Workflow Overview

Workflows are one of the most powerful functions available for your use in the WizeHive system.  Workflows enable you to automate actions within one or more Workspaces.  Using Workflows empowers the user to perform actions such as to move or copy entries, send emails, create assignments of tasks, and update fields of entries that all occur as a result of certain conditions being met for a specific entry in their Workspace.  This can save a considerable amount of time completing tasks that the administrator would otherwise have accomplished manually.  

How Can Workflows Be Used?

Some of the more popular ways in which you can obtain value from using Workflows include:

  • Automatically sort incoming entries into folders based on one or more conditions. For example, if you are using WizeHive to approve expense reports, you can automatically sort the report entry into folders based on the department of the individual submitting the expense report. You can then use WizeHive's assignment tools to limit the entry that a department head needs to review by placing them in a specific folder. 
  • Automatically send an email to a member when a new entry is received. You can setup email templates that pull any data from your entries to automate mail-merge emails. You could send a thank you message to individuals who submitted a form.  You could send a message to remind an entrant to submit additional files or other information, etc.
  • Automatically copy the application to another Workspace if it fits certain criteria. For example, you could have one intake form that is then copied into one of 80 different award Workspaces based on whether or not the applicant meets the criteria of each award. The benefit of doing this is that you can then setup each individual Workspace with a different review form, assign different judges, and allow the applicant to log in to that other Workspace to submit additional information required just for that award. The applicant would be able to use the same username and password to access their entry in all Workspaces. An email to the applicant could be automatically sent for each award that they are eligible for.
  • Automatically copy the application to another folder if it meets certain criteria. There are many reasons for making a copy of an entry in the same Workspace as well.  You might want to conduct a 2nd review of submitted information in a review portal using the same review form you utilized for the first round of reviews.  Copying entries from one folder to another will allow you to make sure that you categorize entries representing the different stages of the process you are trying to automate.
  • Automatically update a field based on certain criteria in another field.  If an applicant's responses to particular fields determines his or her eligibility for a particular set of scholarships, you could have a workflow read the responses to eligibility questions and check off scholarship names in a checkbox fields for the ones that an applicant qualifies for.  This makes the review sorting and process easier.

How are Workflows Structured?

Workflows are made up of  Triggers and Actions.  Triggers identify the circumstance under which an action will be taken.  They specify when your Workflow Actions are to be “triggered” or invoked.   Actions identify the “activity(ies)” that should be executed when the circumstances identified by the Trigger are met.  You can add a new Trigger, copy an existing Trigger from this Workspace, or copy Triggers from another Workspace. You can also delete Triggers.  Each Trigger that is defined must be associated with one or more Actions that have previously been defined.

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