Completing an Action in a Workflow

TABLE OF CONTENTS

• Workflow Status Column (Quick Action)
• Actions in Screendragon
• For Admins and Superusers (Bottom Half) – Configuration and Oversight
• Admin Actions in a Workflow
• Advanced Settings
• Manually Fire Trigger
• Manually Run Action
• Edit Form
• Jump to Step
• Change Submitter
• Send to Admin Step

In Screendragon, users may be required to complete workflow actions such as approving, rejecting, or reviewing forms. There are three ways to complete these actions: directly from the workflow list, from within the workflow itself, or via a link provided in an email notification. Each method offers flexibility, depending on the user’s role, workflow complexity, and preferred navigation approach.

Workflow Status Column (Quick Action)

1. Navigate to the Workflow List and locate the relevant form.
2. In the Workflow Status column, click the dropdown button.
3. Choose the appropriate action (e.g., Approve, Reject, Send Back). 
   
   Note: Actions are customizable and dependent on the organization's preferences as well as the user's access level.

Actions in Screendragon

For Users (Top Half) – Intended Actions:

These are the actions available to everyday users when working within Screendragon. They are designed to keep workflows moving smoothly without requiring administrative privileges. 

• Approve / Reject Forms – Complete approval tasks directly from the workflow list, within the workflow view, or via email links.

• Submit Data – Enter required information into assigned forms and submit them to workflows.

• Track Workflow Status – Use the workflow list or dashboard to view where a form is in its lifecycle.

• Perform Assigned Workflow Actions – Respond to tasks routed to you, such as providing feedback, uploading documents, or confirming details.

Approving a form on a workflow without opening it, directly from the list view.

Best Use:

• When you need to process multiple workflows quickly.
• For straightforward approval/rejection tasks that don’t require reviewing additional details.

For Admins and Superusers (Bottom Half) – Configuration and Oversight

These actions are reserved for administrators and superusers who configure, manage, and maintain the Screendragon environment.

• Configure Workflows – Build and edit workflows, including mapping forms, assigning steps, and defining automation rules.

• Manage Templates – Create and update form and project templates, ensuring consistency across teams and projects.

• Set Permissions and Roles – Control who can access specific workflows, actions, and administrative functions.

• Maintain Metadata and Reporting – Define meta fields, reporting options, and ensure that data is structured for analysis.

• System Oversight – Monitor overall workflow health, troubleshoot errors, and enforce governance standards.

Admin Actions in a Workflow

Administrators and superusers in Screendragon have access to additional workflow controls that go beyond standard user actions. These options provide flexibility for troubleshooting, reassigning responsibilities, and ensuring workflows progress smoothly.

These admin actions give administrators fine-grained control over workflows:

• Advanced Settings – reassign workflow steps.

• Manually Fire Trigger – re-execute configured triggers (e.g., email).

• Manually Run Action – force a workflow action to run.

• Edit Form – correct or update form data mid-workflow.

• Jump to Step – skip or revisit workflow stages instantly.

• Change Submitter – correct the recorded owner of a submission.

• Send to Admin Step – bypass the workflow and escalate directly to admin review.

Advanced Settings

Allows admins to override or adjust workflow configuration at the step level.

• Purpose: Reassign workflow steps to different users or groups than originally defined in the workflow setup.

• Use Case: If an approver is unavailable, the admin can reassign their step to another qualified user to prevent delays.

• Benefit: Maintains workflow continuity without needing to rebuild or restart the process.
  

Manually Fire Trigger

Enables admins to manually initiate a trigger that has already been configured in the workflow.

• Purpose: Execute a predefined workflow trigger (e.g., send an email, update a field, push data) without resending or repeating the user action that initially activates it.

• Use Case: If an automated email notification fails, the admin can manually re-fire the email trigger.

• Benefit: Saves time and avoids unnecessary duplication of form submissions or actions.

Manually Run Action

Allows admins to execute a specific action within the workflow directly.

• Purpose: To progress the workflow by forcing a particular action to run, regardless of the current state.

• Use Case: If an action is stuck or failed due to a technical issue, the admin can manually run it to advance the workflow.

• Benefit: Ensures workflows remain functional and do not stall due to errors or incomplete steps.

Edit Form

Provides admins the ability to update or make changes to a form linked to a workflow.

• Purpose: Correct errors, update details, or make adjustments to submitted information while the workflow is active.

• Use Case: If a user submits a form with incorrect data, the admin can edit the form to fix the issue without restarting the workflow.

• Benefit: Increases data accuracy and prevents unnecessary workflow rework.

Jump to Step

Allows admins to navigate directly to a specific step in the workflow.

• Purpose: Skip ahead or return to a designated step without moving sequentially through every intermediate step.

• Use Case: If a workflow is stuck at a redundant step, the admin can jump forward to the subsequent approval stage. Conversely, if a step needs to be revisited, the admin can jump back to it.

• Benefit: Saves time and avoids unnecessary repetition while maintaining workflow integrity.
  

Change Submitter

Allows admins to update the recorded submitter of a form, brief, approval, or document within a workflow.

• Purpose: Correct the ownership of the workflow submission.

• Use Case: If a brief is submitted by an assistant or on behalf of a team, the admin can change the submitter to the actual project owner.

• Benefit: Ensures reporting accuracy and proper accountability for workflow submissions.

Send to Admin Step

Routes the workflow to a pre-configured step designed for admin intervention.

• Purpose: Provide administrators with a way to bypass standard workflow paths for urgent cases or exceptions.

• Use Case: A document needs expedited approval, or an issue requires admin oversight before proceeding further. The workflow can be sent directly to an Admin Step.

• Benefit: Gives admins oversight and the ability to intervene without disrupting or redesigning the entire workflow.