Workflow Types

There are a set of additional workflows that can be configured on your templates. This article covers each Workflow Type, how they function and how each is configured.

Enabling a Workflow Type

To enable a Workflow Type in one of your templates, you will need to create a new template version. See: How to Create and Manage Templates to learn more.

In the template settings, you will see the list of Workflow types at the bottom right.

Select the checkbox next to a Workflow Type to turn it on. See each Workflow Type below for information on how each works and is configured.

Require Accept/Decline

This feature lets a user accept or decline a project when it's assigned to them, and attach a comment if they'd like. Once a field user accepts a work order, they cannot change the status back to Declined.

Set up the Status Options and Workflow States

Your template needs 3 Status Options with the following Workflow States:

• New
• Declined
• Accepted

Neither of these Status Options can be hidden from field users.

See Project Status and Workflow States to learn more about statuses and Workflow States.

Optional: Add a Field for Decline Comment

Note: Due to a known issue, declined comments do not currently populate from the comment prompt in the SiteCapture mobile apps.

When a user declines a project, they'll be prompted to add a comment. This comment can be automatically added to a field within the template.

1. Add a new text field in any section of your template.
2. In the Workflow Field dropdown, select Declined Comment.
3. This field cannot be hidden from a field user, and should be marked Admin Only.

See How to Add and Edit Fields to learn more about how to add a new field.

Prompt to Complete

When enabled, users receive a prompt to mark a project complete once all required fields have been filled out. This sets the project to a status with the Complete Workflow State.

Notification on Complete and Cancelled

This feature sends an email notification when a work order is marked Complete and/or Cancelled.

Setting Workflow States

• Add the status option of Complete and Cancelled. Set the status to have the Workflow State of Complete and Cancelled, then click Save.

Who receives the notification?

• The assigned user, regardless of their role. Managers and customers assigned to the project.
• Anyone the project is shared with, unless that user's notification flag is off.
• If the project is assigned to a vendor, the vendor admin and any users they've assigned the work to or shared it with.
• The email address specified as Send email notifications to: in Admin > Settings, under Notifications.

Tag on Complete

This feature tags a project when it reaches a Complete or Closed status. Project tags are available on the Professional plan and above; contact SiteCapture Support for more information on plans and how to upgrade.

1. In the web app, go to Admin > Settings and scroll to Tags. Add a tag named "exception," then click Add Tag so it appears in the list below.
2. Setting Workflow Field: Specify the field that should trigger exceptions using the Workflow Field dropdown. Choose Exception Indicator, then click Save. Exception fields must be Boolean fields, and they trigger an exception when answered "Yes."
3. Setting Workflow State: Specify the Complete and/or Closed Workflow States on your statuses.
4. Tagging projects: The system tags a project when its status changes to Complete or Closed. The tag appears below the project icon and display fields.
5. Searching tags: Go to Advanced Search and choose the tag from the drop-down to search by tag.
6. Removing tags: Go to the project and click the blue x next to the tag, then click Delete to remove it.

Allow Reports Only on Complete

This feature only allows users on the mobile app to generate a PDF report once the project has synced and been marked Complete.

1. Make sure your statuses include a "Complete" status, and that its Workflow State is set to Complete.

   Note: The Workflow State must be set to "Complete," not "Complete Reviewed" or "Complete (other)."

   

2. Let your field users know they won't be able to generate PDF reports until they mark the project Complete and it fully syncs.

Auto Generate Unique ID

When enabled, this Workflow Type generates a new unique ID for every project created from the template.

1. Create a new field in the template and name it something like "Unique ID" or "Work Order #." In the Workflow Field dropdown, select Unique ID. The field type can be text or integer; we recommend making this an Admin Only field.
2. When a project is created, this field is populated with a unique project ID, matching the project's ID.

Set Workflow State to Assigned on Initial Assignment

This feature sets a project's status to "Assigned" when a user is assigned to it.

1. In the Template Editor, add a new status named Assigned with the Workflow State set to Assigned, then click Save.
2. When an assignment is made via bulk assign, project-level assign, the customer API, or import, the status is set to the Assigned Workflow State.

User Cannot Create from Mobile

Within the Template Editor, Portal Admins can set a Workflow Type of "User Cannot Create from Mobile," which stops users from creating new work on mobile using that template. Only templates that don't have this Workflow Type set are available to the user for creating new work on mobile.

Calculate Completion Time

Portal Admins can set a Workflow Type of "Calculate Completion Time" on individual templates to track how long it takes a user to complete a project created from that template. Only Portal Admins can enable this Workflow Type; all users can view the completion time once a work order is marked complete.

1. Make sure the template has a status with the value IN_PROGRESS and one with COMPLETE.
2. After a user completes a project, the completion time appears under Last Activity. It's calculated from when a user marks a project "In Progress" to when they mark it "Complete," shown as hours:minutes:seconds.

Require User Confirmation on Closed

When enabled, users on the Web App see a confirmation box appear when they try to set a project to a status with the Closed Workflow State.

Where do I turn on a Workflow Type for my templates?

Open the template's editor and scroll to the bottom of the right-hand panel to see the list of available Workflow Types, then select the checkbox next to the one you want.

Can I hide the Status Options required for Require Accept/Decline from field users?

No. The New, Declined, and Accepted Status Options this feature relies on cannot be hidden from field users.

Do declined comments show up on mobile?

Not currently. Due to a known issue, declined comments don't populate from the comment prompt in the SiteCapture mobile apps.

Is Tag on Complete available on all plans?

No. Tag on Complete is available on the Professional plan and above. Contact SiteCapture Support if you'd like to upgrade your plan to use it.