Rock U - Workflows - Workflow Entry

Transcribed Video Content

So now you have your workflow and you need to get it launched. What are your options on getting it launched? Let's look at a few of the ways that you can get your workflow entry to get kicked off. The first is there's a page under tools workflow and there's a couple options here that you can use to add your workflow. So basically, what we're seeing here is each one of these top panels is a category and underneath the category, we're showing you the workflows that the currently logged in person is allowed to view. If you have editor or administrate rights to the workflow, can actually, see this, icon over on the side which will take you to the list. So if you're an administrator, you can kinda go over there and see the currently running workflows or those that have come in completed. Okay. So these are categories and you can have multiples of these. And as you click these, they'll open and close. Now, a tip here is we provide one of these pages out of the box and it's called workflows. But you can create new pages with the same block on there that has different categories selected. Okay. So, again, don't think in the box that you have to just use this page. Think out of the box. You can create new ones of these for just specific groupings of workflows that make sense. So, for instance, you might have an HR one of these. You might have a ministry one of these. Just realize that you can keep adding these. You can also use a block on a page called workflow entry. And so this one, basically, you drop it on the page and you configure it for a specific workflow. And that's how the contact us, block works on the external website. It's already configured to use a specific workflow type and it'll show you the first user entry form for that workflow. So this is a very powerful way when you have a workflow that, needs its own page and it gives it its own form. It almost feels a form builder in a sense because in a sense that's exactly what it is. So this is another way of using this block. So if you want to go out and kind of deconstruct this, just go out to the contact us site on the external site, look at its block settings and see how this is all wired up. Now, one thing to note about this block too is you can configure this block to actually read the workflow type through the URL. So through the browser's address, you can pass it different workflow types and again, instead of hard coding it for contact us, you could actually pass in those different workflow types through the URL. So again, think about that and how you might use that feature too. Another option is the top of the person profile page. This bio bar here has the ability to add workflows that drop down. Now, these workflows get called, the person from this page, in this case Ted, will be passed in as the entity to the workflow on entry. So this keeps you from having to ask, okay, who do you want this workflow to be launched for because you already know. Okay. So just go to this block, look at its block settings and you can actually pick which workflows show up here. So that's a very powerful way to launch a workflow. You can also set workflows to automatically run when things change in the database. So in this case, I've chosen to run a workflow every time a new group is say or a group is saved. And so I'd have to pick my workflow type here and I can give it a name. And every time a group is saved, this workflow that I define here will be launched. Now, you can also, limit the scope of that. So, if I only wanted to just to do that when a group of a certain type was saved, I could go ahead and in this entity qualifier column pick, group type ID and then give its value, but which which type ID here. And that will limit the scope. And you want to be a little bit careful about doing this because these workflows can be run quite a bit. This is a good option maybe not to have persisted workflows which run a lot faster, but you also just want to make sure that you don't have too many of these and that you use them only when when necessary. There's other areas. We're always adding more. A lot of these custom blocks will launch workflows for you. So under a group member, a member again when you're configuring a group type, can have workflows get launched whenever someone's added to a group or moved from a group, attended or placed elsewhere. Connection requests have a lot of options for kicking off workflows. There are some workflows in check-in. Actually, check-in is one big workflow. You can launch workflows from the workflow type details. So as you're editing your workflow, there's actually a little play button right there. You can push that. There's a a job that will launch a workflow on a schedule for you. And also the REST API. You can launch workflows right from the REST API. And there's actually many many many more. We're always adding new ways to launch workflows. So keep that in mind. So these are some of the ways that you can launch your workflow once you get it created.