This article describes how to set up a Formotus workflow form to submit to SharePoint. Formotus workflow enables you to use a SharePoint library as a mobile form dispatch center. This means the form can be pushed back and forth to SharePoint and to different mobile workers until the job (form) is finished. The workflow can be customized so a specific worker or workers will see the job on their device available to complete. Each time a job is grabbed by a mobile user, it is checked out of SharePoint so only that person can work on it until it is submitted back to SharePoint. If the form is not completed, it can be submitted and made available for the next person or assignee to work on it.
REQUIRED TO BEGIN:
- You must have an Enterprise account with Formotus to use the workflow feature.
- Create a SharePoint library to store your submitted forms.
- Create a form that submits to your SharePoint library, ideally with the exact same name as your library. When creating a form for workflow use, please first look at the RECOMMENDED FIELDS described below to promote to SharePoint. To learn how to set your form up to submit to SharePoint, visit this article for more information.
Once you have a form that submits to SharePoint, you will see the +Workflow option after selecting your form on the Forms page.
Select the +Workflow button to prompt the Create workflow wizard.
Workflow Form name: This is the process of creating another form that the mobile users will see on their device(s). The original form, Inspection Form, is the dispatcher form, which is used by the person who creates the jobs, where this form is for your mobile workers. I’ll name this form Inspection Form – Workflow.
SharePoint Information: Enter SharePoint credentials that have access to your library, and select Attach credentials if you do not want your mobile users to be prompted to enter SharePoint credentials when submitting. Then, select the CREATE WORKFLOW button to configure your workflow.
RECOMMENDED FIELDS: There are a number of recommended fields you can add to your workflow that I will focus on. If you want to add anything to your form before finishing the workflow, select the EDIT FORM button as seen above to continue to design your form.
Memo line: This memo will show on your mobile user’s device for additional info about the job. In this example, I’ll make it the Job Number textbox field, so when the user looks at their form list on their device, they will see the Job Number.
Job assigned to: You can assign the job to specific mobile users or check the box to allow all users to see the job on their device. This means, if the job is assigned to a specific person, only they will see it on their device.
Filter by job status: You can set up a trigger so that if a field has a specific value, the job will be completed and unavailable for mobile users. In the example shown, I am using a checkbox to signify when the job is completed. Since a checkbox only has 2 values, True (checked) and False (unchecked), when the JobCompleted checkbox is selected and submitted, that job will no longer be available to grab by other workers. The rule below reads: If the field, JobCompleted (checkbox), is equal to false (unchecked), show all available jobs. Note: In the checkbox properties, you can change the value to be 1 (checked), and 0 (unchecked).
With my workflow now set up, I will select SAVE SETTINGS at the bottom of the page.
I will then select YES to advance to the deployment page since I want to deploy the form to mobile users. It is recommended that you test deployments yourself as the admin to see it on your device as well.
Back at the Forms page, you will see the newly tabbed Inspection Form – Workflow form I created with a green icon to signify it is a workflow form.
HOW IT WORKS
The job creator will have the original Inspection Form deployed to their device
They can then open the form, and create a job. Typically, a job creator would only fill out the Memo and/or Job Assigned To fields. For example, I will simply add a Job Number as my Memo, and make it available to anyone by leaving Assigned To blank.
After submitting the form, it is sent to my SharePoint library as a newly created job.
Now the new job is ready to be picked up by a mobile user. Since I didn’t specify who to assign it to, any mobile user that has that form deployed to them, will see it.
(Pictured above is what the mobile user would see after logging in with the Inspection Form - Workflow deployed to them. Memo: Notice the '123' job number)
After the mobile user installs the form and selects the available job, they will have the option to Grab Item or Grab and Open Item. Grab Item will check out the job from SharePoint so no one else can grab it and the mobile user can work on at their leisure. Grab and Open Item will grab the job and automatically open it for immediate use.
As a mobile user, the job is now available to grab, open, and work on. Once I have done my part filling out the form, I can submit it back to SharePoint as a completed or unfinished job, OR, I can assign it to another user to continue the form.
Once a job is grabbed by a mobile user, it is checked out of SharePoint, and this is represented by a green checkmark shown above. If I do not check the checkbox to trigger the job as completed, it will stay available for other mobile users to grab and open until it is submitted by a user that selects the Job Completed checkbox.
When the Job Completed checkbox is selected and the form is submitted, it will appear in SharePoint as a completed job. You will notice the JobCompleted column is now equal to True, and any data in my SharePoint promoted fields will show in my library.