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Workflows tab navigation
Workflows tab navigation
Updated over a week ago

In the GoFormz web app, the Workflows tab is where you’ll access and manage your Workflows. Workflows are recipe-driven automations that move data between GoFormz and your business systems in real-time.

🗒️ Note: Workflows are only available for Team, Advanced, and Enterprise accounts.

Workflows provide solutions for automating the dispatch, storage, and approval processes associated with your Forms and Form data. These automations aim to decrease the time you spend on repetitive tasks and processes.

When you access Workflows, you’ll land on the Workflows Dashboard where you’ll monitor your account’s Workflows. To access the Workflow Dashboard you must be an account admin. You’ll need at least one Workflow set up in your account before you can view any Workflow data.

The Workflow Dashboard informs account admins about their active Workflows’ successes and failures. With this information you can locate and troubleshoot any integration or Workflow issues.

In the upper left-hand corner you’ll find three sections through which you can navigate: Dashboard, Workflows, and Jobs. Workflow Dashboard has a dedicated article to help navigate it. In this article, we’ll address the navigation of Workflows and Jobs.

Screenshot displaying the Workflows section of the Workflows tab in the GoFormz web app.

You’ll also find the Create Workflow button in all three sections of the Workflows tab. Click this button to navigate to the Workflow Recipes Library. The Workflow Recipes Library is where you’ll set up Workflows for your account.

With your Workflows set up, you’ll access and manage them in the Workflows section.

Workflows section

The Workflows section of the Workflows tab is where you’ll access and manage your Workflow folders. This organizational tool offers a dynamic way to group your Workflows.

By default, you’ll have a Main folder where Workflows live until you place them in your created folders.

You’ll click Create New Folder + to add Workflow folders. Next, drag-and-drop your Workflows into the appropriate folders.

Each Workflow folder’s contents table displays the Workflow titles, apps used, Last Updated date, activation status, and access to the Actions (. . .) menu for the Workflows in the folder.

When you set up a Workflow, the name you assign during set up is what you’ll find displayed in the Workflow Title column. Assign your Workflows easily identifiable names by including details like associated connections, report names, and other unique Workflow details.

Apps used indicates which of your connected third-party apps is leveraged as part of the corresponding Workflow. Each integration can have multiple connections.

You’ll find when your Workflow was most recently edited displayed as the Last updated date.

The activation slider in the Active column indicates whether or not the corresponding Workflow is currently up and running. When the slider is toggled to the left, it’s inactive. When the slider is toggled to the right, it’s active.

Click the Actions (. . .) menu to initiate the following actions for the corresponding Workflow:

  • View Jobs delivers you to the jobs log for the corresponding Workflow. In this jobs log you can access Workflow step statuses and identify any failed steps.

  • Click Edit to navigate to the Workflow Recipe Builder where you can manage your Workflow’s details. You can also click the name of a Workflow in the table to open that Workflow in the Workflow Recipe Builder.

  • Duplicate creates an identical copy of the corresponding Workflow. This copy includes all details provided when the Workflow was set up.

  • Access Workflow History to display the version history for your Workflow.

  • As an alternative to the drag-and-drop method, click Move to Folder to select a new destination folder for your Workflow.

  • Delete permanently removes the corresponding Workflow from your account.

With the appropriate permissions, these Workflow management options will assist in maintaining an efficient operation.

Locate a Workflow

When you have a large number of Workflows set up for your account, you may need to utilize the Search bar.

Screenshot displaying the location of the Workflows search bar in the Workflows tab of the GoFormz web app.

Your search results will populate the Workflows table. Reverse the display order using each column’s details when you click the icon next to the corresponding column’s heading.

Click a Workflow to access and manage its details.

Manage your Workflow details

Workflow details include the steps, inputs, and conditions associated with your Workflow. You’ll manage your Workflow details in the Workflow Recipe Builder.

Manage your Workflow details when you’ve made updates to the corresponding Templates, or when troubleshooting Workflow issues.

Jobs section

A Workflow job refers to a single execution of a Workflow. Each time your Workflow trigger is initialized, that Workflow is logged in the Jobs section.

Use filters to locate logged jobs based on a specific date range. Click Reset all to remove your selected date filters.

The primary feature of the Jobs section is a table displaying all of your account’s previously run Workflow jobs. For each job you’ll find Failed step, Start date, Status, and Actions.

Click the Workflow’s corresponding row to access a detailed breakdown of each step in that Workflow. These step breakdowns will also provide details about the cause of any failed steps to assist in troubleshooting Workflow issues.

Failed steps are also previewed in the Jobs section. This can provide a quick reference to address issues with your Workflows. You’ll also find Workflow failures and successes noted under Status.

Start date indicates when each specific Workflow job was initialized.

The Actions (. . .) menu contains options to Rerun, or View Logs for the corresponding Workflow.

Rerun your Workflow to initialize another attempted processing of the corresponding Workflow. If a Workflow job was originally run 365 or more days ago, it cannot be rerun. Additionally, if a Workflow is deleted, then any associated jobs cannot be rerun.

Click View Logs to navigate to the corresponding Workflow’s job log page.

Access your Workflow’s job log

Navigate to each Workflow’s job log page from the Workflow Jobs section. On this page’s left-hand side you’ll find a column listing all of your selected Workflow’s attempts. Attempts are logged chronologically, and each displays unique details.

🗒️ Note: Workflow job logs become archived after 90 days.

The primary table on the Workflow job log page displays your Workflow’s steps. Indication as to whether a step succeeded or failed displays under Status. Click a step to access the step’s metadata details.

💡As an example, step metadata details can help you to identify how your Workflow behaved during the corresponding run attempt. These details can help you troubleshoot your Workflows.

If you’re using GoFormz with Procore, you may find that an Order Number displays incorrectly within Procore. You can access a Workflow’s job log to identify how that order number was processed as a first step in troubleshooting.

Another possibility is to identify issues in your Workflow’s skip logic. Skip logic provides a custom path for your Form Users. When using skip logic your Form User may skip fields based on their responses within other fields.

If you’re leveraging a Send Email Workflow you may set step conditions to send an email when a field labeled Follow-up is filled in. If a user doesn’t receive an expected email, locate the Follow-up field details in the step metadata to determine if the field was filled out.

Run start time indicates when each step is initialized. Duration displays for how much time the corresponding step attempted to run.

Learn to navigate your Workflow job logs to troubleshoot and manage your Workflows with confidence.

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