Workflow Templates for Correspondence Forms
- Rebecca David
In construction project management, a workflow is a set of tasks or activities that must be completed in a specific order to achieve a desired outcome. Workflows can involve various stakeholders, such as architects, engineers, contractors, and project managers, who need to collaborate and communicate effectively to ensure that tasks are completed on time and within budget. A workflow typically involves the flow of information between different stakeholders, with each party responsible for completing specific tasks and providing input at various stages of the process.
RIB CX Forms allows you to map your workflows and create one or more Workflow Templates to streamline your Forms. You can use Action Buttons (Click here) to set up multiple templates or Workflows for a single Form Type, increasing flexibility in how you manage your forms within a project. This results in greater efficiency, improved communication, and better outcomes overall.
How to Create a Workflow
To create a workflow, go to the Workflow tab on your forms configuration tab
This page shows you a list of all available Workflows for your Form Type - in this case a Request for Information (RFI) form.
1. Click on Add New to create a new Workflows.
2. Give your new Workflow a name, and who is applicable to.
3. Click update.
4. Then click on View Workflow.
5. Add your Action Buttons to build up your workflows as required and then click save.
How to Apply a Workflow
When creating the Form Type required, a new screen will be displayed allowing you select the Workflow you wish to apply to the form.
Then click on Create with Workflow.
What about existing Action Button Workflows?
Current Action Button Workflows (click here for more information on creation Action Buttons) will be converted to a system-generated Workflow. You will not need to make any selections when creating these form types.
However, once you create additional Workflow Templates, you will be required to make a selection prior to creating your form (see above). The example below shows the system-generated Workflow.
Visually Create and Edit Workflows
The Visual Workflow Builder feature enables users to add and edit action buttons, distribution rules, and document triggers.
With the add / edit feature, users can easily add buttons to a workflow that trigger specific actions when clicked. This allows for greater control and customisation of workflows, making them more tailored to your needs.
The distribution rules feature allows users to set rules for how forms are distributed within a workflow, ensuring that tasks are assigned to the right people and that the workflow operates smoothly and efficiently. In addition, the document triggers feature allows users to set triggers that automate a number of tasks based on specific criteria, saving time and reducing errors.
All of these features are seamlessly integrated into the Visual Workflow Builder, which includes the ability to edit action buttons, distribution rules, and document triggers. This makes it easier than ever to create, manage, and customise workflows to meet your specific needs.
How to Add / Edit an Action Button
Once you are in the Visual Workflow Builder, you can click on the Add Action Button option.
This will load up the Action Button creation screen. From here you can fill in the pre and post-conditions for the Action Button along with who has access to it.
To edit an existing Action Button, click on the Action Button to access is details. Click here for more information regarding how to Create Action Buttons.
How to Add / Edit a Document Trigger
To add a Document Trigger click on Add Document Trigger option.
Fill in the Trigger details and click save. Click here for information regarding creating a document trigger.
To edit the Trigger, expand it and then click on the Edit button
How to Add Edit a Distribution Rule / List
To Add or Edit a Distribution Rule or List, click on the Add Rule/List button in the addressing section of the Visual Workflow Builder. Click here for information about creating / editing distribution rules.
