WORKFLOW Block

 

Table of Contents

  1. Workflow Block Overview
  2. Assign to User Workflow
    1. Assign to User: What do end users see?
    2. Assign to User: Customise End of Workflow Message
  3. Send for Approval Workflow
    1. Send for Approval: Creating a rejection branch
    2. Send for Approval: What do end users see?
    3. Send for Approval: Email Approvals
  4. Additional Workflow Options
    1. Setting up Workflow Groups
    2. Reassign a Workflow User
    3. Customise Workflow Emails
    4. Disable Workflow Email Notifications
    5. Add Comments and View Comment History

 

Workflow Block Overview

In Checkbox, workflow enables assessments to be passed from one person to another person, or team, for either approval, or for the continuation of an assessment.

In Checkbox, there are two types of workflow blocks:

  1. (RECOMMENDED) Assign to User Workflow
    • Enables users to pass the continuation of the app to other Checkbox users or Workflow Groups. We strongly recommend you use this setting, even in the case of approval.
  2. Send for Approval Workflow
    • Enables users to get an approval outcome (either ‘approved’ or ‘rejected’) from another user or Workflow Group, based on answers they have provided up to that point in the assessment. Note, this workflow setting only captures the decision, and does not allow for extensive commenting. We recommend you use the "Assign to User" workflow setting as much as possible.


Assign to User Workflow

When should you use the "Assign to user" setting?

Who can be assigned?

 

When should you use the "Assign to user" setting?

This setting allows others users to participate in your App by assigning, and handing over sections to other users.


Examples of when to use Assign to User Workflow:

  • Continuation of work: We may want to assign our app to other users in our team for further review or delegation (can be done using the User Picker in the FORM block).
  • Approval workflow: We want the users to provide a decision and answer questions associated with their decision (e.g. pick from pre-selected categories on why they are rejecting, or answer predefined questions that allow them to assess the quality of the submission).
    • Note: Despite the fact that there is a separate "Send for Approval" workflow setting, we strongly recommend using the "Assign to User" setting for increased flexibility around capturing additional actions, comments and notes.

Who can be assigned?

The users that can be assigned the workflow can either be defined by a Workflow Group (default) or a User Picker variable via the FORM block.

Users that can be assigned a workflow include:

  1. Workflow Groups: This represents a group of users, such as a business unit, that may be required to participate in the workflow.
    • Note: When this setting is selected, this workflow block will notify the entire workflow group, but only 1 user can continue the assessment. If you would like multiple users to participate at the same time, please check out "Parallel + Sequence" block.
  2. Internal Users: This represents any other user within the same organization that has an existing Checkbox account. This is represented as a User variable.
    • Note: A user variable is NOT the same as an email variable and requires conversion.
  3. External User: This represents any user who does not have a Checkbox account for this organisation, or would like to participate in App anonymously. This is represented as an Email, or a text variable that is an email.
    • ⚠️ Limitation: Checkbox does not support workflows from an External User to another External User. Checkbox supports Internal -> Internal, Internal -> External, and External -> Internal.

 

How do set up the "Assign to user" Setting

    1. Inside your App’s Studio, create and click on the Workflow block

    2. In the Property Editor in the right panel, click “Assign to User”

      Screen Shot 2022-11-14 at 3.12.29 pm.png


    3. Select which type of user setting you would like the workflow to flow to.Note: The Workflow Group option is selected by default when you select “Assign to User”.
      29.png

       

      b. If you wish to assign to a specific user, select the “User variable” option and select Internal User or External User.

      Internal User
      1. Enter the respective User Picker variable. Learn more about the User Picker.


      Note: No curly brackets are necessary for this field.
      I.e. Correct - USER12; Incorrect - {{USER12}}

      Checkbox 2020-12-22 12-53-55.png


      External User

      Premium Checkbox Feature

      The usage of the External User option requires account access to Premium Checkbox features. For queries related to your licence agreement, ask your account administrator to contact your Checkbox Account Manager.


      1. Enter the respective text variable that captures the email of the next external workflow user.

      Note: You cannot assign a workflow to an external user from a public Assessment. The "disable workflow notification emails" option is required to be unchecked.

      Checkbox 2020-12-22 12-50-23.png

      Note: When referencing the text variable, do not wrap this with double curly brackets for this field.

      I.e. Correct - TXT12; Incorrect - {{TXT12}}


    1. Customise your multi-user assessment with the options provided. See below for details.

      Checkbox 2020-12-22 12-53-55 (1).png


      a. Do not require confirmation: checking this option will remove the end-user’s submission page and the next assigned Workflow Group or user’s starting page. Learn more on the end-user perspective.

      Note: The "Do not require confirmation" option must be unchecked to allow reminders to be sent when the workflow is assigned to an external user.

      b. 
      Next user can review answers: this option is used when you have more than one Workflow block in your assessment and want to specify permissions to Workflow Groups to view and approve all or parts of the assessment.

      • If checked, the Workflow Group or user selected can only view answers between that particular Workflow block and the previous Workflow. See example below.

        32.png


      • Also, you will notice that if “Next user can review answers” is checked, an additional option, “Next user can view all previous answers” will show. If this new option is checked, the Workflow Group or user selected can view all previous answers since the beginning of an assessment. See example below.

        33.png


      • If unchecked, the submission page for the end-user and the starting page for the assigned Workflow Group or user will be removed from the assessment.


        c. Disable workflow notification emails: this option is universal to all Workflow blocks and disables all workflow notification emails. The "disable workflow notification emails" option is required to be unchecked if the workflow is being assigned to an external user. Learn more on turning off workflow emails.

Assign to User: What do end users see?

End-User Perspective

    1. Once an end-user completes their section of the assessment, they will land on a workflow page to review their work and submit it to the next assigned Workflow Group or user.

      34.png


  1. The end-user will be prompted to confirm their submission.

    35.png


Next Workflow Group or User Perspective

  1. When the assessment is received or picked up, the next assigned Workflow Group or user will land on a page to review the previous responses and decide either the Send Back or continue the assessment by clicking “Next”.


    36.png

    Note: The user that receives and continues the handover will become the owner of the assessment and have their subsequent responses recorded under their account name. The owner’s account name will only be shown inside a Widget under the “Owners” column (See example below) unless otherwise referenced using meta variables. See the list of all meta variables.

    37.png

  2. If the Workflow Group or user decides to continue the assessment, they will be prompted to confirm their decision. Once confirmed, they will be assigned ownership of the assessment and their responses will be recorded under the name of the user. See examples below.

    38.png

Assign to User: Customise End of Workflow Message

Applicable to 'Assign to User' workflows ONLY

Note that you must be using the 'Assign to User' workflow type to customise the End of Workflow Message. Learn more about 'Assign to User' workflows here.

This functionality is currently not supported in Parallel workflows, or 'Send for Approval' type workflows.

SKIP AHEAD TO
What is an End of Workflow Message?
Why do I need to customise these messages?
How to customise End of Workflow Messages
How to preview End of Workflow Messages


What is an End of Workflow Message?

End of Workflow Messages are static pages displayed to the end-user of an app after a workflow block is completed. 

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There are two types of messages that can be displayed:

  1. Success Message: What is shown to the end user using Checkbox before the workflow block is hit.

    The default message for this case is "Thank you for your responses. Please check your email for further notifications"

    For example, John starts a new legal request to have his NDA reviewed. After filling in the relevant forms, he clicks 'Submit', which ends his workflow and automatically passes the NDA to the legal team for review. At this point, John is shown a success message, indicating his request has gone through.

  2. Error Message: Shown in all other cases, including:
    1. When the assessment was assigned to a workflow group, and someone in the workflow group has already picked it up.
    2. When a previous user of the assessment tries to access the URL.
    3. When an unauthorised user (someone who never had access to the assessment) tries to access the URL.

      The default error message is "You do not have permission to access this assessment"

 

Why do I need to customise these messages?

Customising these messages allows you to provide additional context and supporting information to users to guide them on what has happened. This makes sure the user knows what to do next, or how to troubleshoot any issues they might be having in the case of an error.

Some common customisations to the messages include:

Success Messages

  1. Letting the user know they are free to close the tab/window
  2. Advising what steps are next in the process
  3. Letting the user know who the matter/assessment has progressed to
  4. Providing a contact person in case the user has any further questions

Error Messages

  1. Explaining who currently owns the assessment (and therefore is the only one who can access it)
  2. Explaining where the assessment is up to in terms of approvals (if relevant)
  3. Providing a contact person in case the user has any further questions
  4. Explaining common reasons why the user may be unable to access the assessment

TIP: throwing in a logo, image or a splash of colour is always welcome to help users more easily interpret what has happened in the assessment.

How to customise End of Workflow Messages:

  1. Click on the Workflow block where you want to customise the message.
    mceclip1.png

  2. Ensure that your Workflow block is set to 'Assign to User', then in the bottom right of the Property Editor, click on 'End Page Builder'.
    mceclip2.png


  3. Select the message type you want to work on. Your selection will be highlighted in gray. 
    mceclip3.png


  4. Customise the message. End of Workflow messages support custom static text (including emojis 😉) and dynamic referencing of variables including meta variables.
    mceclip4.png

  5. Once satisfied, select the ‘Close’ button to exit the email builder.

How to preview End of Workflow Messages:

Previewing End of Workflow messages will allow you to see the success/error message as it will appear for your app user, and make any quick adjustments to the design as required.

 

To preview your End of Workflow message:

  1. Click on the Workflow block where you customised the message you'd like to preview
    mceclip1.png

  2. Click on 'End Page Builder' in the property editor
    mceclip2.png

  3. Select the correct message type (success or error). Your selection will be highlighted in gray.
    mceclip3.png

  4. In the top right hand corner, click 'Preview Message'. This will open your preview in a new tab.
    mceclip5.png
    mceclip7.png
  5. Return to your studio tab to make any further modifications.
    mceclip8.png

  6. In the preview tab, use the 'Refresh preview' button to update the preview with your latest changes.
    mceclip9.png

 

 

Send for Approval Workflow

Why would you send your assessment for approval? 

Approval workflows are common business processes that require someone to sign off on your assessment at a certain stage.

For example, before the sales team sends a service agreement or contract to a client, the contents may require approval from the legal team. If the agreement or contract is approved, it will be sent to the client. However, if the agreement or contract is rejected, the sales team may need to make amendments and resubmit for approval.

How to send your assessment for approval

Before setting up your Workflow block to send an approval workflow, it is best practice to understand and create a Workflow Group first. Learn how to set up a Workflow Group.

  1. In Studio, drag a Workflow block and click on it to open the Property Editor.

  2. Make sure that the “Send for Approval” option is selected. 

    Note: By default, the “Send for Approval” option will be selected in the Workflow block.

    15.png


  3. Customise your approval workflow with the options provided. See below for details.

    16.png


    a. 
    Approver can view all previous answers: this option is used when you have more than one Workflow block in your assessment and want to specify permissions to Workflow Groups to view and approve all or parts of the assessment.

    • If checked, the Workflow Group selected can view all previous answers since the beginning of an assessment. See example below.

      17.png


    • If unchecked, only answers between that particular Workflow page and the previous Workflow page can be viewed. See example below.

      18.png

      Note:
      Leaving the box checked or unchecked only has an effect if your app has more than ONE Workflow block.


      b. Rejection Branch: this option is used to create an additional route for the assessment if the submitted assessment is rejected. The next section after a rejection can be the same as or different to the next section following an approval. Learn more on Rejection Branches.


      c. Disable workflow notification emails: this option is universal to all Workflow blocks and disables all workflow notification emails. Learn more on turning off workflow emails.

      Note: Once an assessment is submitted for approval, all members of the Workflow Group will be emailed a link for approval. Any Workflow Group member will be allowed to make the approve, send back or reject decision.



Send for Approval: Creating a rejection branch

Why would you create a Rejection Branch?

By enabling rejection branches, you can create separate continuation routes for the initial user to traverse, for when their approver approves, or rejects the assessment. 

For example, the user is submitting a procurement request and is applying for an exemption from a regular process, so their application is accelerated through a simplified process. If the exemption is not justified, a reviewing manager (i.e. approver) can reject the exemption request and send the assessment down the normal path of a regular procurement process. In some circumstances, rejection branches can lead straight to the end of the assessment - e.g. if the procurement request is rejected and the submitter has no grounds to appeal this decision.



What’s the difference between a Rejection Branch and Sending back an assessment?

If the rejection branch is disabled and the approver rejects the user’s submission, the assessment is sent back to the user for resubmission. Users must repeat this process until the approver approves. However, if the rejection branch is enabled, the user will continue their assessment down a specified path regardless of whether their submission is approved or rejected by the approver.



How to Enable the Rejection Branch

  1. Click onto a Workflow block on your App

  2. On the right panel under “Configure Workflow Settings”, check the Rejection Branch checkbox

  3. The Workflow block will then have a green Yes and red No node which can be routed to different paths (as shown in the image below) or to the same path

Note: Inside the assessment, if the approver clicks “Accept”, the user will continue the assessment in the route flowing from the GREEN node. If the approver clicks “Reject”, the user will continue the assessment in the route flowing from the RED node.

19.png

Note: As mentioned above, it is possible to configure both your nodes to follow the same route. This will allow the user to continue the assessment on the same route regardless of whether their submission has been approved or rejected. See example below.

A situation like this happens rarely in our experience, but sometimes you want to capture the Approver’s decision by using the ACT variable that emulate Yes/No variables (e.g. ACT47==”Approve” or ACT47==”Reject”) associated with the Approval Workflow Block, so both Approve and Reject routes will lead down the same path. The outcome of the decision can simply be referenced using {{ACT2}}. Learn more on variables.

20.png




Send for Approval: What do end users see?

End User Perspective

  1. Once the end-user completes their section of the assessment, they will land on a workflow page to check their work and submit for approval. See example below.

    21.png


  2. The end-user will be prompted to confirm their submission for approval

    22.png



Approver’s Perspective

The following will show the two scenarios when the rejection branch has been disabled and enabled on the Workflow block. Learn more about the rejection branch.


Rejection Branch Disabled

  1. When the approver receives or picks up a submission from the end-user, they will land on a workflow page to review the previous answers and decide to either Send Back or Approve the submission. See example below.

    23.png

  2. The approver will be prompted to confirm to either Send Back or Approve the submission. See examples below.

    a. Send Back confirmation pop-up message

    24.png


    b. Approve confirmation pop-up message

    25.png



Rejection Branch Enabled

  1. If the Workflow block has been configured to have a rejection branch, the approver will land on a page to either Send Back, Reject or Approve a submission from an end-user. 

    26.png


  2. The approver will be prompted to confirm to Reject the submission. See example below. 

    Note: To see the Send Back or Approve confirmation pop-ups message, please view the screenshots earlier on in this article.

    27.png

 

Send for Approval: Email Approvals

Why would you use Email Approvals?

Email Approvals are only available to be implemented for Approval Workflows. By enabling Email Approvals, approvers will no longer be required to sign into Checkbox to approve an Assessment. They are able to simply click on “Approve”, “Reject” or “Send Back” buttons to make a decision. These buttons in emails are supported both on desktop and mobile. See example below.

 

Note: Approvers cannot add comments when approving from the workflow approval email. To keep the option to add comments, it is best practice to keep the [[current_assessment_url]] in the email body so that approvers are able to navigate and log into Checkbox to leave a comment before approving or rejecting an approval request.

 

Release V1.17 Comms   Wiki - Google Docs 2020-07-09 21-13-11.png

 

What are the email approval options?

Email approval buttons are created by inserting meta variables in the email builder of a WORKFLOW block in the “Email to Approver” template.

Meta variables include:

  • Approve button - [[approve_button]]
  • Reject button - [[reject_button]]
  • Send back button - [[sendback_button]]

Note: The reject button can still be added to the email, however, to allow the reject button to function as expected, you must have enabled the rejection branch in your WORKFLOW block

 

What happens when the approver clicks onto one of the approval buttons?

The approver will be redirected to a page confirming their decision.

For example, if the approver clicked on “Approve”, they will be directed to the following page:

 

Release V1.17 Comms   Wiki - Google Docs 2020-07-09 21-13-56.png

 

Note: The Email Approval buttons will instantly initiate once clicked without any confirmation notice. It is advised that the approver carefully makes their decision.

If the approver has already processed their decision, and clicks onto one of the approval buttons, they will be redirected to a landing page explaining that “This approval request has already been processed.”.

 

 

How to add Email Approvals for Workflow

  1. In Studio, click onto a Workflow block and click “Email Builder”

    Release V1.17 Comms   Wiki - Google Docs 2020-07-09 21-14-28.png


  2. Only in the “Email to Approver” template, add the following relevant meta tags to create action buttons in the workflow email.Only in the “Email to Approver” template, add the following relevant meta tags to create action buttons in the workflow email.

    • [[approve_button]]
    • [[reject_button]]
    • [[sendback_button]]

    Notes: Not all meta tags above are required to be added. However, it is best practice to do so.

    Release V1.17 Comms   Wiki - Google Docs 2020-07-09 21-16-58.png

  3. To provide context to the approver, reference important details that will help approvers make a decision. Learn more about variables AND/OR see the list of all meta variables that can be used in workflow emails.

    Example: For a risk assessment App, the level of risk calculated and other relevant information should be referenced in the email for the approver to make a decision to approve, reject or send back.

    Note: It is recommended that you still include the [[current_assessment_url]] meta variable in case the approver wishes to log-in and gain more context of the assessment they are approving. See example below.

Release V1.17 Comms   Wiki - Google Docs 2020-07-09 21-17-32.png

 

Additional Workflow Options

Setting up Workflow Groups

What is a Workflow Group?

A Workflow Group is a group of users, typically identified by business unit or function, that can either approve, or continue parts, of an assessment.

 

Why would you create Workflow Groups?

Workflow Groups need to be created to send approval workflows or to assign work to another user or group of users to continue completing an assessment.

 Typically, these Workflow Groups represent a particular department or team in the business. For example, you may create a Workflow Group for your legal department to approve an invoice created by your sales team.

 Notes:

  • Workflow Groups must first be set up by the author(s) of the particular app within the studio. The option to create these groups can be found by clicking the ‘+’ sign in the workflow block. E.g. creating a “Legal Team” workflow group is handled within the studio by the author.
  • To add users to this group, Team Administrators of each Project Team can assign Project Team members to Workflow Groups via the Project Team Dashboard (i.e. handled outside of the studio). Learn more about the Team Administrator permissions at Project Team User Permission Levels.
  • Whenever “Workflow Groups” are indicated as the next party to continue the assessment (as opposed to a singular user), all users assigned to a Workflow Group will receive a workflow email to continue the assessment. Once the app is continued by any user in the Workflow Group, other Workflow Group members ,that click on the emailed link, will be shown an error message. This is to avoid multiple approvers from reviewing the same assessment.


How to set up your Workflow Group

  • In your app Studio, click onto your Workflow block


  • a) To add a Workflow Group that would approve the already completed sections of your App, select the “Send for Approval” option and click onto the “+” icon

    1.png



    b) To add a Workflow Group that would be assigned to continue completing your App, select the “Assign User” option, assign the next user by “Workflow Group” and click onto the “+” icon

    2.png


  • Type in the name of your Workflow Group (e.g. Procurement Team) and click “CREATE”

    3.png

    Note: Once you have created a Workflow Group in your Workflow block, the below error in your validator should be resolved.

  • Once you have finished building your app, publish your app and assign it to a Project Team

  • Go to the Project Team you have added your App to

  • To edit Workflow Groups, on the left panel, click into your respective App under “Apps” and click into “Workflow Groups”

    4.png


  • Click “+Assign Users” to assign Project Team members into the workflow group you have created (e.g. Procurement Team)

    Note: To assign users into workflow groups, Team administrators must first add users to the Project Team.

    5.png

Select the Project Team members you want to assign to your workflow group and click “CONFIRM”. You can also type their names or emails into the search bar.

Note: You can bulk add users into Workflow Groups by pasting in multiple emails that are separated by a comma. For example, john@checkbox.ai, jane@checkbox.ai, jessica@checkbox.ai.

6.png

Notes:

  • Every time a new version of the App is published, Team Administrators must re-assign Project Team members to Workflow Groups, as instructed in steps 1-8 above. This is because there is no guarantee that the previous Workflow Groups would exist in the newly published version of the App.
  • User names are arranged in alphabetical order.


 

Limitation(s)

Global Project Teams: Although Project Teams, with the option “Global Project Team” enabled, allow anybody within the account to run assessments, if there are any workflow elements in the App, the Team Administrator is still required to manually add users to the Project Team and to assign users into Workflow Groups.



Reassign a Workflow User

Who can reassign a workflow user?

Only Team Owners of a Project Team can change the current owner of an assessment at any stage, including when the assessment is complete and when the status of an assessment is awaiting approval or acceptance. Learn more on Project Team User Permission Levels.

Note: The Team Owner of a Project Team will only be able to reassign a workflow user if the Workflow block has been configured for a multi-user assessment. Learn more on multi-user assessments using the Workflow block.



Why would you change the assigned workflow user?

Force majeures happen all the time! For example, if the Head of the department was on leave, but an urgent document is assigned to them and required their approval, the Team Owner of the Project Team can re-assign this assessment to a person that can approve on their behalf.



How to change assignee

Workflow

  1. As a Project Team Owner, navigate to the respective App on the left panel in a given Project Team

    39.png


  2. Make sure that the Widget shown is changed from “Completed” to “In Progress"

    40.png


  3. Click on the 3 dots under the “Actions” column and click on “Change Assignee” to reassign a workflow user

    41.png


  4. From the pop-up menu, select a user to reassign the assessment

    Note: The selection of users available for reassigning is limited to the Team Members of the Project Team. In this case, the only Team Member in John’s Project Team includes Checkbox Team, Jane Smith and John Smith. Learn how to add Team Members into a Project Team.

    42.png


  5. After confirming, the new assignee will receive an email notification with a link to the assessment.

    Note: Even if the user has disabled workflow email notifications, they will still receive an email that they have been reassigned as the new assignee for the assessment. Learn more on disabling workflow email notifications.

 

Parallel Workflow

Premium Checkbox Feature

Usage of this feature requires account access to Premium Checkbox features. For queries related to your licence agreement, ask your account administrator to contact your Checkbox Account Manager.

  1. As a Project Team Owner, navigate to the respective App on the left panel in a given Project Team

  2. Make sure that the Widget shown is changed from “Completed” to “In Progress"

    Checkbox 2020-12-22 12-27-11.png


  3. Expand the parallel workflow row and click on the 3 dots in the main branch or sub-branch under the “Actions” column and click on “Change Assignee” to reassign a workflow user

    41.pngCheckbox 2020-12-22 12-24-39.png


  4. From the pop-up menu, select a user to reassign the assessment

    Note: The selection of users available for reassigning is limited to the Team Members of the Project Team. In this case, the only Team Member in the Project Team includes Checkbox Team and Joe Smith. Learn how to add Team Members into a Project Team.

    42.png


  5. After confirming, the new assignee will receive an email notification with a link to the assessment.

    Note: Even if the user has disabled workflow email notifications, they will still receive an email that they have been reassigned as the new assignee for the assessment. Learn more on disabling workflow email notifications.

 

Customise Workflow Emails

Why do you need Workflow Emails?

Users are notified to pick up and approve, or to continue an assessment, through email notifications. These emails can be customised to include guidance instructions, and context, to smoothen the transfer of assessments between multiple users. These custom workflow emails can be configured for all workflow blocks (including parallel and sequence).


How to Customise Workflow Emails:

  1. Click on the Workflow block where you want the email to be sent from.

  2. On the bottom right of the Property Editor, click on Email Builder.

    7 (1).png


  3. Select the email templates from the panel on the left. Your selection will be highlighted in gray. 

    Note: If you are using workflow “Assign To Next User”, your email choices will be: (i) Email To Next Group/User and/or (ii) Email Sent Back From Next User. Every other email option will only apply to workflow blocks that use “Approval”.

    8.png


  4. Customise the email subject and body. Both of these fields support custom static text and dynamic referencing of variables including meta variables. See the list of all meta variables.

    9.png


  5. Once satisfied, select the ‘Close’ button to exit the email builder.



 

Disable Workflow Email Notifications

Why would you disable workflow email notifications?

Users, especially those who may receive many emails, may prefer to avoid receiving workflow notification emails in their inboxes to complete assigned workflow tasks. 

By disabling all workflow email notifications, it is possible to free up their inboxes. Instead, users must complete assigned workflow tasks via the Project Team Dashboard.

Note: The workflow email notifications that are disabled, are the emails created within the specific Email Builder of each Workflow block. If the user has been reassigned as a workflow user, or is sent a reminder to complete an assessment by a Team Administrator of a Project Team, they will still receive an email notification, despite the workflow email notifications being disabled. Learn how to reassign a workflow user AND/OR Learn how to send a reminder.


How to disable workflow email notifications

  1. In Studio, click onto a Workflow block in your app.

  2. In the Property Editor on the right, check the “Disable workflow notification emails” checkbox to turn off all workflow notification emails from the selected Workflow block.

  3. Repeat steps 1-2 for all other Workflow blocks you want to disable workflow notification emails from. This step is only for Apps that contain multiple Workflow blocks.

V1.15 Release Notes   Email   Wiki - Google Docs 2020-05-07 08-36-34.png

 

Add Comments and View Comment History

Why would you add comments to your workflow?

Comments on the workflow page are a way for users to communicate and give guidance to their corresponding Workflow Group, or assignee, who will be approving, rejecting or continuing the assessment. 

For example, the approver may send back the assessment and comment to specify the section that needs to be revised. A comment history is also logged for visibility of previously shared comments.

Note: The comment history is unique to each Workflow block. That is, in the assessment page of the second Workflow block, you will not be able to view the comment history of the first Workflow block. 

 

Adding comments when sending a section for approval

  1. When submitting a section of an assessment to an approver, the user can add comments.

    Here, the user comments “Please refer to Julia for clarifications on my answers” to help the approver know who to contact if they require clarifications.

    10.1.png

  2. The previous comment by the user is stored in the Comment History section for the approver to view. The approver can also add comments to reply to previous comments, before approving or sending the assessment back for resubmission.

    Here, the approver comments “Julia has answered all of my concerns. Thank you” and proceeds to approve the assessment.

    11.png


  3. The initial user receives the approved assessment back. Before the user continues to complete the next section of the assessment, the user can see the approver’s reply in the Comment History.

    Here, the comment history contains the comments exchanged in steps 1 and 2 above.

    12.png



    Adding comments when assigning a section to another user

    1. When assigning the next section of an assessment for another user to complete, comments can be added.

      Here, the user comments “Please speak to James for more information on my answers” to help the approver know who to contact for more information.

      13.png


    2. The previous comment by the user is stored in the Comment History section for the next user to view. The approver can add their own comments to reply to the previous comment, before continuing the assessment.

      Here, the next user comments “James provided useful clarification and I am now ready to continue with the assessment” and proceeds to continue the assessment.

      14.png