Workflow Type

Available Workflow Types

There are four workflow options available. Each determines how the form moves between participants after the Owner submits their section. 

1. Broadcast to all form participants - After the Owner submits the form, all remaining Form Participants, known as Cosigners, will receive an email notification at the same time. Each Cosigner can then access the form, complete their section, e-sign, and submit.
2. Route the form sequentially as each section is completed - MOST COMMONLY USED - After the Owner submits the form, it is routed to each Cosigner in the order listed in the Participants menu. Each participant receives an email notification when it is their turn to access the form, complete their section, e-sign, and submit. Once they submit, the form is automatically routed to the next participant.
3. Let each participant decide where the form is routed next - Allows each participant to choose who receives the form next by entering that person’s information before submitting.
4. Conditional Routing - Allows you to create a custom workflow using conditions to determine where the form is routed next. Selecting this option opens the Workflow menu, where you can configure the routing rules.

Examples of Workflow Types:

Imagine you’ve created a form that allows a Student to request to drop a class. The form has three participants: Student (Owner), Instructor, and Advisor.

The following examples show how the form would be routed depending on the selected Workflow Type:

1. Broadcast to all form participants

• After the Student submits their section, both the Instructor and Advisor receive an email notification at the same time. They can each access the form, review the Student’s request, complete their sections, and submit.

2. Route the form sequentially as each section is completed

• After the Student submits their section, the Instructor receives an email notification to access and complete their section. Once the Instructor submits, the Advisor receives an email notification that it is their turn to access and complete their section.

3. Let each participant decide where the form is routed next

• After submitting their section, the Student enters the Instructor’s information to route the form to them. Once the Instructor completes and submits their section, they enter the Advisor’s information to route the form to the next participant.

4. Conditional Routing Example

• You can configure conditions to determine which participant receives the form based on the Student’s responses or the Instructor’s decision.
• For example:
  • If the Student requests to drop a Math course, route the form to the Math Instructor.
  • If the Student requests to drop a Biology course, route the form to the Biology Instructor.
  • If the Instructor approves the request, route the form to the Advisor.
  • If the Instructor denies the request, route the form to the Dean for further review.

Hide unused signature lines?

Below the Workflow Type drop-down menu, you will find the Hide unused signature lines option.

When set to Yes, unused signature lines will be hidden from the form. We recommend enabling this option to reduce confusion and ensure participants only see the signature line that applies to them.

Questions? Contact Dynamic Forms ITS Team by emailing DynamicForms.ITS@yale.edu