How to create a Workflow

This article will show you how to create workflows on Capptions Direct.

Before we get started 

What are workflows?

A workflow is a sequence of interconnected steps and tasks that you design to accomplish a specific objective or process. It outlines the logical progression of actions or tasks that you will require for the members of your team to complete efficiently and effectively. The progression through a workflow will depend on successfully completing the previous action or task, creating a structured and organized approach to achieve desired outcomes. Simply put, Capptions allows you to build/ automate your existing process on the Capptions platform. Allowing you to have a birds-eye overview of the entire company or department process. 

Take note

  • You can only build a workflow if you have the role responsibility of being an "owner" or "admin" of the organization you are building a workflow for or on your own account called the Personal Sandbox. 
  • 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.

Build a 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 right-hand corner and select the organization you want to create a form for. 

Step 3: Click on Templates 

Step 4: Click Workflows

Step 5: Click +Worklow

Step 6: Enter the Workflow name 

Pick user-friendly template names. Use ‘active’ names with a verb in them, such as ‘Record observation’ or ‘Start’

Step 7: Add a node

Right-click on your mouse to add a node. These will be the actions or tasks that must be completed within your workflow. 

Step 8: Set node variables  

Every node has variables within it that need to be determined. The node preceding it will determine the variable input required. 

Step 9: Connect nodes to each other 

All nodes need to be connected to each other to determine the order of occurrence of the tasks/ actions. To do so, link like colors to each other (blue links with blue and red to red)

Step 10: Preview and publish workflow 

Preview to whom the tasks would be assigned and in what manner they need to be completed from start to end. Once satisfied. Publish the workflow to be used by members.  

Step 9: Assign workflow to the team

Once you have successfully built the workflow. Assign it to your team.


And that's how easy it is! 

We hope this article is helpful in creating 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!