Tuesday, May 28, 2019

How do I know who currently has access on a document?

To know who currently has access to a document including their roles, one can follow these steps:

  1. View a document
  2. Click on the down arrow on the left of BACK button
  3. Select "Access & Roles"
The following popup message showing the list of users and their roles should show up:

How do I update permissions for documents after adjusting the workflow?

The permissions defining the access on a document is calculated after each action. When you adjust anything related to permission on a workflow (e.g. add/remove people in roles, grant/revoke permissions, etc.), you will need to do one of the following tasks to make have the document permissions up-to-date:

  1. Triggering some action on a document to trigger the permission updating process for that document
  2. Use "Recalculate permissions" option
To use "Recalculate permissions" option, take the following steps: 
  1. View a document as an administrator
  2. Click on the arrow on the left of BACK button
  3. Select "Recalculate permissions"

Saturday, May 25, 2019

How do I submit a support request?

Rethink Workflow has a built-in support request feature directly on our UI.

FUN FACT: We are "eating our own dog food" here. The support request is actually one of the workflows designed directly on Rethink Workflow.

Whenever you need help or want to suggest a new feature, take the following steps to contact us:

1. Click on the feedback icon on the top right of your screen:

2. Provide the details of your support request and click SUBMIT

Depending on your current subscription plan, we will be addressing your request in the queue and communicate with you directly via our interface.

Saturday, March 16, 2019

What's New In Version 6.0

Version 6.0 (v6.0) of Rethink Workflow has just been released in December 2018 and it is the biggest and most exciting release we have done so far.

v6.0 contains many new features and improvements, including:

1. Build a Form

  • The overall form designer has been revamped to be more intuitive, easy to use, yet more powerful. Field properties have been rearranged into tabs including: 
  • More features added for selected fields: 
    • Address
      • Allow detecting user approximate location
      • More detail placeholders including streetNumberOne, streetNumberTwo, city, state, postalCode, formatted, latitude, and longitude.
    • Checkboxes / Radios:
      • Allow specifying the number of options per line
      • Use an internal or external data list as the data source for available options
    • Comment: the comment field has been deprecated and replaced by Document Commenting feature.
    • File Upload:
      • Allow limiting the minimum and maximum file size
      • Allow limiting the acceptable file types
      • More detailed placeholders
    • Name:
      • Allow showing/hiding and mark as required / optional for first name and last name
    • Number:
      • Allow specifying number format
      • Allow setting the default value
    • Sequence ID: this field has been deprecated and replaced by document key. The system automatically generates a document key based on workflow key.
    • Table: 
      • Allow showing/hiding Header or Footer
      • Column cell input supports 10+ different types including dropdown with data list support.
      • Allow setting a footer value to be the control value
    • Timesheet:
      • Support comment for each time-row
  • Improved both predefined and per-field placeholders
  • Allow changing the workflow setting at any time without the need of unpublishing
  • Create a form/process from predefined templates. We will be adding more and more templates for different categories very soon.

2. Design Workflow

  • Allow setting action permission while editing a state
  • Transition: 
    • Better-looking icons with the material icon set
    • Allow disabling validation for fields. For example, the comment is required on Decline action but optional on Approve action.
    • Quicker adjust permission while editing

3. Set Permission

  • The biggest change on this version is Role-based Access Control in which the workflow designer can create roles and assign users to a role. 
  • Permissions setting has been improved and simplified

4. Go Live

  • Improved reporting: provide a simple-yet-powerful reporting mechanism for running and extracting document values into a tabular format. 
  • Company Branding: allow to change the look-and-feel of Rethink Workflow to match with your company brand. 
  • Streamlined authentication and creation process: improved the way the system authenticates the end-user so that creating an account and signing in is much easier, especially for public workflow.
  • Document Commenting: allows adding comments per field or on the entire document
  • Change the sender and reply-to per workflow variant: allow to use a different email address as the sender or reply-to when sending email notifications to the user. 

And more...

  • For documents created from a public workflow, the system now saves the document after each change to avoid losing data.
  • Support resetting the field values of the document back to what they were when the document first moved to the current state. 
  • Assign each document with a unique ID (TSA-0001) using the corresponding workflow key. This feature makes it easier to uniquely mention document instead of using the long id previously. 
  • A regular user is able to trash, delete, or restore the document when it is in the initial state. 
  • Document printing has been optimized to save paper
  • And a ton more minor improvements and bugfixes.

Sunday, March 10, 2019


Rethink Workflow allows you to create easy-to-use forms to capture quality data from the end-users. The system also enables to create powerful flows to streamline your organization business processes. The last piece of this puzzle is reporting, which is a way for you to view, search, filter, and extract entered values from the system for your own purposes.

There are two types of report: overall report and workflow-specific report.

Overall Report

The overall report allows consolidating entered values in all workflows in one single user interface. There are many ways to get to this report from the overall dashboard: 

1. Click on the application menu, then select Documents

2. Click on the notification icon (the bell icon on the top-right corner) and select ALL DOCUMENTS

3. Under your Inbox widget, select VIEW ALL

4. Under your Recent Documents widget, select VIEW ALL

Here is an overview of how the report interface looks like:

Workflow-specific Report

A workflow-specific report is having exactly the same features as in the overall report above, but for a particular workflow. From the workflow-specific dashboard, you can follow the same method 2, 3, 4 above to get to the report for this workflow.

Using Filters

To add a new filter, click on FILTERS button on the right-hand side. On the popup dialog, search and select the filters you would like to add. The predefined filters are in black color while the filters provided by form fields are in orange color. 
The demonstration below shows how to add, use, and remove a filter.

Using Columns

To add a new column, click on COLUMNS button on the right-hand side. On the popup dialog, search and select the columns you would like to add. Similar to filters, predefined columns are in black and columns provided by form fields are in orange.
The video below demonstrates actions can be performed on columns.

Export data to CSV (Microsoft Excel readable) or JSON format

To export data from a report to CSV or JSON format, select EXPORT button on the right-hand side, and click on the desired format. Note that the data exported only include the columns you selected.

Manage Reports

You can also save the report filters and columns for later retrieval. To save a report, click on SAVE AS button and provide the name and description on the popup dialog and click on SAVE. After that, you can click on the arrow next to the report name to switch between the report.

How to move to trash, restore, or delete a document?

Move a document to trash

  • As a user, you can move a document to trash if it is in the initial state (usually called "Draft" unless changed by the administrator)
  • As an administrator, you can move a document to trash at any state
To move a document to trash, click on "Trash" menu item on the document view screen: 
A document in Trash does not allow anyone to take any workflow action. Only "Restore" or "Delete" action are available as in the following screenshot: 

Documents in Trash won't show up in your Inbox or Recent Documents widget. To see the trashed documents, you can click on VIEW ALL link below your Inbox or Recent Documents widget.

Trash documents are still counted in Usage Statistics since they are stored in Rethink Workflow.

Restore a document from Trash

  • As a user, you can restore your own document in Trash if it is in the initial state (usually called "Draft" unless changed by the administrator)
  • As an administrator, you can restore any document in trashed
To restore a document, go to the document view screen and click on "Restore" menu item. 

Permanently delete a document

  • As a user, you can delete your own document once it is in Trash.
  • As an administrator, you can delete any document once it is in Trash
To permanently delete a document in Trash, on the document view page, click on "Delete" menu item: 
A deleted document won't be counted in your company Usage Statistics.

Usage Statistics

Rethink Workflow offers a quick glance at the usage statistics according to the subscription plan that your organization is in.
To view the usage statistics, as an administrator, click on the "hamburger menu", expand the "Settings" section, and click on "Subscription Plan"

Below the available subscription plans, you should see your organization usage statistics:

Saturday, February 16, 2019

Timesheet Control


Timesheet control is one of the ULTIMATE Subscription controls which can be used by the company to allow its employees to enter their daily work hours.


Admin can set the startTime, endTime, intervals and categories for each of the timesheet in the workflow.

How to design

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

To adjust the properties specifically for TIME SHEET field, click on TIMESHEET OPTIONS tab on the properties panel below the timesheet control.

  • interval (Time Interval for time dropdowns): This field sets the intervals between options in the timesheet. 
    • For Example: If the interval is 15, then it means 15 minutes and the dropdown options will be 8:00 AM, 8:15 AM, 8:30AM and So on.
  • startTime (Start Time): This field sets the startTime of the day for the timesheet control. 
    • For Example: 8:00 AM
  • endTime (End Time): This field sets the endTime of the day for the timesheet control. 
    • For Example: 5:00 PM
  • categories (Define Categories): This fields allows the admin to set the available categories for which a user can add the time. 
    • For Example: Project 1, Project 2, PTO, Vacation, Holiday are some of the examples of categories

How to use

The animation below demonstrates how the end-user interacts with a timesheet control.

Using the Timesheet field in reporting

Adding the timesheet field in column

To include a timesheet field in the list of columns of the report, click COLUMNS button and select the respective timesheet field from the pop up.

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

Saturday, January 26, 2019

How to create or initiate a new document?

There are several ways to create or initiate a new document from a workflow.

From the overall dashboard

When you are on the overall dashboard, click on the "NEW DOCUMENT" button to start creating a new document.

On "SELECT A WORKFLOW" screen, click on the button on the right of the desired workflow to create a new document.

From the workflow dashboard

If you are already on the workflow dashboard, simply click on "NEW DOCUMENT" to initiate a new document from that workflow.

From a workflow public URL

If a workflow is made public, any public user can use the link provided to create a new document. Rethink Workflow offers an easy and streamlined authentication process for the new user to create an account and sign in before creating a new document.
This video demonstrates the steps a public user takes to create a new document from a public workflow

Saturday, January 19, 2019

Company Branding

As a company we think you should be able to style the application to match your organization's colors and logos. So we have provided you a great way to make your users feel right at home when they use Rethink Workflow.

Navigating to the Branding Section

The video given below will help you get to the branding section in Rethink Workflow

Changing the Logo

There are two places where you can upload your organization's logo. 

Login Screen

You can change the logo for the login screen, so that when an external user used a workflow that you have published, they shall see your company branding and may feel more comfortable while filling out the form. You can change the logo for the login as shown below

Once you have done this, the next time a user access a workflow published by your company, they shall see the branding as designed by you. Below we have created a sample public workflow being accessed by a user. The workflow is to schedule a pet appointment. When a user tries to access the workflow by clicking on the link ( that you may have provided), this is what they would see.

While Using Rethink Workflow

You can change the company logo inside Rethink workflow by uploading a picture and positioning it as you need it. The video below will demonstrate how you can upload a logo from your computer and replace the Rethink Workflow Logo. We recommend using an image with a transparent background.

Changing Colors

Once you have replaced the logo, next you can change the colors to match your organization as well. The steps to change the colors are demonstrated below


Rethink Workflow provides both Overall Dashboard and Workflow-specific Dashboard.

Overall Dashboard

The overall dashboard is usually the first screen you see after you sign in to our system. Most of the features of this dashboard are self-explanatory. This dashboard gives a quick glance at all the documents that you are being a part of. 

Workflow-specific Dashboard

Each workflow has its own dashboard called workflow-specific dashboard. The information presented in this dashboard is only for the selected workflow. 

To go to a workflow-specific dashboard, follow the instruction in the following video: 

Sunday, January 13, 2019

Workflow Permissions

Setting permission is one of the most important aspects of creating an effective workflow since it defines who can do what with a document in a particular state in their life-cycle. Rethink Workflow uses Role-based Access Control in conjunction with field visibility condition and action conditions to provide a powerful yet simple way for the workflow designer to set up permissions.

To set up the permissions for a workflow, switch to PERMISSION tab on the workflow design screen:

There are two types of permissions: Field Permissions and Action Permissions.

Field Permissions

Field permissions allow the workflow designer to define the access level for roles on each field of the document. The access levels are: 
  • Edit: the role can edit, comment, and view the value of the field 
  • Comment: the role can comment and view the field, but can't edit the value of the field
  • View: the role can only view the field and can't comment or edit the value of the field
  • Hidden: the role can't view, comment, or edit the value of the field

Action Permissions

Action Permissions allow the workflow designer to define what actions are available for a particular role at a particular state. 
In the above screenshot,
  • Not Allowed: the current role does not have access to this action when the document is at this state
  • Allowed: the current role can take this action when the document is at this state. 

Role-based Access Control

A role defines permissions for one or more users to perform an action on a document. Rethink Workflow provides a quick and easy way to configure roles for your workflows.

To manage roles for a workflow, switch to ROLES tab on the Design screen:

By default, each workflow comes with two pre-defined roles: Document Owner and Initiators.

Document Owner

Document Owner is a pre-defined role representing the owner of a document. 
Most of the time, the person who creates a document out of a workflow plays Document Owner role. For example, in Timesheet workflow, Document Owner is the employee who creates and submits the timesheet.

Document Owner role can also be assigned to a user other than the creator of the document. For instance, in Event Registration workflow, we could use the email address entered to be Document Owner.


Initiators role is a special role that determines the list of internal users who can create documents out of a workflow. By default, anyone belongs to your organization can create a new document from any workflow, but you can limit this access to a certain set of users only.

For example, in a workflow that allows only users having "Manager" title to nominate their subordinates for Employee of the Month, the workflow designer can configure Initiators as in below screenshot:

Configure a Role

To create a new role, click on "+ ADD NEW" button.
To edit an existing role, click on the corresponding EDIT button as in the screenshot below:

On the edit panel displayed, you can configure Name, Description, and Members belong to this role:
The screenshot below explains how to configure the list of members:

Using the Value from a Field as a Member of a Role

One of the unique features of Rethink Workflow is an ability to use the value of an Email, or User Dropdown field as a member of a role.

There are many use-cases in which this feature is particularly useful, for example: 
  • In Timesheet workflow, the employee can specify the Manager who is going to approve the submitted timesheet. 
  • In Letter of Recommendation workflow, the requesting student can select the recommending professor from a list of users. 
  • In Event Registration workflow, the workflow creator can enter an email address to be one of the Document Owner. 
The following video demonstrates how to use a field value as a member of a role:

Saturday, January 12, 2019

Action Conditions


Action conditions is a feature that allows controlling the visibility of an action based on the return value of a predefined expression. When the returned value is evaluated as true, the action will be displayed. When the returned value is evaluated as false, the action won't be displayed.

Both placeholders and custom scripting logic can be used to specify the action conditions. 

For example, as in Computer Purchase Request workflow, if the value of the equipment is more than $1,000, the approval of the Finance Department is required. 

How to design

To configure the action condition, simply select the route and enter the condition as in the demonstration below: 
To learn more, check out our Computer Purchase Request workflow template. 

Unique Document Check


This feature allows organization administrator to configure a check to prevent duplicates. For example, in an event registration workflow, the administrator can configure the system to accept only one application per email address.

How to design

Define Document Key

The first step to set up the unique document check is defining the unique document key. This key usually contains placeholders which can be replaced by the system values or field values entered on the form. 
In the example above, we will set up our document key as in below in VARIANT tab: 

The expression above contains the workflow ID, the document owner id (the end-user who creates the document), and the email address entered on the form. This expression will ensure that only one email address can be used for submitting a registration application. 

Specify the action to enforce the unique document check

The company administrator needs to indicate which action the unique document check rule should be enforced. In the event registration example above, we would like the system to prevent duplicates only when the user is submitting or resubmitting an application. 
To do so, the company administrator can select "Check for unique document key" option as in the demonstration below: 


Event Registration

Event Registration workflow allows anyone to submit a registration application to attend an event. The end-user needs to provide their company information and submit the application. The application then can be reviewed by one of the event coordinators. The event coordinator can accept or return the application back to the end-user.


The form is designed in a very generic way, but you can always customize the way you want.



  • Document Owner: the end-user who create the document or the email address entered
  • Event Coordinator: the staff of the company organizing the event

Customizable Document Name


Rethink Workflow allows the administrator to configure the document name to improve the user friendliness and ease-of-use. For example, instead of showing "RFL-0001 - Request for Leave", the administrator can configure the system to show "RFL-0001 Request for Leave of John Smith from 10/01/2019 - 10/03/2019" with the help of placeholders.

How to design

On the workflow design screen, VARIANT tab is where the administrator can configure Document Name.