Action Types
TABLE OF CONTENTS
Actions determine how a workflow step behaves when triggered by an end user. Each Action Type provides a distinct function, controlling what users can do at a specific step and how the workflow progresses once that action is completed.
Option
The Option action type presents users with one or more selectable choices when completing a step.
Each option can direct the workflow to a specific next step, allowing for conditional progression (e.g., “Approve” → Approved step, “Reject” → Rejected step).
Key Settings
User Count – Defines how many of the assigned users must select the option before the workflow advances to the next step.
All: Every assigned user must select the option to continue the workflow.
Single or Number: Progresses once the specified number of users have acted.
Include with Comment Option – Displays a comment dialog box when a user selects the option, requiring or allowing them to provide additional context before submission.
Upload
The Upload action type requires the user to upload a file to complete the step. Once the upload is complete, the following workflow step becomes active.
Key Settings
Download File Label – Adds a secondary action in the action dropdown, allowing users to download the most recent file from the workflow.
Checkout File Label – Enables a user to check out a file, preventing others from uploading until it is checked back in.
Cancel – Cancels a file checkout, reopening upload permissions for other users.
Check – Allows the user who checked out the file to upload their version. Upon upload, the workflow proceeds as if a standard upload was completed.
Form
The Form action type requires users to complete a specific form before the workflow can progress to the next step.
Note: Forms must be pre-created in the Form Builder module and then linked here.
Survey
The Survey action type prompts each assigned user to complete an individual copy of a form.
Each submission is saved per user, and responses can be displayed as a list within the main form, making them easy to review and compare.
Re-Assign
The Re-Assign action type allows users to transfer ownership of the form to another user.
This is typically used when a task needs to be redirected to a different approver or contributor.
Existing
The Existing action type allows administrators to reuse an existing action across multiple steps.
When a referenced (child) action is used, any updates made to the original (parent) action are automatically applied to all linked references.
Important Notes
Mapped routes are not copied to referenced actions.
Email prompt settings are not copied to referenced actions.
Deleting a parent action will also delete all referenced child actions. A warning message will appear, but it will not specify how many child actions exist or where they are located.
Article
The Article action type allows a workflow step to reference or display a knowledge-base article, instruction document, or help content directly to the user before progressing.
(Additional configuration details depend on site setup.)
Event Approval
The Event Approval action type is intended for workflows that require an approval step tied to calendar events, bookings, or scheduling modules.
Users assigned to this step can approve or reject event requests, triggering subsequent workflow actions accordingly.
Location Picker
The Location Picker action type enables users to select a predefined location (e.g., office, region, or site) from a configured list.
This selection can then determine routing, notifications, or data capture for subsequent steps.
Scheduled Action
The Scheduled Action type allows workflow actions to be triggered automatically at a specified date or time, rather than by direct user input.
Everyday use cases include reminder emails, automated status changes, or recurring approvals.
Timesheet
The Timesheet action type connects the workflow to the timesheet module, allowing users to submit or link time entries as part of the process.
Timesheet Project Approval
This action type enables project-level approval of timesheets, allowing project managers or approvers to validate all related time entries for a specific project.
Timesheet User Approval
This action type enables approval at the user level, allowing approvers to review and approve all timesheets submitted by an individual user.
Workflow Creation
The Workflow Creation action type allows a workflow to automatically generate or initiate another workflow upon completion of a step.
This is useful for chaining related workflows (e.g., submitting a project brief automatically launching an approval workflow).
Additional Notes
Mapped Routes and Email Prompt Settings are not copied when referencing existing actions.
Parent/Child Relationships: Deleting a parent action also removes all associated child actions. While a warning message will appear, it will not indicate the total number or locations of affected child actions.
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