What is Batch used for?
Batch is the ideal tool to use when you want to trigger multiple workflows at once. To do this, you require a CSV file (spreadsheet) that contains the relevant data, allowing you to start your workflows. To create a CSV file, simply head to your spreadsheet tool of choice (Excel or Sheets) and click File → Export → To CSV.
If triggering a workflow which is deployed across more than one school in a MAT, Arbor Workflows needs to know which organisation each row of data in the CSV relates to. Ensure there is a column on your CSV which is titled 'Organisation' and which contains the relevant school name as listed on Arbor Workflows or Arbor MIS.
What should my trigger form look like?
Your trigger form can take any format. You can use Batch on any workflow that starts with a form. Your CSV file will need to have separate columns with the data to answer all the questions in the trigger form and the name of the school/organisation if deploying at a MAT. When mapping your data to questions, Arbor Workflows will only use questions marked as required. Any questions therefore being mapped to your CSV file should be marked as required.
Preparing the CSV
Ensuring your CSV is formatted correctly is really important. All data you would like to use to trigger your workflow should in the CSV. Give your column headers relevant names, as you will be using those names to map to the questions on your form. Each question on your form should match to a relevant column on your CSV. For example, if your form asks for the user’s first name, ensure you have a column entitled First Name that contains all of the relevant data! Once you’re happy, download the file as a CSV (comma separated file), and go into the workflow editor for the workflow you want to trigger.
Bulk Triggering the Workflow
Go to the Publish button in your Workflow Editor and then select the 'Batch' tab:
You will see the option to drop a file into the Batch Trigger. This is where you should drag your downloaded CSV and select 'Upload CSV'. Make sure there is a column saying Organisation or the trigger will fail:
The Batch tab will only appear once you have 'Published' the workflow - if there are some errors showing on the workflow, via the Issue Checker, those will need to be resolved before you can publish the workflow. Once published, Batch will appear.
Matching your CSV
You will then be asked to match the column headings from your CSV with the questions from the Trigger Form. Use the dropdown options to match up the column headings. The titles don't need to match but you will need to match every 'required' question from your trigger form.
Once you have matched all the questions with the columns in the CSV, you will be asked to confirm which column in the CSV contains the Organisation information i.e. the name of the school where the incident happened.
You will then be asked when you want to schedule the Batch trigger of workflows for and whether you want to trigger those workflows in Test and, if so, who the recipient of the Test workflows should be. If you don't select Test then your workflows will run in Live.
Once you select Confirm you will receive confirmation that this has worked. You can then go to the Activity page to view your workflows once they have been launched.