How to set up Formotus workflow using SharePoint

ABOUT

This article describes how to set up a Formotus workflow form to submit to SharePoint. Formotus workflows are only available to Enterprise Plan subscribers.  Formotus workflow enables you to use a SharePoint library as a "mobile dispatch center".  A Formotus workflow form can be pushed back and forth to SharePoint and to different mobile workers until the job (form) is completed.  The workflow can be customized so that a specific worker or workers will see the job in a list of forms on their mobile device. It is available to be grabbed from SharePoint by any mobile user who it has been assigned to.  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.  The form can be checked in and out of SharePoint so that other users of the form can add data to it.

BEST PRACTICE BEFORE YOU BEGIN:

  1. Create a SharePoint library to store your submitted Formotus workflow forms.
  2. Create a Formotus form that submits to your SharePoint library, ideally with the exact same name as your library. When creating a form for Formotus workflow, 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 step-by-step directions on how to set up your Formotus form to submit to SharePoint.

HOW TO SET UP A FORMOTUS WORKFLOW FORM USING SHAREPOINT

Once you have a Formotus form that submits to SharePoint, you will see the +Workflow option after selecting your form on the Forms page.

 wf_formpage1.png

Select the +Workflow button to open the Create workflow wizard.

wf_cww1.png

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.

wf_configuration1.png

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 a specific mobile user or check the box to allow all mobile users to see the job on their device. When you assign a job to a group anyone in the group can check out the Formotus form. 

Filter by job status: Set up a trigger so that if a field has a specific value, the job will be considered completed. That job will then be unavailable for mobile users.  In the example shown, we are using a checkbox to indicate that 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.

Then select YES to advance to the deployment page to deploy the Formotus workflow form to mobile users.  

On the Forms page, you will notice the Inspection Form–Workflow form checkbox appears in a new column and has a green icon to indicate that it is a Formotus workflow form.

FORMOTUS WORKFLOW USING SHAREPOINT IN ACTION

To assign a job to a mobile user, you will deploy the workflow job assignment form (Inspection Form/blue icon) to your device or anyone who will assign jobs.   Open the form on your device, create a job, assign it to a mobile user and submit. 

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 ItemGrab 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

When one of the mobile users in the workflow checks the Job Completed checkbox and presses the Submit button, the job will appear in SharePoint as a completed job.  The JobCompleted column now equals True.

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