Workflow Action Properties

The start widget triggers the start of a workflow, like in the case of an asset or an action form, the workflow starts when a new site is created with the asset form or when an inspection is performed on a site, which relates to an action form.

Fill Form

Fill Form step is related to filling any action form; like after an inspection is done, you need to get an approval. So, you can put an approval form in the properties of Fill Form, and the approval form will be assigned to an individual responsible for granting the approval.

Assign Task

This widget in the workflow builder is associated with making the task assignment policy. Some elements in the task assignment policy are straightforward, like assigning a task to a specific user. Tasks can also be assigned to random users through the task assignment policy. Task escalation option can be specified in this policy through which a list of users can be notified if a particular step is pending so that they can take over the completion of the task as per their availability.

Another element in the task assignment policy is broadcast and pick, and through this, a task can become available to all the users, and one user among them can pick the task. After the task is accepted by any user, it subsequently becomes unavailable to the rest of the users. You can also decide the number of users to whom a task can be broadcasted for availability, on the basis of role-based assignment or group-based assignment of a task.

A task can also be made available through the reference user (from other steps) policy, and you are able to assign a task to someone who has already done some previous task in the same workflow. For example, assigning the second part of an inspection task to the same inspector who has already performed the first part of the inspection. So a specific user (inspector) from a previous step can be selected for the task (of performing the second part of the inspection) by using the reference user part of the task assignment policy.

The assign task policy can also be used to direct a user to assign a particular task to other users. For example, after an inspection is over, you need to decide which one from a group of users should be approving this inspection, then assign task step is inserted in the workflow, and this will display a list of users, and you can select among them the user who is going to approve the inspection.

Generate Object

This widget is used to generate objects for those fields in a particular form that need to be copied and displayed in another form to be filled up by another user, who needs the copied data as a reference for filling their form.

For example, consider a situation where there are two steps in a particular process, in which first a particular user fills up a form and in the second step, another user needs to fill up some other form, but they need some reference data that has been filled up by the first user in their form in the first step. The first user may have put some comments in their form, which are needed by the second user to fill their form.

So, in this case, a copy field value is inserted in the second form comment field, which indicates that data needs to be copied from the first form. So, instead of an empty form generated for the second user, some of the fields will be already filled up in the second form, which is copied from the first form. For this entire process to work across the workflow, generate object step is inserted before the second step in the workflow, which generates objects for those fields which need to be copied in the next step.

Update Object

When the data is copied for reference from the previous step to the next one using the Generate Object step, it may get updated in the next steps of the workflow. If the updates in the old referred data need to be reflected in the original asset object in question during the workflow execution, the Update Object step needs to be inserted after the step which updates the copied data in the workflow.

The Update Object step asks for the source step ids (comma separated) in its properties, from which the copied field values will be fetched and the original asset object will be updated with the latest ones.

Generate Document

Generate Document is a step executed automatically in the workflow by the system, and a PDF document is generated after a specified step prior to it is completed. The document template is already specified by the user and the document is generated in that selected template. This template can be created using the report builder.

Send Email

Send Email widget is inserted in the workflow to send an email to the specified users. Users can also specify whether a PDF document or an excel sheet generated in the previous steps of the workflow should be attached to the email or not.

Parallel Workflow Start

This widget is inserted in the workflow if you need to perform some tasks in parallel. For example, if you need some tasks to be done simultaneously while the approval of your inspection form is in process, some other user can perform other tasks as well in the workflow, and they don’t need to wait for the approval step to get completed. So, in this case, the workflow is not sequential in nature, where tasks are executed one after the other in a forward sequence, but some tasks can be performed in parallel to other tasks.

Parallel Workflow End

The parallel Workflow End widget is inserted in the workflow once the parallel processes get completed and after that, the endpoints are merged in that step, and again the sequential workflow starts.

Stop Widget

This widget is used to end the workflow after all the processes in it have been executed.

The PDF document that is generated in the Generate Document step of the workflow can be uploaded in the Google drive as specified by the user. Using this widget involves the authentication process of the Google account specified, and when the user grants the permission to upload the PDF document, then it is automatically uploaded to the Google drive associated with that particular Google account.

Call Rest API

This widget is used for calling a third-party API; like some third-party systems provide export rest API, through which they access request from any other source and this request has a certain format, and data is received in this particular format and this data can be accessed and handled the way you want once you accept the request.

Using the Call Rest API, the Axonator platform can route data collected through the forms directly to the data management system of their customers, like a CRM system. For example, if any customer is using our app for lead generation and they are capturing lead information from the forms created by the Axonator platform, and they want the collected lead information to go directly to their CRM instead of using the Axonator Drive, we can configure their API and the collected data will be sent directly to the system of their choice.

This is used mostly by established companies already having an existing system of data management, and they don’t want to shift to the Axonator Drive, but just want a data collection tool. So in this scenario, we ask them to provide their API for the purpose of integrating their app and they can get the data directly in their existing system. Axonator uses standardized and globally recognized call rest API systems and this enables us to integrate with any third-party system.

Google Spreadsheet

Google Spreadsheet is a live integration process that enables the users to get real-time updates, reflected in a Google spreadsheet, during the same time as data through forms gets submitted from the field. Values in the Google spreadsheet like a graph can get updated in real-time as soon as data is received through the submitted forms.

Schedule Google Calendar Event

Users can schedule a Google Calendar Event for a specified Google account by using this widget. Attributes like the date and time specifying when the user wants to schedule this event and the individuals they want to invite to this Google calendar event can also be configured using this widget.