This article will guide you to build a Workflow
Before we get started
- 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.
- Every workflow must be built with at least a form.
- Every task within the workflow must be given a role responsibility
- Every workflow built needs to be assigned to a team for the tasks to be available to members within your organization.
- 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 completed by the system.
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 Templates -> Workflows
Step 4: Set role responsibilities
4.1: Click on the kebab menu 
on the right-hand corner of the form builder.
4.2: Click " Role responsibilities ". Determine your role responsibilities within the workflow. These will then be set within the relevant nodes of your workflow.
Step 5: Add a node
5.1: Right-click your mouse to add a node. These are the actions or tasks that must be completed within your workflow.
5.2: Insert a form node and connect it to the start node by drawing a connecting line between the blue dots of each node.
5.3: Continue adding nodes and connecting them until the end. Ensure that you connect like colours together.
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 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 |
|
Condition |
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 support@capptions.direct
Thank you for choosing Capptions Direct as your EHS Management Software. We look forward to helping you make your workplace safer and more efficient!