How to create a Google workflow

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Google workflow allows your users to collaborate on a job while pushing and pulling data from a google sheet.  Until the job is finished, it will be available for your users to update while it automatically updates in your Google sheet. 

Notes about workflow:

You will be creating two versions of the form.  The first version is the form that creates the jobs.  Typically only management or someone in the back office would have this form deployed to them as they are the ones to create and assign the jobs to workers in the field.  The second version is the workflow form which would be deployed to the field workers.  The field workers will have their available jobs listed within the workflow form.  Once a field worker completes a job, it will be cleared from their device and the data will show in your Google sheet.

HOW TO CREATE A GOOGLE WORKFLOW

*Before beginning your form, it is recommended to first have a Google folder and sheet created within your Google drive.

Step 1. Create your form – Create a form within the Formotus form creator that submits to Google sheets.  Below is the Google submit wizard where you must provide the following:

workflow1.1.png

Name: This is the name of the submit, for example, 'Inspection Form Google Submit'

Folder Url:  Copy and paste your Google folder Url here.  Be sure to get the shareable link, and choose 'can edit' instead of 'can view'.  Also, you have to make sure the folder/sheet are set to share.  You will want to share this sheet with anyone that will have the workflow form deployed to them.

Authenticate:  Select the Authenticate button.  This will prompt you for Google credentials if you are not already signed in (be sure to allow pop ups for this to work). 

Spreadsheet:  Once your Google account is authenticated, you can select the spreadsheet you want to submit to in the available dropdown.

Sheet Name:  This will likely be 'Sheet1', but If you have multiple, you can select which sheet you'd like to submit to.  Remember the Sheet name is not the title, it is the name of the tab at the bottom of the sheet.

File Name:  You can leave this default, but feel free to rename the file name to whatever you like.  This will be the name of the submitted instances.

Use this destination to submit from device menu:  This checkbox option is helpful if you don't have a submit button in your form, or if you want to give your users another way to submit.  This allows your users to submit the form by selecting the menu button rather than a submit button. 

What happens to the form after submit:  If you selected the 'Use this destination to submit from device menu' checkbox above, you have the option to choose what you'd like to happen when submitting.  You have three options after submitting: Close, Keep Open, or Open New (blank draft).

Select fields to promote in the sheet(optional): To make your form more organized, it is recommended to rename your field names before promoting them to make your data more clear.  By default, a field name example would be 'textbox1', but you may want to rename it to something that matches the control's label.  The field names will show up in your Google sheet as column names.  To change field names, find the Fields tab in the right panel of the screen.  Select one of the fields to see the Properties option where you can change the Field Name.

Step 2. Make your form a workflow form – Once your form is created, go to the Forms page in the Formotus portal.  Find your form and click the checkbox to select it.  You will notice options will appear in the right panel of the screen.  Select the +Workflow button. 

workflow2.1.png

You will be asked to create a name for the workflow form.  This is the version of the form your end users/field workers will see on their devices once you deploy it, so give the form an appropriate name (I will name mine Mobile Inspection).  After giving the form a name, authenticate using your credentials if you're not already logged in, and select CREATE WORKFLOW.

 workflow2.2.png

Step 3. Configure your workflow form – On the page shown, you can customize your workflow form to your specifications.   If you need any guidance creating your workflow, you can also refer to this article: https://support.formotus.com/hc/en-us/articles/360000703991-How-to-set-up-Formotus-workflow

You don't need to fill out every filter on this page, but it is recommended to at least Filter by job status for workflows.  One example of this would be to add a checkbox in your form and label it 'Job Completed'.  As long as the checkbox isn't checked, the job will be available for field workers to grab and enter data.  If the job is finished, the field worker can select this checkbox before submitting to tell the back office the job is done.  Also, the job will disappear from the list of available waiting jobs so they can move on to the next job.

Step 4. Deploy your form – When finished creating your workflow, select SAVE SETTINGS at the bottom of the workflow configuration page.  You will be prompted to deploy your form, it is suggested to do this to view the form on your device.

Step 5. Test your form – Advance back to the Forms page within the Formotus portal.  You’ll notice that your form will have the workflow form tabbed underneath it with a green icon.  This signifies that it is the workflow version of the form, and the one your mobile users (who you deployed it to), will see.

To test your form, you will first need to submit the original form from your device (ex. Inspection Form).  This will create a job for the mobile field worker.  Once a job has been created, the mobile user will see the available job waiting to grab and complete.  After the mobile user grabs an available job, it is checked out to them only, and the username appears in the Google sheet signifying who is working on the job. 

Mobile User's device:

           One Job Waiting                         Available job                  Grabbed & Checked Out

    

 

 

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