How to build workflows

This article will guide you to build a Workflow

Take note 
  • You can only build a workflow if you are an "owner" or "admin" of the organization. 
  • You can only build a workflow via the web portal. 
  • The workflow builder is flexible and allows for multiple tasks to be included, as well as collaboration across multiple people and departments. 
  • Nodes are what represent the different tasks and activities that take place within a workflow. These are either performed by members of your organization or assigned to them.

Build your workflow 

Step 1: Sign in to the Capptions Direct web portal

Sign in to your Capptions Direct account using the link

Step 2: Select an organization 

Click on the drop-down arrow in the top left-hand corner and select your organization.

Step 3: Create a Workflow 

Click on the Templates tab and click on Workflows on the horizontal menu bar above the screen. The listing page will provide a short demo on how to build a workflow. Click "+ Workflow " button and provide it with a name, and click "save" to implement changes. 

Step 4: Set role responsibilities 

Click on the following icon Screenshot 2023-09-25 at 12.52.13  in the right-hand corner of the form builder. Click " Role responsibilities ". Determine your role responsibilities within the workflow. These will then be set within the relevant nodes of your workflow. 

Step 5: Build your workflow 

Right-click on the center of the workflow builder to reveal all the nodes. These will be used to build out your entire process. Insert a form node and connect the node to the start by drawing a connecting line between the blue dots of each node.  Continue adding nodes and connecting them until the end. 

Step 6: Set your role responsibilities and node variables

Within each individual node, where applicable, you will need to set the variables and role responsibilities, which will direct the course of action for the workflow. 

Step 7: Preview workflow 

Once the workflow has been built, review it to test that it fits your use case.

Step 8: Publish and assign to team

Click on the " Publish" button on the top right corner of the workflow builder and assign the workflow to your team to complete by clicking on the  Screenshot 2023-09-25 at 12.52.13 button next to the workflow.


Node When to use it 
Form  To specify which form needs to be completed in the process 
Report  When a PDF report must be generated from data retrieved from a form. Here, you require to choose which forms a  PDF report must be generated from 


To create divergent courses of action, to either assign a task to another department, person, team, or client
Workflow Used to connect two or more processes. This allows you to initiate a new workflow from an existing one.
Submissions Overview  To allow data from previously submitted forms to be viewed and incorporated into a new to-be-filled-in form within a workflow. 
Formulas & KPI's Used in instances where a KPI would be created for an entire workflow
Review Used as an approval step. In instances where a task must be approved before it can proceed further in the process 
Dismissal Review  Used to set the manner in which a dismissed task should be handled by either the system or a specified group of people or person
Node variables  When it is used 
Role Responsibility  This is a mandatory field used to allocate the task to a specific person or people in a team.
Dismissal Behavior  Used to allow the user to dismiss the task and determine whether or not they need to provide a reason
Set Deadline Used to set a deadline for a specific task within the workflow. Deadlines can be set daily, weekly, or monthly.
Customize fields Found in the Report and Submissions overview node and used when  needing to exclude or include specific information 
Role Responsibilities When it is used 
Initiator  The default system role. Allowing anyone in the team the ability to complete the task
Any user in a team  To allow any user in a team the ability to assign themselves a task to complete
Every user in a team  To mandate that every user in a team must complete the task
Specific User  To allocate a task to one specific person in a team 
Specific workflow  Used in conjunction with the " Workflow" node to assign the task to the next workflow


And that's how easy it is. We hope this article helps in building a Workflow. If you have any questions or concerns, please do not hesitate to contact our customer support team at 

Thank you for choosing Capptions Direct as your EHS Management Software. We look forward to helping you make your workplace safer and more efficient!