At times, it might be necessary for a user to take action on a workflow. There are two types of actions that can be taken via the Activity page: actions to the workflow and actions to a step.
Actions that a user can take depend on their role in the workflow. If you are unable to see one of the specific actions below, it is likely due to this. Please speak with the workflow creators for further guidance.
Taking Action
At times, it might be necessary for a user to take action on a workflow. Actions that a user can take depend on their account status.
To take action, you will use the Action button below the headlines, which will provide you with a drop-down menu. Your role within the workflow will control which of these actions can be taken (see below).
From here, you can complete a range of actions:
Unfollow
If you no longer need to see a workflow on your Activity Page, you can simply unfollow it. This will not delete or change the workflow in any way; you will simply lose the ability to view its progress. (Editors, managers and followers).
Change Organisation
From here, you have the ability to switch the organisation through which a workflow is being processed. For instance, if a new starter initially filled out their form for school A but will be starting at school B, this adjustment is necessary. You can achieve this by utilising the "Change Org" button. This action will also lead to the adjustment of all the tags within the workflow. For instance, if there was a "headteacher" tag present, it would now correspond to the headteacher from school B rather than school A. To do this action, you need to be an Editor of the workflow.
Mark as Complete
After a workflow is finished, it's automatically marked as complete. However, there might be times when you've manually completed a portion of a workflow and want to reflect this by adjusting the completion status. This feature allows you to achieve that. To do this action, you must be an Editor and Manager of the workflow.
Additional Actions
You can also take action through the small cog on each step. This opens a drop-down menu in the top right-hand corner of each step. This menu gives you step-specific options. Let's dive into what each of these options offers:
Restart this Step
This action will restart the step. This will start the step again, as if it has not been ran. Our earlier workflow run will now appear like so in the activity page:
Resend Invitation
This action simply sends a reminder to the step’s subject to action their task. Use this if the staff member has not yet completed a task, and you would like to give them a nudge to remind them. (Editors and Managers)
Reassign Step
You also have the option to reassign a step to someone else if their involvement is required. When you reassign a step, the entire responsibility for that step shifts to the new person. This means that all notifications and emails related to the step will now be sent to them. Essentially, they take over as the point person for that particular step in the workflow. (Editors only)
Notify
This action should be used if you think you’ve noticed an issue on a workflow. Clicking this will show a pop-up, allowing you to detail the problem faced. One of our support team will pick this up and provide help (Editors, managers and followers)
Rewind
If the step has already been completed, but you need to rewind the workflow to a certain point for any reason, you can click Rewind to here.
This feature allows you to roll back a workflow to a previous step, which can be useful in cases where a user has provided an incorrect response on a form, for instance.
However, exercising this option requires careful consideration due to its implications; It's crucial to be fully aware of the potential outcomes.
Keep in mind that any actions already taken with third-party integrations will not be undone (Google Drive, Arbor etc). This will require manual intervention where necessary.