a doctoral degree to a separate approval track than those submitting applications for undergraduate degrees.

Yes. When you add a rule to a button or question, you can specify which workflow tracks you want the submission to be associated with.