Timesheet

Timesheet workflow allows employee to submit their periodic time report to their manager for approval.

Form

The form include a time table for the employee to fill in their records. The employee then selects their manager for approval. Before submitting, the employee needs to sign the timesheet to certify. 

Workflow

The workflow was configured with Unique Document Check to ensure that there is only one timesheet per period submitted. 

Each route in the flow makes used of placeholders to make the name of the action more user-friendly. 

Roles

1. Document Owner: the employee submitting the timesheet
2. Manager: the supervisor to approve the timesheet
3. Human Resources: the HR department who review and finalize the timesheet

Triggers

There are many triggers set up to ensure the smooth communication from start to finish. 

Unique Document Check

TBD

Field Validation

Rethink Workflow provides an effective way to ensure inputs captured properly using Field Validation.

Required Validation

 Required Validation allow the workflow designer to indicate the fields that need the end-user to fill in the value before taking any action.

How to Design

To indicate a field is required, the workflow designer can click on the Edit button to open the Property panel, switch to "VALIDATION" sub-tab, and select "Yes" for "Required?" option. 

Usage

The required validation happens as the end-user is typing. The end-user has to enter the value for the required fields in order to take an action (transition). If there is any error, the system won't allow to proceed. 

Using Custom Error Message for Required Validation

Instead of using the default error message, (e.g. "the value of this field is required"), the workflow designer can also specify a custom error message to make the form more user-friendly.

How to Design

To set the custom error message, use "Required Validation Error" option. This option allows to use placeholders to make it dynamic based on the value enter. 

Usage

When the required value is not provided, the system will print out the error set in the Design screen. 

Advanced Validation

Rethink Workflow provides a powerful way to perform complex field validation using Validation Function and Invalid Error option. 

Validating Function option contains an expression (in basic mode) or a javascript function (in advanced mode). This expression is evaluated at run-time to determine the returned boolean value. If the returned boolean value is true, the field is considered to be valid.
Invalid Error option allow to customize the invalid error message if the field does not pass the Validating Function above.

You can refer to Visibility Condition for entering values in basic mode and advanced mode.

Action-based Field Validation

By default, all fields in a form are validated. But in some scenarios, you might want to exclude some fields to allow the end-user to take an action. For example, you might want the approval to provide comment if he/she declined a request for leave from an employee. However, the comment is not required when he/she approves the request.

Request for Leave

Request for Leave workflow allows employee to submit leave requests for supervisor's approval. The employ needs to sign the request and selects the approver from the list provided for approval.

Form

Workflow

Roles

1. Document Owner: the employee requests for leave
2. Supervisor: the supervisor who needs to approve the request

Workflow Reminders

Want to send an email automatically if the manager has not yet taken any decision on a request after a specific number of days (and include the reason for leave, maybe)? Workflow Reminders allow the to set up a schedule for reminding one or more people via email notifications.

How to design

To manage the list of reminders, click REMINDERS tab on the workflow design screen

The system categorizes reminders based on States. To create a new reminder, click on the button "NEW" on the right-hand side and fill in the details. You can also use use placeholders in subject, body, and condition of the reminder.
For example, in Contact Us workflow, let's say that we want to send out reminders to customer service specialist to respond to the customer's inquiry after 1 day, we could follow the steps in the video below:

To edit a reminder entry, click on the "EDIT" button on the right.

To delete a reminder entry, click on the right caret on the right of EDIT button then click on Delete, or use DELETE button.

Using condition

You can use condition to decide whether to run a reminder or not based on values on the form. When the condition is evaluated as true, the system will proceed to run the reminder. You can learn more about the syntax of condition in visibility condition guide.

Document Commenting

Comment is particularly useful to foster the conversation between people involved in a workflow. Our system allows end-user to make comment on an entire document or on particular field without any hassle.

Whenever a comment is added, Rethink Workflow will send out an email as in below:

Rethink Workflow allows administrator to decide if a particular user can make comment or not via permissions while designing the workflow.

How to design

To allow end-user to add comments on a document, the workflow designer can select "COMMENT" option on each field when setting up the field permissions.

If an end-user can add comments on any field according to permissions, that user can add comments for the entire document too. 

How to add comments on a document

Add comments for the entire document

Follow the steps demonstrated in the following video to add comments for the entire document:

Add comments for a particular field

On a particular field, click on the corresponding "COMMENTS" button to see the comment panel. On this panel, write the comments and click on Send button as usual. 

Workflow Triggers

Triggers allow the workflow designer to send out email notifications or putting a new entry in the audit trail when a document transitioning from one state to another.
There are two types of triggers:

• Audit Trail: allow the workflow designer to put an entry to the document routing history
• Email Notifications: allow the workflow designer to send out email notification to one or more recipients

How to design

To make changes on triggers, on the workflow design screen, click on TRIGGERS tab

Audit Trail

To go to the screen for managing Audit Trail, click on "AUDIT TRAIL" sub-tab under TRIGGERS

To edit an audit trail entry, click on the "EDIT" button on the right. While editing the audit trail, you can also use placeholders in "Title" or "Description".

To view the audit trail at runtime, expand the menu on the left of BACK button and select History:

The audit trail of the current should be displayed similar to the following figure: 

Email Notifications

Similar to Audit Trail, you can send email notifications to one or more people using Email Notifications triggers. To manage list of email notifications triggers, click on the tab "EMAIL NOTIFICATIONS". 

To add a new email trigger, click on button NEW on the corresponding action panel, then enter the required values. Of course, you can also use placeholders in the subject, body, and condition.

The following figure shows the actual email sent out to the "Customer Service Specialist" when someone submits an inquiry on "Contact Us" form:

Using condition

You can use condition to decide whether to run a trigger or not based on values on the form. When the condition is evaluated as true, the system will proceed to run the trigger. You can learn more about the syntax of condition in visibility condition guide.