Welcome to your new trial of Integrify!
The best way to learn Integrify is to dive in and start building a workflow. This step-by-step guide will walk you through creating your first workflow in your trial account.
Hint: Keep this guide open in another window as you walk through the steps.
It's easier to approach the idea of building a workflow if you have an end goal in mind. While Integrify can be used to build very complex workflows, for the purposes of this walk-through, our end goal is to build a simple approval workflow. We want to let employees request a new phone through the company's employee portal.
Ready? Let's go.
Build a Form
Our approval process begins with a form that employees fill out to start the request process, so let's build that first.
Step 1: Create a New Form
- Select Administration from left Nav.
- Select Forms.
- Select Add New Form from the top navigation.
4 . Give the form a name.
5. Add it to a category so people can find it. Categories are similar to folders.
6. Save the form. You will then see the Form Builder screen:
Step 2: Add Questions to the Form
Please see a detailed view of how to add questions to a form here: Create Form Questions
You can always preview your form by selecting Preview: Preview Form
For all form documentation, please visit: Forms Documentation
Now that our form is created let's move to the next stage.
Build a Process
When your form is submitted you'll want it to be managed in a specific way to ensure it's handled correctly. To do this you need to build a process for it.
Step 1: Create a New Process
See how to create a process here: Create my first process!
Step 2: Building Your Process
A process is just a series of tasks. You'll next add tasks, connect the tasks together and then configure them.
Your process building begins with the Process Flow canvas. What is this? Check it out here: Process Flow Workspace
Add a task to start building your 1st process: Create a Task
Let's add a form task that is configured to display the form that you created in the forms library.
Drag and drop a form task from the list of task types:
Then, give it a name and click anywhere to save the task name:
Hover your cursor over the task to display the Task Menu and select Configure Task:
Look up and add the form:
Select Save and Close.
Now, drag a transition line from the Start Process icon to the Form Task icon:
We'll want the end user making the request (or initiating the process) to be presented this form as the 1st task when they select Start a Request. So, we need to add a recipient to the form task:
The recipient window allows you to select a dynamic recipient type. In this case, we want to present the form to anyone who is the Requester of the process:
Once you have added, select Close in the window.
That was simple and congratulations! You have completed your 1st task configuration!
You may want to add an approval task or two.
- From the list of tasks on the left, drag the Approval task into the work area and drop it next to the Request Form.
- Name it "Phone Request Approval."
- Hover over the Approval task and select Configuration / Configure Task
- Select Add Option
- Give the person approving the request a few options to choose from: "Approved," "Denied," "Missing Information."
Select Close and like before, connect the Form task to the Approval task by hovering over the Form task and dragging the little arrow to the Approval task. This will now trigger the Approval task when the Form is completed.
To learn more about approval tasks, go here: Approval Task
So who will be approving the request? Let's assign an approver.
- Hover over the Approval task and select Recipients.
- In the Recipients window leave both "Contacts" and "Groups" checked and select the Search button.
- Drag a Contact or Contact Group over to the window on the right side. They will be the one approving the new phone.
- Select Close.
Now let’s add a couple Milestones to complete this simple process! Milestones are used to update the overall status of a request.
- From the task list grab a Milestone and drop it into the work area next to the Approval task.
- Name it "Approved."
- Add another Milestone for "Denied" and "More Info Needed."
- Connect the Approval task to the three Milestones.
It will look something like this:
Now we need to talk about Rules. By default, when you connect one task to another, the second task starts when the previous task completes.
In this simple approval process we're creating, we want the "Approved" milestone to trigger only when the Approver selects "Approved." Makes sense, right?
- Hover over the Approved milestone and select Configuration / Configure Rules.
- In the "Configure Rules" window, select Add Rule.
OK, this is where you have a lot of options but let’s keep it simple. We just want to add a rule that looks at the Phone Request Approval task and checks if "Approved" was selected by the Approver.
- From the "Source," drop-down select "Data". You will be given several more options.
- From the "Task" drop-down, select the Approval task you created.
- Skip down to "Value," which will now show the three options you created (Approved, Denied, Missing Information).
- Select "Approved" from the Value field drop-down.
The rule will look something like this.
- Select Add Rule at the bottom of the window.
- Select Close.
Now repeat this process for the two other Milestones ("Denied" and "Missing Information"). Make sure to select the appropriate Values for each.
We want the process to end when either the "Approved" or "Denied" milestones are selected by the Approver. Typically you'd also want to send out email alerts to the requester informing them of the decision but we'll skip that for now.
We also want to send the process back to the Phone Request Form if "More Info Needed" is selected. Maybe they forgot to include some important information that the Approver needs.
Here’s how we do it:
- Hover over the Approved milestone and select Configuration / Edit Detail.
- Under "Additional Options", check the box next to "When this task completes, the process will end."
- Select Save Detail. You will now see the "End Process" task appear (it will be in the upper left corner but you can grab it and move it wherever you want).
- Repeat this same process for your "Denied" milestone.
Finally, let's make it so when "Missing Information" is selected by the approver, the process is routed back to the original form to add more information. We also have to make sure that the Form task is set up to handle both new requesters and requesters that have come back to complete more information.
- Connect the "More Information Needed" milestone to the Form task.
- Hover over the Phone Request Form task and select Configuration / Configure Rules. The "Configure Rules" window will come up showing two rules, one for people starting the process and one for people for whom "More Information is Needed." We'll want to change the "AND" to an "OR."
- Select the "AND" (by clicking on it) and use the drop-down to select "OR" so either situation will be valid.
It should look like this:
- Select Close, then Save Grouping Edits and then Close again.
You have now created a workflow. Give yourself a quick round of applause.
Now in order for end-users to be able to see the new Phone Request Form and start a request, you need to move it into Production. Here’s how:
- Select the Process Detail tab up on top.
- Find "Publish Status" in the detail list.
- Select the edit (pencil) icon.
- From the dropdown in the Publish Status window, select Production.
- Select Save.
When users log in, they will only see Actions on the left side navigation and not all the administration stuff you've been using.
From Actions, end users can select Start A Request to locate and initiate the process you just created. Go ahead and give it a try!
To learn more about all of the task types and what they can do for you, go here: Available Task Types
Integrify is very robust and can support a lot of different types of workflows, account for complex rules that start tasks, include KPI's for your processes, integrate with databases and external applications, manage task escalations, due dates, reminders and more.
To learn more, go here: Process Documentation
Your work area could look something like this:
Feel free to play around with your new process or create more.