How do I search for documents using their values?

This post is the answer to the following question:

From the dashboard, click on "VIEW ALL" below "Recent Documents" to go to reporting screen:

On the reporting screen, enter the text to "Contains text" to search for documents:

Need help? Give a comment here to contact our support. 

How do I change the name of the documents in dashboard?

One of our customers asked:

In this tutorial, we will show you the steps to change the name of the document (or form) that shows everywhere including dashboard.

In design mode, assuming that you already have a form with the estimatedCost as a number field.

On Variant tab, you can enter an expression in Document Name to include one of this field placeholders (e.g. {{estimatedCost.formatted}}) as in the video below:

Save and Publish your workflow and create a new document from it, you will see the document name generated according to the setup. 

Have more question? let us know in the comment section or contact our support. 

Computer Purchase Request

Computer Purchase Request is a workflow designed for an employee to request purchasing a computer. The request is routed to the direct manager selected from the form for approval. If the total cost is more than $1,000, the request also requires the Financial Department's approval.

Form

Workflow

The condition of "Approve" transition from "Pending Manager Approval" to "Approved" has the following condition:

The condition of "Approve" transition from "Pending Manager Approval" to Pending "Financial Department Approval" has the following condition:

With this set up, the routing of the document is based on the value of "Estimated Cost" entered by the end-user. 

Roles

1. Document Owner: the requester
2. Direct Manager: the direct manager determined by "Direct Manager" field
3. Financial Department: the financial department member

Visibility Condition

Introduction

Visibility Condition allows the workflow designer to show or hide other fields based the value entered by the end-user in one field.

TIP: Visibility Condition is only available if your organization subscribes to Advanced or Ultimate plan.

Using Visibility Condition

Steps to add Visibility Condition to a field on the form design screen
1. Open the "Properties" panel of the field you want to determine the visibility based on other fields.

2. Enter the expression into the designated input

You can switch between Basic and Advanced mode while entering the expression. The expression uses Javascript expression syntax (click here to learn more).

Enter Visibility Condition in Basic Mode

In Basic mode, you can also use placeholders whose values are calculated at run-time, in your expression. For example, to show "Arrival Date" only if "Should we pick you up?" is set to "Yes, pick me up on arrival", the workflow design can use this expression: {{pickUp.value}} === "1".

"Should we pick you up?" field has Code as "pickUp"

Type {{ to show the list of available placeholders

Enter the expression

The following animation shows how this setup works when the end-user interacts with the form:

Enter Visibility Condition in Advanced Mode

TIP: Advanced Mode is only available if your organization subscribes to Ultimate plan. 

The Advanced Mode in Visibility Condition (and other similar configurations in Rethink Workflow) allow workflow designer to write advanced logic using Javascript syntax. Though it offers an extremely powerful feature, the workflow designer should consider it as the last option because of effort and programming knowledge requirement. 

The expression entered in Advanced Mode should return a boolean value to determine the visibility of the control. Only when the return value is truthy, the control will be displayed. 

The following example demonstrates how to show "Address" field only when the value entered to the "Email Address" field ends with "aduyng.com".

Once published, the following animation shows how the end-user interacts with this logic: 

Table Control

Signature Control

Introduction

Signature control is a very important field while creating Agreement Forms. It provides a text field where a user can enter his/her name. This name is automatically converted into a signature format and added to the document. Digital Signatures can be used to comply with legal and regulatory requirements in your workflow.

How to design

To add Signature control to your form, simply drag and drop it from the control panel to the form-design area.

How to use

The end-user simply enters their name in the signature field. This name is converted into a signature format by the control and is appended to the form

Once the form is submitted, the submitted form will look like this.

Using Signature field in reporting

Include Signature value in columns

To include Signature field in the list of columns of the report, click COLUMNS button and select the Signature field from the popup: The column will show the name of the signature along with the date when the document was signed

To export Text values, click on EXPORT button and select the desired formats.

Filter documents using Signature field

To filter documents using Signature field, click on FILTERS and select it from the list of filters. Once the filter is added, you can now click on the filter filed and enter a text based on which the documents will be filtered as shown below.

Text Control

Introduction

Text control is one of the most frequently used controls when designing a form. It provides an input box for accepting user input with or without a predefined validation rule. This control is suitable for accepting one-line input. If you are looking for multi-line input, consider using Long Text control.

TIP Try to use any other type of controls before using this control. Other types of controls have specific features which helps to improve user experience and get the right values entered. 

Features

• Accept a free-text value
• Support more than 20 validation rules
• Provide text placeholder to be used in the workflow

How to design

To add Text control to your form, simply drag and drop it from the control panel to the form-design area.

Specify an additional validation rule

Apart from the standard validation, a Text control can also have one additional validation. There are more than 20 validation rules supported in Rethink Workflow. The following demonstration shows how to use this feature.

How to use

The end-user can enter a free-text value to the input. If the entered value does not match with the validation rule, an error message will be displayed below the control.

Using Text field in reporting

Include Text value in columns

To include Text field in the list of columns of the report, click COLUMNS button and select the Text field from the popup:

To export Text values, click on EXPORT button and select the desired formats, for example with JSON:

Filter documents using Text field

To filter documents using Text field, click on FILTERS and select it from the list of filters. On filter popup, enter the value for filtering.

Number Control

Introduction

Number control allows capturing numeric value with validations and format the captured value using a pre-defined format string.

Features

• Allows end-user to enter a numeric value only
• Supports validation with a minimum and a maximum value (inclusive). 
• Support default value which is the initial value when a document is created
• Support number formatting according to http://numeraljs.com/#format
• All of the other standard functionalities of a field in Rethink Workflow
• Provide placeholders to be used in the workflow including: 
• value: the value the end-user entered
• formatted: the formatted value

How to design

To add Number control to your form, simply drag and drop it from the control panel to the form-design area.

To adjust the properties specifically for address, click on NUMBER OPTIONS tab on the properties panel below the control

How to use

The end-user can enter a numeric value to this input. Number control uses the pre-defined validation rules set during the workflow design step to ensure correct value is captured.

Using Number field in reporting

Include Number in columns

To include Number field in the list of columns of the report, click COLUMNS button and select the field from the pop-up:

To export Number values, click on EXPORT button and select the desired formats. Number field provides the following attributes:

• value: the value entered
• formatted: the formatted value according to the format during the workflow design step.

Filter documents using Number field

To filter documents using User Dropdown field, click on FILTERS and select it from the list of filters. On filter popup, enter a condition for filtering.

Email Address Control

Introduction

Email Address control allows the end-user typing in a valid email address

Features

• Only accept a valid email address
• All the standard functionalities of a field in Rethink Workflow
• Provide placeholders to be used in the workflow including: 
• value: the entered email address value

How to design

To add Email Address control to your form, simply drag and drop it from the control panel to the form-design area.

How to use

The animation below demonstrates how the end-user interacts with Email Address control.

Using Email Address field in reporting

Adding Email Address field in column

To include Email Address field in the list of columns of the report, click COLUMNS button and select it field from the popup:

To export the email address values, click on EXPORT button and select the desired formats.

Filtering documents by Email Address field

To filter documents using the value of Email Address field, click on the "FILTERS" button, select the field from the list, and provide the condition to filter. 

User Dropdown Control

Introduction

User Dropdown control is a type-ahead drop-down which allows to search and select one user from your company directory. This field type allows the workflow designer to define the list of options for the end-user to select from in the field properties. It is also possible to use this field as a dynamic user while setting permissions for fields or actions.

Features

• Show all users as available options for the end-user to search and select
• Show limited options based on rules: list of individuals, groups, units, and titles. 
• All of the other standard functionalities of a field in Rethink Workflow
• Provide placeholders to be used in the workflow including: 
• id: the unique id of the user
• avatarUrl: The URL to the avatar of the selected user (if any)
• profileUrl: The URL to the profile of the selected user (if any)
• name: the full name of the selected user
• email: the email address of the selected user

How to design

To add User Dropdown control to your form, simply drag and drop it from the control panel to the form-design area.

To adjust the properties specifically for address, click on USER OPTIONS tab on the properties panel below the control

Specify the list of users as the options

The User Dropdown control provides a flexible way to define the list of users as the available options.

Include Everyone in my organization

To include everyone in your organization as the available options, select "Everyone in my organization" checkbox. 

Limit the list of options

There are occasions that you don't want to include everyone in your organization as the list of the available options, you can limit the list of options by specifying the list of individuals and/or defining rules. 

To specify the list of individuals, search for them from the dropdown add click on each user to add to the list.

You can also define the list of users using rules. Each rule contains a group, AND / OR a unit, AND / OR a title from your organization directory. For example, you could show the list of users belongs to "Instructors" group or list of users who have "Manager" title. Better yet, you can define one or multiple rules depending on the needs.

User Dropdown in Roles

When designing a workflow, a User Dropdown control can be used in defining roles. This unique feature enables granting permission based on the user input. For example, you can allow the user to select one of the specialists while filing the form. The selected specialist then can have permission to view/edit the form once it is submitted.

To use this control in a role while defining a role, simply select the field from the field dropdown.

How to use

The end-user can select one user from the list of available options. The end-user can also perform searching for on the list of available options too.

Using User Dropdown field in reporting

Include User Dropdown in columns

To include User Dropdown field in the list of columns of the report, click COLUMNS button and select the User Dropdown field from the popup:

To export User Dropdown values, click on EXPORT button and select the desired formats. User Dropdown field provides the following attributes:

• id: the unique id of the user
• avatarUrl: The URL to the avatar of the selected user (if any)
• profileUrl: The URL to the profile of the selected user (if any)
• name: the full name of the selected user
• email: the email address of the selected user

Filter documents using User Dropdown field

To filter documents using User Dropdown field, click on FILTERS and select it from the list of filters. On filter popup, select one or more users for filtering.