Workflow Actions

Owned by Seth Petry-Johnson
Last updated: Sept 20, 2021
3 min read

Workflow Actions are responsible for updating Workflow data. In the UI, they appear as the buttons in the Workflow Popup.

See also: Workflow Action Badges

Overview

A Workflow defines a multi-step process for collecting and modifying data. Workflow Actions (sometimes called just Actions) are performed against a Workflow Instance in order to:

  • Update Attribute values

  • Move the Workflow Instance to a different Step

Actions appear as clickable buttons at the bottom of the Workflow Popup

Actions can also be executed dynamically, either on a set schedule or triggered by other system events. See below for more information.

Types of Actions (Primary Behavior)

Each Action has a “Primary Behavior” that specifies what should happen when it is performed:

Primary Behavior

What it does

Primary Behavior

What it does

Save

Submits the Workflow Popup, saving changes to Attribute values but leaving the Workflow Instance on the same Step.

Often used to implement “save and continue later”.

Cancel

Closes the Workflow Popup, discarding all changes.

Secondary Behaviors cannot be attached to a Cancel action

Move Next /
Move Previous

Moves to the Workflow Step that is immediately before or after the current one, according to the step sequence.

Often used to implement linear, multi-step data entry processes.

Move to Step

Moves to a specific Workflow Step.

Often used to implement non-linear data entry processes, or to send something “back” to an earlier step in the process.

Complete Successfully /

Complete Unsuccessfully

Changes the Completion Status of the Workflow Instance to one of the terminal states, without changing the Step.

Open PDF in new window

Opens a new window to display a PDF summary of the Workflow Instance

Download PDF with Attachments

Generates a PDF summary of the Workflow, complete with embedded renderings of uploaded files. See Printable Workflow Summary

Secondary Behaviors

Additional functionality can be added to a Workflow Action through Workflow Behaviors. These are extra bits of functionality that can be performed in addition to the primary behavior and can be used to implement all sorts of processes.

Actions vs Quick Actions

Workflow Actions can be accessed via the Workflow Popup (described above), via the “Quick Action” menu, or both. (Actual presence depends on the specific configuration for each Action)

Whereas a standard Action is only available at the bottom of the Workflow Popup, a “Quick Action” is available without opening the Workflow Popup. These actions are accessible via the “Quick Actions” menu in some lists:

Quick Actions are often used to “recall” a submitted item back into a state where the current user can act on it.

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