Collaborative Workflows allow you to collect necessary information from individuals, whether they are part of your organization or external, and use it to take action. Examples include gathering onboarding details from a new employee or collecting specific visitor/contractor data to approve a visit.
If additional details are needed, you can easily trigger the request form again from within the workflow, specifying only the fields you require. These workflows are designed to support back-and-forth processes within the Compliance portal, where accurate and complete information is critical.
This article will walk you through the full setup process.
Creating a Collaborative Workflow
Collaborative Workflows are started like any other Workflow from the Workflows section:
Click the Workflows icon in the left navigation bar. Then, click Add a Workflow or edit an existing one.
Under the Request Info header, select Enable Request Info Flow. This is only available if the Workflow is set to Admins only.
Once enabled, you will see a list of all default information that you can request. This includes:
Email
First Name
Last Name
Middle Name
Mobile Phone Number
Street Address
Street Address 2
City
State
Zip Code
Drivers License #
Date of Birth
Custom Fields
Additionally, you can add any custom field to this list. To do so:
1. Click New Field
2. Add a Field Name and optionally Additional Instructions. This will be visible in the form for the ticket subject.
3. Choose Data Type from these options:
Short Text
Date
Number
Long Text
General Select (Click New Option for each dropdown option you wish to include)
4. If you'd like to make the field mandatory, click the Required checkbox.
5. Click Save.
Your custom field will be displayed below the default fields.
These fields will be captured in the Data, but not mapped to the Create User fields. New fields cannot use the same name as existing fields.
The steps under the Request Info setup are now complete. You can build the rest of your Workflow depending on your requirements.
Using The Collaborative Workflow
Creating A New Ticket
Using the flow begins like any other ticket. A Compliance user simply needs to navigate to the Workflow you've created and click + Add a Ticket. The process changes from here:
Instead of selecting an existing user, the system now asks you to enter the name and email of the new subject.
Click Submit. The system will automatically create a temporary contact associated with this ticket.
Requesting Information
You can now request the user to fill in their info.
1. Click the "Request Info via Email" button in the ticket sidebar.
2. Select the fields that you would like the subject to receive. Anything not selected will not appear on the form.
3. Optionally, add an email subject and message to provide more context to the recipient.
4. Click Send Email.
The recipient will receive a link directing them to complete an onboarding form.
4. After clicking the View Form link, the recipient will be brought to a registration portal that will ask for your requested fields.
The Security Officer/Administrator will receive an email indicating that the Onboarding Data has been received.
Request More Info via Email
You can review the ticket at any time after the user has submitted their details. Their details will be populated under the Request Info section.
If the data is sufficient, you can continue with your workflow process, complete the ticket, or turn this individual into a full user (For more information on user creation, see the Create User section below).
If it's not sufficient, or their responses require additional questions, your admins/security officers may send a new form:
Open the ticket and select Request More Info via Email in the right side panel.
Select the fields you want to gather information for.
Optionally, add an email subject and message to provide more context to the recipient.
4. Click Request Selected Fields.
5. The recipient will receive another email with a new link asking them to provide additional information. They will then fill out a form containing only the fields that you selected.
After completion, the Security Officer/Administrator will again receive an email indicating that the form data has been received. You may then proceed with the rest of your workflow steps, complete the ticket, or create a new user from here.
Create User
If you are using your Collaborative Workflow to onboard new users, you can do so directly from this ticket. Remember, when the ticket was created, the subject was only added as a contact user. After they've provided sufficient information, you can now convert them into a full user:
Open the ticket and click Create User from the right side panel.
Fill out the the Personnel Creation form. This is similar to the standard form that you fill out when creating users in the People section.
Role and Email are mandatory new fields.
Non-custom fields that were collected in the collaborative workflow process will be auto-filled in their relevant spots.
