Defining a form and workflow

Form workflows control the make up and behaviour of the application form which users are completing in order to book onto a booking item.

• Overview
• Transitions
• Actions
• Guards
• States
• Form

Overview

Each form workflow can be created and edited directly from the configuration section of each booking item.

Clicking the edit icon next to Form workflow in the configuration section displays the detail of any form workflow that may be currently selected.

Clicking Create new workflow takes you through the creation wizard in order to create and customise a new form workflow.

Workflow name*	Used to help you identify a specific form workflow when there may be many created within a single booking item.
Who can initiate workflow?*	Specifies which users should be capable of taking the initial step to create a new booking. Note: Select Timeline owner* if you want the owner of the booking to initiate the workflow.
First state name*	The name given to the state into which a new booking will be created when initiated.

*All 3 of these fields are mandatory

What is a Timeline owner?

Timeline owner refers to the key end user (e.g. applicant) for whom a booking item is for. Although these users will more often than not also have a risr/apply role assigned to them, when assigning transitions, states and fields to a role within a workflow, use Timeline owner rather than a system role. This is so that you correctly correlate all relevant transitions, states and fields within a workflow with the individual end user responsible for completing, submitting and, where applicable, making a payment associated with a booking. 

Transitions

Transitions allow a form to move between states. Which user(s) should be capable of performing the transition, as well as any actions it should perform, can be customised during the transition editing process.

Transitions can be automatically triggered based upon two conditions:

1. When all guards are satisfied
This option will perform the transition when all of the guards specified on this transition are satisfied

2. After a specified time of inactivity
This option will perform the transition when the booking has remained in the starting state for the defined period of time.

Workflow

As transitions are defined, the workflow overview will appear in a diagram. This will show all the states in which each booking can exist, and the transitions which allow the booking to move between these states.

Actions

Each successful transition can optionally apply an action should you wish it to trigger certain behaviour within the system (beyond a simple change of state).

The list of available actions are shown below: 

Action	Description
Send e-mail to owner	Sends an email to the primary email address of the owner of the booking.
Collect payment	Creates a payment request for the amount specified within the booking option onto which this booking is attached.
Cancel payment request	Cancels any payment request which has not yet been fulfilled
Select refund option	Allows the user performing the transition to choose from a list of refund options provided below. This DOES NOT action the refund. To action a refund please choose the "refund payments" action.
Refund payments	Triggers a refund to be generated for any transaction(s) processed on this booking. The type and amount of refund can be chosen by specifying refund options within this action.
Move this booking	Moves this booking to a different booking option within the same booking item.
Confirm booking	Marks this booking as confirmed. Confirmed bookings allow you to determine which bookings are complete.
Retract booking confirmation	Removes the confirmed booking marking.
Ensure user is still eligible	Evaluates the eligibility settings for the booking option and ensures the owner of the booking is still eligible at the point of transition.
Reserve seat	Reserves a seat for this booking for the amount of time specified below. Once the time expires this seat will be opened up.
Confirm seat	Allocates a confirmed seat to this booking.
Release seat	Removes any seat allocation for this booking and open the seat up.
Apply user fields to profile	Applies any changes to user fields made as part of the form to the user's profile.
Fill in fields	Displays a popup containing the fields specified within the action options to the user performing this transition.
Approve user	Approves a pending user and assigns them the role(s) specified within the action
Disable user	Disables the user's account
Assign role	Adds the roles specified within the action to the user's profile
Remove role	Removes the roles specified within the action from the user's profile

Actions can be added by clicking the options (...) menu of the individual transition. 

Guards

States

Each booking can exist in a single state at any given time. States are defined and changed when creating transitions.

Once states have been defined, they can be accessed via the States tab.

This tab allows for control over which users should be capable of deleting a booking in any of the defined states to be configured.

Use Timeline owner if you wish for the owner of the booking to be the person capable of deleting this booking.

Form

The form element can be accessed via the Form tab.

This area allows you to design the application form you wish users to complete during the booking process. It consists of fields which can then be assigned to each state and role to determine which users have the capability of viewing/editing each field within each state.

Field types:

Basic fields
Assignee	Allows a user from the specified role(s)to be selected
Boolean	Yes / No toggle selection
Date	Date selection from calendar
Datetime	Date and Time selection from calendar
Explanatory text	Static information text displayed to the user
File(s)	Attachment upload
Heading	Static text displayed to the user styled as a heading
Messages	Capture a series of messages between users
Multi select	Select box allowing multiple selections
Number	Accepts positive numbers
Select	Select box allowing a single selection
Text (long)	Text input box displayed as a multi-line input
Text (short)	Text input box displayed as a single-line input
User fields
E-mail	Email address of the owner
First Name	First name of the owner
Last Name	Last name of the owner
Name	First name + Last name of the owner

Once you have configured the form fields, you can then determine which users have the capability of viewing/editing each field within each state. The form builder displays a preview so that you can see exactly what the form would look like in each state and to which role.

Using the (...) menu allows you to edit, assign and unassign individual fields as necessary and the button corresponding to each field allows for reordering via drag-and-drop.