What is a Workflow?

A workflow in Screendragon is a structured sequence of steps that manages how forms, approvals, and tasks move through a process. Workflows ensure that the right people are notified, assigned, and able to take action at the right time.

Screendragon uses workflows to:

• Standardize processes across teams and projects.
• Automate approvals and routing of forms.
• Provide visibility into the current status of forms and who is responsible.
• Maintain accountability by tracking actions and assignments.

Every user has access to a workflow dashboard that displays the workflows they are involved in. This keeps users informed and provides a centralized place to manage ongoing processes.

Accessing the Workflow Section

1. From the Homepage, open the Form Workflow section by clicking on the relevant button in the header.
2. This brings you to the Workflows page, which serves as your personal dashboard.

The dashboard layout includes:

• Export to Excel: Allows you to export the workflow list into an Excel spreadsheet.
• Filter button: Provides filtering options to display different workflow views. Each view can have unique columns configured and display different sets of forms.

Workflow Actions

Each workflow includes a dropdown menu of actions. The following options are available:

• Open in New Tab – Opens the selected workflow in a separate browser tab.

• Print Preview – Displays a print-friendly preview of the workflow.

• Assigned Users – Shows the list of users assigned to the workflow.

• View Files – Lets you open the file to view it in the proofing tool.

• Clone Form – Allows you to send the same form through a new workflow after making minor edits.

• Favorite – Lets you mark a form as a favorite, making it easier to filter and find later.

• Advanced Settings – Enables users to assign or reassign a step to other users or groups.

Initiating a Workflow

To create a New Workflow, click the Create New button in the workflow builder located in the admin tools. 

Select the appropriate workflow or form type from the list.

2. Complete the Form

• Fill in the required fields.
• Mandatory fields are marked with an asterisk (*).
• If saving as a draft, mandatory fields are not required until final submission.

3. Save or Submit the Form

• Save as Draft: Saves the form to be completed later.
• Submit: Sends the form on its default workflow path.
• Discard (X): Cancels the submission and deletes the form.

4. Workflow Progression

Once submitted, the form enters the first step of the workflow process.

• It may be assigned to specific users who are responsible for taking action.
• The workflow then moves to the next step based on the action taken.
• Rules around assignments, available actions, and process steps are defined by administrators in the Workflow Builder (outside the scope of this document).