Workflow Rules for Forms

Overview

With workflow rules you can specify certain actions to be taken based on certain conditions. Here are some examples of what you can do with workflow rules for Ascribe-powered online forms.

  • Assign a task to a staff member when a form is submitted.
  • Set a goal as achieved for someone.
  • Create a request for information form with checkboxes for each department in your organization. Then have Ascribe email the contents of the form submission to the each department head for each department that was checked off in the form submission.
  • To defend against form spam, automatically delete form submissions sent from a certain IP address.

Getting to the sub mobule

To begin using workflow rules for an online form, first click on the Rules button in the row of function buttons found on the top of a form record.

Create a workflow rule

Click the Add a new Workflow Rule button.

You will be shown a form which allows you to set one condition and one action.

Conditions

The form will provide you conditions based on the fields in your form. Here is an example:

In addition to the fields in your form, you will also be able to choose from these two other conditions:

  • form is submitted
  • IP address of submitor

Form Is Submitted Condition

For the form is submitted condition, this rule will fire every time the form is submitted.

IP Address of Submittor

For the IP address of submittor condition, you may specify the rule to be performed when the IP address of the person who submitted the form meets a certain condition. Selecting the IP address of submittor condition, will reveal extra fields to set the condition properly.

Text or Textarea Field Conditions

When you select a text or textarea input type field as the condition, Ascribe will present the following logic operator options to choose from to properly set up this rule.

  • contains
  • does not contain
  • is
  • is not
  • sounds like
  • starts with
  • does not start with
  • ends with
  • does not end with
  • is empty
  • is not empty
  • is null
  • is not null
  • is equal to
  • is less than
  • is less than or equal to
  • is greater than
  • is greater than or equal to

In the below example, you could set this rule to fire whenever someone submits the form and the Medical Information field contains the keyword "measles".

Dropdown, Radio or Checkbox Field Conditions

When you select a dropdown, radio or checkbox field as the condition for a rule, you will be presented with all the options set for that field as checkboxes.

Date Field Condition

If you select a date field as the condition for the rule, you will be presented with the following logic operators to choose from:

  • is
  • is before
  • is on or before
  • starts with
  • is after
  • is on or after
  • is on a (day of week)
  • is in (month)
  • is empty
  • is not empty
  • is null
  • is not null

Actions

To complete your workflow rule, you need to specify an action for Ascribe to perform when the condition is met. You may select from one of the following actions.

  • Initiate a goal for the person who submitted the form
  • Set a step of a goal as achieved for the person who submitted the form
  • Assign a To Do (Task) item for a member of your staff
  • Send an email to someone
  • Create a prayer request
  • Create a praise report
  • Delete the form submission

Initiate Goal Action

If you select the initiate the following goal action for the rule, you can select from any of the goals that have been pre-defined in the system:

Achieve Goal or Step Action

If you select the set the following goal or step as achieved action for the rule, you can select from any of the goals that have been pre-defined in the system or their associated steps. Doing so will cause any person associated with the form submission to have that goal or step set to being achieved on the date of the form submission.

Assign To Do (Task) Action

If you select the assign to do item action for the rule, you can assign a to do item to any person in the system who is an authorized user (i.e., they have a username and password to access Ascribe).

Send Email Action

If you select the initiate the following goal action for the rule, you can select from any of the goals that have been pre-defined in the system: