Creating a Dynamic Handoff/Workflow

Issue

Many business processes require flexibility, such as routing, approvals, or additional steps, based on the specific data entered in a submission. Without conditional workflows or email fields, every submission goes to the same person, which can lead to inefficiencies, unnecessary steps, and delays. For example:

• All submissions are routed to the same person, even when not needed.

• Requests for additional parts are not automatically escalated to the right team/person.
• Necessary interventions that may not always be needed.

This article may provide a solution for Situations where a dynamic workflow may be needed.

Solution

While it is not possible to set up Conditional Workflows directly in the Workflow settings, there is a workaround that acts as a Conditional Workflow. This workaround allows you to dynamically route submissions, reveal or skip steps, and involve the right people at the right time. By setting up screen conditions based on field values in a previous screen, you ensure that only relevant workflows/handoffs are triggered, streamlining your process and improving accuracy.

You can also utilize the Email Field within the Workflow settings, mixing this with reference data or along with the Conditional Workflow, to specify who should receive the workflow. This field needs to be a text or dropdown field, contain email addresses, and it can also be populated by reference data. When the workflow is triggered, it will automatically use the email address from this field for the handoff.

Conditional Screen Step-by-Step

1. Create a field with a choice. (This field can be a single-choice field, multiple-choice, drop-down field, or any field that works with a condition)
   
2. Create a screen with a condition that will show the screen depending on the choice made in the previous screen, such as “Yes” or “No”.
   
3. Navigate to the Workflow settings page, you can find more information about using Workflows HERE.
4. Create a workflow that will handoff on the conditional screen.
   
5. Complete the setup of the handoff selecting the necessary options.
6. Click Save.

Email Field Step-by-step:

1. Create a dropdown field containing email addresses as choices populated by reference data.
   
2. Set up the Reference Data mapping
   
3. Select the proper field in the Email field within the Workflow settings.
   
4. Select the necessary settings for the workflow.
5. Click Save.