Mar 19, 2025 5:37:15 PM Philippe Bareille

wiki : Technical documentation > Create forms (Forms plugin) > Module Workflow-Forms

Module Workflow-Forms

Example of a workflow

Workflow processing:

• When the user submits a response to the form, the request is in the « Submitted » state.
• A notification e-mail is sent automatically to inform the user that the submission has been received. The submission status changes to « Acknowledgement sent ».
• When viewing responses, the administrator can click on any of these three action buttons:
  • Validate: if the submission is complete, clicking on this button changes the status of the submission to « Validated ». A notification e-mail is sent to inform the user.
  • Reject: by clicking on this button, the submission becomes « rejected ». A notification e-mail is sent to inform the user.
  • Request additional information (or correct entry): if the administrator needs the user to complete, modify or correct his answer to one of the questions. Clicking on this button will send a notification e-mail informing the user that he/she must complete the answer, with a link to the answer modification page. The submission changes status to « Waiting for user response ».
• When the user has modified and validated his response, the submission changes to the status « Additional documents (or corrections) received ».
• The administrator can then click on the « Acknowledge receipt of changes » button to notify the user that the changes have been received. The submission state returns to « Acknowledgement sent ».
• The administrator can then decide again to validate, reject or request additional information or corrections to the submission.
• Once a submission has been validated or rejected, or if the user has not made the requested changes (submission remains in « Waiting for user to return » status), the data will be anonymized after a defined lapse of time and then deleted.

Creating a workflow

Initializing a workflow

To initialize a new workflow:

• Go to the list of workflows: Application > Workflow management
• Click on the « Create a workflow » button
• Fill in the « Title », « Description » and « Workgroup » fields and save
• Activate the workflow by clicking on the « Activate workflow » button
• Link the workflow to its associated form:
  • Go to the relevant form parameters page (« Form - Manage step-by-step forms » > « Edit form parameters »)
  • In the « Workflow » section, select the workflow to be associated with the form from the drop-down list.
    To avoid potential problems, we recommend associating a workflow with only one form - To avoid the risk of associating a workflow with the wrong form, set up a naming convention so that you know which workflow corresponds to which form. For example, the workflow title is identical to that of the form, with the suffix « WF »
    

Actions on a workflow (Actions buttons in the workflow list) are:

• Edit workflow
• Export workflow
• Copy workflow
• Delete workflow
• Activate/ deactivate workflow

Configuring workflows

To edit or configure a workflow:

• Click on the « Edit workflow » button
  • Create the possible states through which a submission can go in the « States » tab
  • Create the actions and tasks that will trigger the submission from one state to another in the « Actions » tab
  • The « Workflow graphic view » tab provides a visual representation of all states and the actions that connect them together.

States

The states of the workflow define the progression of a request from creation to completion. They define where the request is in the workflow. Created states are listed in the « States » tab of the workflow edit page. To create a state:

• Go to the « States » tab on the workflow edit page
• Click on the « Add a state » button
• Fill in the state information and save

Actions

Actions move a request from one state (start state) to another (end state). They can be:

• Automatic: The action is triggered automatically (by a background process which checks whether an automatic action should be executed or not)
• Manual: The action is represented by a button in the response view; pressing this button triggers it.

To add a new action:

• Go to the « Actions » tab on the workflow modification page
• Click on the « Add an action » button
• Enter action title and description
• Select start state(s) (determines in which workflow state the action will be available)
• Select end state (target state after the action has been performed)
• Select icon
• If required, select the following optional options:
  • Alternative arrival state: TO BE COMPLETED
  • Mass action: TO BE COMPLETED
  • Automatic triggering of the action
• Save

As they stand, actions are just buttons which, when pressed, move a submission or request from one state to another.

In order for the action to perform a specific operation, one or more tasks must be attached to it.

Tasks

Tasks are used to configure the behavior of the action, or possibly of a state (« Modify automatic tasks » tab of a state).

To add a new task to an action:

• Go to the « Actions » tab of the workflow modification page
• Click on the « Modify action » button of the action to be edited

• Select a task from the « New task » drop-down list and click on the button to add it

• Click on the « Edit workflow » button (label of the button to be modified) of the task, configure it (see specific configurations for each workflow task in the rest of this document) and save.

• Save the action
  An action can be made up of 0, 1 or more tasks
  Certain automatic tasks can be added to a state (for example, automatic assignment to an entity in the 1st workflow state, so that submissions are only visible to people in that entity as soon as they are submitted).

Workflow tasks configuration

Some tasks will not be displayed if the action is automatic because they may require some manual completion when performed

(organizational entity) Automatically assign a resource to an entity

This task automatically assigns a form submission to an entity. It is an automatic task which has the particularity of being added to a report, rather than an action.

Application examples:

• Give access to responses to a specific form only to those authorized to process them.

Prerequisites:

• Have created entities in advance (to find out more about managing users and entities : Manage users by entity (Plugin Unittree))

Task configuration :

• Add a new task “(Organizational Entity) Automatically assign a resource to an entity” to the relevant state (for example, “ Request submitted” which will allow responses to be assigned as soon as they are submitted by users)
• Click on the “ Edit ” button of the state from which the task is to be started (for example, the state that corresponds to the first state of the workflow in order to assign responses as soon as they are submitted by users)

• Go to the “ Edit automatic tasks ” tab of the state

• Add the automatic assignment task:
  • Select the task “(Organizational Entity) Automatically assign a resource to an entity” from the drop-down list of new tasks
  • Click on the “” button to add it

• Set up the task:
  • Click on the “Edit task” button
  • Select the type of assignment:
    • Creation: first assignment of a response to an entity.
    • Escalation: assignment to the first higher-level entity.
    • De-escalation: assignment to a lower-level entity.
    • Transfer: assignment to an entity at the same level.
  • Enter the selection to be used, i.e. the type of entity:
    • Specific entity: assigns the response to the selected entity.
    • Parent entity: assigns the response to the higher-level organizational entity.
    • Originating entity: reassigns the response to the last entity assigned.
    • Entity according to defined parameters: depending on the answer to a question on the form (e.g. if a user has selected a certain geographical area, the answer will be assigned to a given entity).
• Save

How it works: When the response reaches the state containing the automatic assignment task, the response is automatically assigned to the entity set in the task. Thus, only user accounts that are members of this entity (or a parent entity) will have access to the response (to find out more: Manage users by entity (Unittree Plugin)).

(organizational entity) Manually assign a resource to an entity

This task enables you to manually assign form submissions to an entity. It operates in the same way as the “(Organizational entity) Manually assign a resource to an entity” task, but is configured in an action (rather than a state). Assignment takes place when the action is triggered by clicking on the corresponding button.

Examples of use:

• Give access to submissions to a specific form only to those authorized to process them.

Prerequisites:

• Entities must be created in advance (for more on managing users and entities: Manage users by entity (Unittree Plugin)).

Task configuration:

• Add a new task “(Organizational entity) Manually assign a resource to an entity” to the action selected
• Click on the “ Edit ” button of the newly created task
  • Select the type of assignment:
    • Creation: first assignment of a response to an entity.
    • Escalation: assignment to the first higher-level entity.
    • De-escalation: assignment to a lower-level entity.
    • Transfer: assignment to an entity at the same level.
  • Enter the selection to be used, i.e. the type of entity:
    • Specific entity: assigns the response to the selected entity.
    • Select an entity from all entities: allows the administrator to select an entity for each response when the action is launched
    • Parent entity: assigns the response to the higher-level organizational entity.
    • Originating entity: reassigns the response to the last assigned entity.
    • Entity according to defined parameters: depending on the answer to a question on the form (e.g. if a user has selected a certain geographical area, the answer will be assigned to a given entity).
• Save

How it works:

When the submission reaches the start state of the action containing the manual assignment task, triggering the action assigns it to the entity set in the task. This way, only people who are members of this entity (or a parent entity) will have access to the response (to find out more: Manage users by entity (Unittree Plugin)). The submission switches to the action's arrival state.

(organizational entity) Unassign resource from entities

This task unassigns form submissions from the entities to which they are assigned.

Examples of application :

• Remove the initial assignment following its transfer to a new entity

Task configuration:

• Add a new task “(Organizational entity) Deassign a resource from entities” to the action selected
• This task requires no configuration; it will deassign responses when the action is triggered

(Forms) Request additional information

This task allows you to ask a user to complete a field in their response or a new field. It works the same way as the “(Forms) Request for correction of input” task.

Application examples:

• Ask the user for additional supporting documents if they were missing from their file/application
• Ask the user to specify their answer to one of the questions

Task configuration:

• Add a new task “(Forms) Request for additional information” to the current action
• Click on the “Edit” button of the task created
• Select the task's state of completion: this is the state of completion of the task once the user has completed his/her response, and is different from the state of arrival of the action to which the task has been assigned. For example:
  • The state of completion of the action “Request additional information” (when the manager/administrator has just clicked on the corresponding action button) could be “Waiting for user feedback”, and
  • The state of completion of the task “(Forms) Request additional information” (when the user has finished modifying his/her response) would be “Additional information received”.
• Enter the “Default message”: this message will be visible to the user on the answer modification page

• Associate the additional info request task with a “Notify a user ( Counter, mail and/or SMS) ” task, so that the user receives the link to access and edit his/her response. (See chapter Notify a user ( Counter, mail and/or SMS) to configure the task)
• Set the “Workflow” tab in the associated form parameters This allows you to select the form fields that can be edited:
  • Go to the relevant form parameters (“Application” > “Forms - Step-by-step form management” > Button “ Edit form parameters ” of the related form.
  • Click on the “Workflow” tab
  • Select the fields to be edited by the user in the “Additional information request” column. Two options are possible:
    • Either the user may need to edit a response or files already submitted. In this case, select the field(s) used to transfer the initial response or documents. When the user receives the notification e-mail requesting additional information, the link will take him/her to this field(s) and he/she will have the option of deleting the response or documents already transmitted, as well as adding new ones.
    • If you don't want the user to be able to edit the answer(s) or delete documents already submitted, you can create an “Additional information” or “Additional documents” field in the form that is only visible in BO (select “Visibility restricted to BO” in the field parameters). This field will not be visible when the user fills in the form, but by ticking it in the “Present in request for additional information” column of the “Workflow” tab in the form parameters, the link in the notification requesting additional documents will redirect the user to this field to provide the requested documents.
    • It is also possible to combine these two options by selecting both fields, and when the operator clicks on the “Request additional information” button, he or she can check either field, depending on the need (modification or addition of a document).
  • Click on the “ Edit form ” button
• Make sure that the maximum number of files/images is not reached when the user adds additional documents (to be set in the form question), if the request for additional information relates to files or images.

How it works:

• In the response view, when the submission is in the start state of the action, the manager/administrator has access to a “Request additional information” action button. Clicking it triggers the action, which includes the two tasks of requesting further information and notifying the user.
• The user is asked to select one or more fields from those configured in the form parameters. The submission changes to the arrival status of the action (e.g. “Waiting for user feedback”).
• A notification is sent to the user that further information is required, with a link to edit the submission.
• Clicking on the link takes the user to a form that includes :
  • An information message corresponding to the default message entered when setting up the additional information request task, and,
  • The fields selected by the manager/administrator when he/she clicked on the action button. These fields are pre-filled with the user's initial response, which he can either edit or complete (unless the fields selected by the administrator are “Visibility restricted to BO” fields, in which case they are new fields to be filled in).
• The user can edit the response as required and submit it. The submission changes to the output status of the additional information request task (e.g. “Additional information received”).

(Forms) Request for correction of an input

This task allows you to ask a user to correct his/her answer in one or more of the form's fields. This task works the same way as the “(Forms) Request for additional information” task.

Application examples:

• Ask the user to replace any documents in the application that were either not the correct ones, or in the wrong format.
• Ask the user to correct his/her answer to one of the questions.

Task configuration:

• Add a new task “(Forms) Request for correction of data entry” to the related action.
• Click on the “ Edit ” button of the new Task
• Select the output state of the task: this is the output state of the task once the user has completed his/her submission, and is different from the arrival state of the action in which the task is currently linked to. For example:
  • The state of completion of the “Request correction” action (when the manager/administrator has just clicked on the corresponding action button) could be “Waiting for user feedback”, and,
  • The output status of the “(Forms) Request correction of input” task (when the user has finished modifying his/her response) would be “ Record fixed”.
• Enter the “Default message”: this message will be visible to the user on the answer correction page.

• Link the correction request task to a “Notify a user ( Counter, e-mail and/or SMS) ” task, so that the user receives the link to access his/her submission for correction. (See chapter Notify a user (Guichet, mail and/or SMS) to configure the task).
• Set the “Workflow” tab in the associated form parameters This allows you to select the form fields that can be modified:
  • Go to the corresponding form parameters (“Application” > “Forms - Step-by-step form management” > “ Edit form parameters ” button.
  • Click on the “Workflow” tab
  • Select the fields to be modified by the user in the “Present in input correction” column.
  • Click on the “Modify form” button.
• Make sure that the user deletes original documents before adding new ones, or that the maximum number of files/images will not be exceeded if the user needs to add additional documents, if the request for additional information concerns files or images.

How it works:

• In the response view, when the submission is in the start state of the action, the manager/administrator has access to a “Request correction” action button. Clicking on it triggers the action, which includes the two tasks of requesting a correction and notifying the user.
• The user is asked to select one or more fields from those selected in the form parameters. The submission switches to the state of completion of the action (e.g. “Waiting for user feedback”).
• A notification is sent to the user, explaining the need to correct the submission and giving the link to fix the response.
• Clicking on the link takes the user to a form that includes :
  • An information message corresponding to the default message entered when setting up the input correction request task, and,
  • The fields selected by the manager/administrator when he/she clicked on the action button. These fields are pre-filled with the user's original submission, which can be edited or fixed.
• The user can edit the submission as requested and submit it. The submission changes to the output state of the additional information request task (e.g. “File corrected”).

(Forms) Automatically edit a response (Back Office)

This task enables the manager/administrator to automatically edit a question in the form submission, with visibility restricted to the BO according to predefined parameters.

This task works almost identically to the “(Forms) Edit response (Back Office)” task:

• In the “(Forms) Edit answer automatically (Back Office)” task, the expected answer to the question to be edited is set in the task.
• In the “(Forms) Edit answer (Back Office)” task, the answer to the question to be edited is entered when the action is triggered by the manager/administrator.

Application examples:

• Automatically add a question and answer to a form in BO

Prerequisites:

• Questions that can be edited with this task must be BO questions: check the “Visibility restricted to BO” option in the form question parameters. (See chapter Modify entries of the Forms documentation to make the question visible only in BO)

Task configuration:

• Add a new task “(Forms) Automatically edit a response (Back Office)” to the related action.
• Click on the “ Edit ” button of the newly created task.
• Select the form in the drop-down list in the “Add parameters” field and click on the tick to validate.
• Step selection: Select the corresponding step from the drop-down list and click on to validate.
• Question selection: Select the question to be edited from the drop-down list (the list will be empty if no question with BO restricted visibility is present in the step) and click on the tick to validate.
• Select or fill in (depending on the type of question selected) the answer required and click on the tick to validate.
• The setting is added to “Current settings”.
• You can add a new setting to edit another question, or delete one of the settings you've created.
• Save
  Don't forget to click on the tick after each entry: this displays the next field with the choices available according to the item chosen in the previous field, and validates the answer to be edited.

How it works:

• When the action that contains the task is triggered, the answers to the questions are edited according to the settings configured in the task.

(Forms) Edit answer (Back Office)

This task allows the manager/administrator to edit a value in the form submission whose visibility is restricted to the BO.

This task works in much the same way as the “(Forms) Automatically edit a response (Back Office)” task:

• In the “(Forms) Edit answer automatically (Back Office)” task, the expected answer to the question to be edited is set in the task.
• In the “(Forms) Edit answer (Back Office)” task, the answer to the question to be edited is entered when the action is triggered by the manager/administrator.

Application examples:

• Add a question and its answer field to a form in BO

Prerequisites:

• Questions that can be edited with this task must be BO questions: check the “Visibility restricted to BO” option in the form question parameters. (See chapter Edit entries of the Forms documentation to make the question visible only in BO).

Task configuration:

• Add a new task “(Forms) Edit a response (Back Office)” to the related action.
• Click on the “ Edit ” button of the newly created task.
• Form selection: Select the relevant form from the drop-down list in the “Add parameters” field, and click on the tick to validate.
• Step selection: Select the relevant step from the drop-down list and click on to validate.
• Question selection: Select the question to be edited from the drop-down list (the list will be empty if no question with restricted BO visibility is present in the step) and click on the tick to validate.
• The setting is added to “Current settings”.
• It is possible to add a new setting to edit another question, or to delete one of the created settings.
• Save
  Don't forget to click on the tick after each entry: this displays the next field with the choices available according to the item chosen in the previous field, and validates the answer to be edited.

How it works:

• When the action including the task is triggered, the manager/administrator is asked to enter the answers to the questions specified in the task configuration.

(Forms) Edit response (Front Office)

This task allows the manager/administrator to edit a question in the form response.

This task works the same way as the “(Forms) Edit Answer (Back Office)” task, except that it applies to all questions that are not restricted to Back Office visibility.

Application examples:

• Edit/Complete one of the user's answers

Prerequisites : NA

Task configuration:

• Add a new task “(Forms) Edit a response (Front Office)” to the related action.
• Click on the “ Edit ” button of the newly created task.
• Form selection: Select the relevant form from the drop-down list in the “Add parameters” field, and click on the tick to validate.
• Step selection: Select the relevant step from the drop-down list and click on to validate.
• Select the question to be edited from the drop-down list and click on the tick to validate.
• The setting is added to “Current settings”.
• It is possible to add a new setting to edit another question, or to delete one of the settings created.
• Save
  Don't forget to click on the tick after each entry: this displays the next field with the choices available according to the item chosen in the previous field, and validates the answer to be edited.

How it works:

• When the action that includes the task is triggered, the manager/administrator is asked to enter the answers to the questions specified in the task configuration.

(Forms) Update modification date

This task updates the modification date when the status changes.

Update publication status

This task allows you to publish or unpublish a submission. The data to be published to the Front-Office is configured in the “Publication” tab of the form parameters modification menu.

(Forms) Automatic response filling

This task inserts a keyword in the submission view, based on the answer to a list or multiple-choice question.

Application examples:

• The user is offered a list of activities: Swimming pool / Museum / Bicycle / Soccer / Cinema. Another list is planned, containing the terms Sport / Culture. In the workflow task, “Swimming pool”, “Bicycle” and “Soccer” are set to “Sport” and “Museum” and “Cinema” to “Culture”. If the user selects “ Swimming pool ‘, ’ Bicycle ‘ or ’ Soccer ‘, the keyword ’ Sport ” is inserted in the submission view.

(Userassignment) Assign a notification

This task assigns a notification to a Back-Office user.

(Userassignment) Assign a reply

This task transfers a reply to another Back-Office user or to another organizational entity.

(Userassignment) Unassign a response

This task removes a response from a Back-Office user or another organizational entity.

(Userassignment) Unassign a response automatically

This task removes a response from a Back-Office user or other organizational entity, with no action required from a Back-Office agent.

(Workflow) Archiving

The archiving task either anonymizes or deletes data from a response.

It is an automatic task that is added to a report rather than an action.

Task configuration:

• Click on the “ Edit ” button of the state from which the task is to be started (for example, once the submission has been validated or refused).
• Go to the “Automatic task modification” tab of the current state.
• Add the archiving task:
  • Select the “(Workflow) Archiving” task from the drop-down list of new tasks.
  • Click on the “” button to add it.
• Set task parameters:
  • Click on the “ Edit workflow ” button (button label to be modified)
  • Select the status after archiving (e.g. “Anonymized” or “Deleted”, depending on the type of archiving selected)
  • Select archiving type :
    • Anonymization: allows you to anonymize answers to certain questions after a set period of time. For a response to be anonymized, check the “Anonymizable” option in the form question parameters and select the “Anonymization pattern” (%+character). Different patterns are available depending on the type of question. The different patterns available for a given type of question are described in the “Question anonymization pattern” field.)
    • Deletion: deletes submissions after a defined period of time.
  • Enter the delay before archiving in number of days. This is the time between when the file changes to the state in which the task is stored and when the responses will be anonymized.
  • Save

(Workflow) Action confirmation message

This task validates the execution of the action.

Application examples:

• The BO user triggers the action, then the confirmation task is launched and the user must confirm that he wishes to trigger the action.

Prerequisites:

• This can only work with a manual action.

Task configuration

• Add a new task “(Workflow) Action confirmation message” to the relevant state.
• Click on the task's “ Edit ” button.
• Enter the confirmation message and save.

How it works

When the user manually triggers the action containing the task, the edited message appears, followed by the “Validate” and “Cancel” buttons. Clicking on the “Validate” button triggers the action.

Alert a user (counter, e-mail and/or SMS)

Description to come.

Comment

The comment task allows the manager/administrator to enter a message when the action in which the task is located is activated.

Application examples:

• Allow the manager/administrator to explain the choice of a workflow action (the message is visible in the workflow history).
• Associated with a user notification task, send a specific message to the user by inserting the “Comment” bookmark in the body of the notification message. Cf Notify a user

Task configuration:

• Add a new “Comment” task to the action concerned.
• Click on the “ Edit ” button of the newly created task. }
• Enter the title, if comment entry is mandatory and if you need to use an enhanced text editor.
• Save

How it works:

• When the action to which the comment task belongs is activated, the manager is presented with a comment field in which to enter a message.
• Once the comment has been validated, it is displayed in the workflow history. If the “Comment” task is associated with an email notification task in which the “Comment” bookmark has been entered, the text entered by the manager in the “Comment” field will be included in the notification email.

• If the comment task is used to complement a user notification task, in order to include a personalized message in the body of the notification e-mail thanks to the comment bookmark, for example, you must ensure that the comment task is placed before the notification task in the task order so that the comment bookmark is taken into account in the notification e-mail (See chapter Notify a user (Counter, e-mail and/or SMS) to configure the task).

Export forms to PDF edition

This task allows the manager/administrator to download responses in PDF format.

Application examples:

• Share answers with agents not authorized to use Forms.
• Print answers.

Task configuration:

• Add a new task “Export a form to a PDF edition” to the action concerned.
• Click on the “ Edit ” button of the created task.
• Choice of form: Select the relevant form from the drop-down list in the “Form” field.
• Choose the format of the generated file: Select “pdf”.
• Select template.
• Save.

• Go to the relevant form parameters (“Application” > “Forms - Step-by-step form management” > “ Edit form parameters ” button for the relevant form.
• Click on the “Export” tab
• Configure the name via the “Export file name configuration” tab. Choice between: Form title / Technical identifier / Short text field / MYLUTECE attribute / Numbering.
  If no configuration is defined, the technical identifier will be used.
• Select the fields to be exported by the user via the “Exportable questions configuration” tab > “Exportable (PDF)” column.

How it works :

When the action containing the task is triggered, the responses are generated in PDF format and the manager/administrator can freely download them from the “System” > “My file requests” menu > “Download” button on the form concerned. Files are kept for 30 days before being deleted.

Notification

This task allows you to send a notification to a mailing list.

Application examples:

• Notify a group of people of the progress of a submission.

Prerequisites:

• Have set up a mailing list

Task configuration

• Add a new “Notification” task to the action concerned.
• Click on the “ Edit ” button of the task you've created.
• Enter the mailing list to which the notification will be sent, the sender's name, the subject that will appear as the subject of the notification e-mail and the message to be sent.
• Save

Notify a user (counter, e-mail and/or SMS)

This task allows you to send a notification to a user with a personalized message using bookmarks.

Examples of application:

• Acknowledge receipt of a submission
• Notify a user of the acceptance/validation of his/her submission
• Notify a user of the refusal of his/her submission
• Notify a user of a need for correction or additional information on his/her submission (in addition to a « (Forms) Demande de correction de la saisie » ou « (Forms) Demande d’information complémentaire », see corresponding chapters)

Prerequisites:

Before configuring the Notify a user task, you must perform a NotifyGru mapping so that the notification e-mail address is recognized:

• Go to “ System ” > “ NotifyGru and Manager mapping management ”
• Retrieve the “Type of request” code (linked to the environment), either by requesting it or by reusing the code of existing mappings, displayed in the mappings list
• Click on “Add a mapping”
• Fill in the fields:
  • Provider: select the relevant form
  • Type of request: enter the code retrieved previously
  • Email: select the entry corresponding to the field where the user must enter his/her email address, from the drop-down list of form fields
  • Click on OK
• The other fields are not required for email notification

Mail notification task configuration:

• Add a new “Notify a user (counter, mail and/or SMS)” task to the action you are working on
• Click on the “ Edit ” button for the task you have created
• In the “Data to be used” field, select the relevant form
• Select the additional bookmarks required for the action. Bookmarks are used to insert elements of a user's response in the notification message, such as name, file number, date of request creation or modification, etc. Several scenarios are possible:
  • If the task is a simple notification, such as an acknowledgement of receipt, no additional bookmark needs to be selected.
  • If the task is set up as a complement to a “(Forms) Request for correction of entry” or "(Forms) Demande d'information complémentaire“ in order to notify a user of a request for correction or additional information on their submission, select the additional bookmarks ”Correct a response“ or ”Complete a response" in order to be able to add in the notification message a link to the form fields to be corrected or completed.
  • If the task is configured as a complement to a Comment task, select the “Comment(s)” additional bookmark. The “Comment” task allows the manager/administrator to enter a message when triggering the associated action. Add the ${comments!} bookmark to the notification message to include the text entered by the manager/administrator in the notification e-mail. The e-mail can then be customized as required.
    For the “comment” bookmark to be taken into account in the notification e-mail, make sure that the comment task is moved before the notification task in the task order
• Save
• In the next window, select “Send email” from the drop-down list of notification types and click on the “+” button to the right of it
• Fill in the fields “Sender”, “Subject” and the notification message.
  If this is a notification in addition to a “(Forms) Request for correction of input” or “(Forms) Request for additional information” task, don't forget to include in the message the link containing the url of the field to be corrected or completed using the “${complete_form_url!}” bookmark (URL for completing an answer) or “${resubmit_form_url!}” bookmark (URL for correcting input). Without this, the user will have no other means of modifying his submission, and the workflow will be blocked at the correction or additional information request stage.
  
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