Clicking any Step in your process will open the Flowingly Step Builder.
The step builder is split into two tabs that allow you to configure options and add fields.
- Details: this tab allows you to name your step, choose a type (Task or Approval), choose who the step will be assigned to and provide a step deadline in hours or days.
- Card: this tab is where you create the form card that will display to a user(s) assigned to the step. It defaults to a preview of your existing card. Click the green Design button to create or modify your card.
How to use the Step Builder
- Drag a field type (or use the green + button) from the list on the right onto your form. The field will be added to the bottom.
- Re-order your fields using the up (▲) and down (▼) buttons.
- Click the config (⚙) button to set Properties (name/label) and configure Options (what is in your lists).
For a regular task the following fields can be added.
Short text: allows a single line of text to be entered.
Long text: allows longer text with formatting to be entered.
File upload: allow any file up to 10MB to be uploaded.
Table: allows multiple columns to be defined using other fields (Text, Currency, Number, File Upload, Date) and for the user to enter multiple information for each by clicking Add Row. Number and Currency will automatically sum information entered on multiple rows.
Dropdown list: allows selection of one item from a number of options in a list.
Option list: allows selection of one item from a number of options.
Check box: a box to be ticked. Useful for ensuring someone has read something, eg. Terms & Conditions or for routing a step, eg. send to Human Resources rather than my manager.
Task list: allows a number of tasks to be defined which must be checked for the process to progress.
Multi-selection list: allows the user to choose any combination of the available options.
Currency: validates that any text entered is a number and adds a dollar symbol.
Email: checks for a valid email address containing an @ symbol and domain name.
Number: validates that any text entered is a number.
Date: allow the user to choose a date from the calendar.
Date Time: allow the user to type or choose a date & time from the calendar.
Signature: allow the user to sign their signature.
Instruction: Add additional content (text, images, video etc.) to steps, helping your users complete steps in your flow.
Instruction fields can be used to include SOP, policy documentation etc. in steps. Optionally show this information in completed steps by toggling "Display Instruction text in completed steps in Runner".
Combine instruction fields with signatures and let people sign documents online and digitally transform how you manage documents in your business.
Approval rule: The user must Approve or Reject to be able to progress the process. If the step is rejected the process ends. Note: an Approval field will be added when the Task Type is set to Approval
Formula: Formula fields allow you to calculate numbers or concatenate text, using values entered in other Form fields in the step.
For numerical values, the following operations can be used:
- + Addition
- - Subtraction
- / Division
- ( ) Brackets
Text values can be concatenated (joined) using + Plus.
Formulas are structured in a similar manner to those in spreadsheets, so each formula begins with = equals, followed by the expression. As you build the formula, a drop down will show the applicable operators or fields that you can insert into the formula.
Setting Default Values for Fields
It is possible to configure default values for the following Field types:
- Short Text
- Long Text
- Dropdown List
- Option List
- Check Box
- Multi-selection List
- Date Time
Default Values can either be fixed, where the value is defined when the Flow Model is created, or can be set to a previous value that was captured earlier in the flow.
To configure a Default Value, select the option required, and either enter the desired value/text, or select the previous step and field name that you wish to take the default value from.
In addition to using default values from previous fields, Date and Date/Time fields can also be configured to be automatically set to the current date/time when the flow is run.
Validation can be set for certain form fields. This allows you to specify the desired input you require for these fields, such as requiring a flow runner to enter a value greater than your number of choice in a Currency field.
You can also use other form fields to set the validation rules, such as having both a start and an end date field, with the end date having validation that specifies it must be later than the start date.
You can also enter a custom error message to be displayed, allowing you more control over what your flow runners will see if they enter in the incorrect value.