Using the Workflow to Assign Forms
Assigning forms to different users or groups
To enable multiple users to contribute to a form at a different part of the business process, you can use workflow transitions to modify the assignment of the form. If a form is assigned to a user or group it will then appear in their Mirata inbox whether they are working on their desktop or a mobile device.
Where are Assignments Found in the Designer?
In the workflow editor on the right panel there is a tab called “Transition Assignments”. Here you can find the assignment logic that will run for each transition. Assignment logic is executed as the transition runs. If a transition does not successfully execute because of a transition error or if the user cancels out of the transition dialogue pop up the assignment will not update.
Assignment Options
You have the following options when setting assignments for a particular transition:
Add/Remove gives you the option to modify the existing assignment by adding users/groups and/or alternatively remove users/groups who may be currently assigned to the form from a different transition. This is commonly used when you want to maintain the existing assignments from a previous transition but just add or remove a single person/group.
Set gives you the option to fully update the assignment. When you set a user or group assignment, all assignments from previous transitions are removed and replaced with the new logic.
No Change means that there will be no assignment logic executed for this particular transition. Assignments from previous transitions will remain. This is commonly used for a “Save” transition where there is no need to update the form assignment if the user is simply saving their work.
User/Group Calculations
Assignment logic uses user and group calculations. The following options are most commonly used:
- “Id-for-user”/“current-user”: sets assignment to the current user of the form
- “Id-for-user”/“user-by-email”: sets assignment to a particular user based on their email address
- “Group-id-for-group”/“group-by-name”: sets assignment to a particular group associated with the name provided