Workflow Builder: Actions Tab: Main Details

Workflow Actions Overview

TABLE OF CONTENTS

• Adding Actions to a Workflow Step
• To Add an Action
• Action Field Definitions
• Label
• Type
• Instruction
• Comment Size
• Action Color
• Icon
• Display Action in Audit Trail
• Restart Step When Re-assigned
• Permissions
• Permissions
• Next Step
• Layer
• Default Layer
• Quick Action
• Queue Action
• Form Reference Required
• Exclude from “Manually Run Action” List 

Workflow Actions in Screendragon define what happens at each step of a workflow and determine how forms, tasks, and approvals progress through a process. Actions connect workflow steps and specify the transitions available to users—such as approving, rejecting, or reassigning a task.

By configuring workflow actions, administrators can control routing logic, automate next steps, and ensure that the right users or groups are notified and responsible for progressing the workflow.

Workflow actions are the backbone of process automation in Screendragon. They enable:

• Step Transitions: Moving a form or task from one workflow step to another based on user input or system rules.

• User Assignments: Automatically assigning responsibility to specific users, roles, or groups.

• Conditional Logic: Defining alternate paths depending on selected actions (e.g., Approve → Step 3, Reject → Step 1).

• Automation Triggers: Initiating predefined system behaviors such as notifications, field updates, or integrations.

Adding Actions to a Workflow Step

To Add an Action

1. Open the Workflow Builder and select the workflow you want to add the action to. 
   
   

2. Select the desired Step.

3. Click the Actions tab.
   
   

4. Click Add Action.

5. Complete the action details as described below.

Action Field Definitions

Label

The action's display name as it appears to users in the workflow interface (e.g., Approve, Reject, Send for Review). Clear, descriptive labels help users understand what each action does.

Type

Specifies the action type, which determines how the workflow behaves when the action is triggered (e.g., Submit, Reassign, Approve, Reject, Upload).

Instruction

Provides short guidance to users on what the action does or when to use it. This appears as helper text within the workflow interface.
Comment Setting

Defines whether a comment is required, optional, or unavailable when this action is taken. Use this setting to ensure users provide justification or feedback when needed.

Comment Size

Sets the size of the comment box displayed to the user (e.g., Small, Medium, or Large). Larger fields are useful for actions that typically require more detail.

Action Color

Determines the button color for the action, providing a visual cue (e.g., green for “Approve,” red for “Reject”). Color coding improves usability and consistency.

Icon

Allows selection of an icon to display next to the action label. Icons help users quickly identify actions by type or purpose.

Display Action in Audit Trail

If enabled, the action and related comments will be recorded in the Audit Trail, providing visibility into user decisions and maintaining a historical log of workflow activity.

Restart Step When Re-assigned

When set to Yes, the step restarts from the beginning if it is reassigned to another user. This ensures the new assignee follows the same review or approval process.

Permissions

Defines which users or groups can see and perform the action. This helps control access and prevents unauthorized users from taking restricted actions.

Permissions

Specifies which users will be automatically assigned to the next workflow step when this action is triggered. Leave blank if the next step uses standard assignment rules.

Next Step

Determines the workflow step the process will move to when this action is taken. Each action must link to a valid next step to maintain continuity.

Layer

This controls which workflow layer the action belongs to. This is typically used to organize actions or apply visual hierarchy in complex workflows.

Default Layer

Marks this action as the default choice. When multiple actions exist, the default option will be preselected or appear as the primary button.

Quick Action

When enabled, this allows the action to be executed instantly from Form View without reloading the form. Ideal for lightweight transitions or frequent actions.   

Queue Action

Marks the action to run only when triggered via the API or an automated workflow trigger. This is used for background or system-driven workflow progressions.

Form Reference Required

Ensures that users have visibility or access to the associated form before the action can be taken. This is helpful when the action depends on form content.

Exclude from “Manually Run Action” List 

When selected, it prevents the action from appearing in the “Manually Run Action” list, ensuring it can only be triggered automatically or through its intended Quick Action behavior. This helps administrators limit user access to actions designed to be system-driven or restricted.

Click Save when you have completed the action fields. 

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