Integrate FormFlow - Forms with Workflow
Jenzabar One Workflow and FormFlow - Forms integration lets you leverage forms in Workflow.
Forms can be used to satisfy a workflow requirement. For example, as a part of the job applicant process, an applicant may be required to complete a Conflict of Interest form letting a Hiring Manager know if the applicants has any family relationships with current employees.
Forms can be used to initiate workflows. For example, a student may fill out a Course Withdrawal Request form that initiates a course withdrawal workflow.
Workflows can require digital signatures on forms to satisfy a workflow requirement. For example, a student may need to complete and digitally sign a Financial Aid Impact form when they withdraw from a course.*
*Available with Workflow Plus. Requires DocuSign integration.
For workflows in J1 Web to be able to reference a form in the Campus Portal, the J1 Mapping Tool, Record in ERP setting must be configured to Yes.
For form submissions to be stored in J1 Document Storage and available as PDFs in J1 Web workflow, the form must be associated with a Document Storage category and type.
This is also required for forms requiring a digital signature. To collect digital signatures, forms must be stored in the system as PDFs and mapped to the appropriate Document Storage category and type.
Repeat these steps for each form you want to make available with various J1 Web workflows. If your school has multiple instances of the FormFlow - Forms feature, you’ll need to access and repeat this process for each instance. For example, if separate instances of FormFlow - Forms are available on pages for prospective applicants, current students, and staff, access each page individually and repeat the setup for each form you want to be available in J1 Web.
Log into your Campus Portal as an Administrator.
Access the FormFlow - Forms feature.
Click the Manage Forms link. The Manage Form page appears.
Click the link for the form you want to associate with a workflow.
Click the Form Settings link. The form setting options appear.
From the Tools options, select J1 Mapping Tool. The ERP Record page appears.
From the Record in ERP drop-down, select Yes. This is required for any form to be available in J1 Web Workflow.
To create and store a PDF version of the form in J1 Document Storage, select the appropriate Document Category and Document Type.
This is required for forms that require a digital signature.
Note
Document categories and types are managed in your J1 Desktop Document Storage configurations.
Click the On Finish tab.
From the Associate Jenzabar workflow with the submitter drop-down, select a workflow you want associated with the form.
When the form is submitted, if the submitter is authenticated, the selected workflow is associated to them (following all existing rules for active and multiple workflows).
Click the Save settings button.