Create a Workflow Using the If-Then Else Block

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The Workflow is created based on the following scenario...

Mary regularly receives documents from John for approval. If Mary approves the documents then the Manager must be informed about the approval. If Mary rejects the documents then John must be informed about the rejection.

John sends document to Mary for Approval

If [Documents have been approved by Mary]

    Then [Notify the Manager about the approval]

Else

  [Notify John about the rejection]

End If

Notes:

1.To create a good workflow it is important to document the business process before designing the workflow in the workflow designer.
2.All instructions in the Create Workflows...  and Examples sections of this help file assume that you have five users called Supervisor, Manager, John, Mary and Jack. It is highly recommended that you create these Globodox users. This will make it easier for you follow the instructions below.
 

To Create a Workflow using the If-Then Else block:

1.In Globodox, select the Tools tab and click the Workflow Designer button. This will bring up the Workflow Designer window.
2.Click the New button to create a new workflow. The Designer pane and the Properties pane will now be activated.
3.In the Properties pane enter a name for the workflow in Name box. We will enter WorkflowForApproval.
4.You can also enter additional information about the workflow in the Description box. We will enter This workflow is used to approve the documents.
5.Enter the number of days in which this workflow should be completed in the Duration (in days) box. If the workflow is not completed in the given time it will be marked as Red in the Workflow monitor.
6.Drag the Approve Documents task from the Task pane and drop it on the <<Add Tasks here>> in the Designer pane.
7.The Approve Documents properties will now be displayed in the Task Properties pane.
a)Select Mary in the Approvers box.
b)Enter 1 in the Max Recipients box as there's only 1 approver.
c)Enter 1 in the Min Responses box as only 1 approval is required.
d)Enter 1 in the Number of approvals box, as we need Mary's approval.
e)Enter ApprovalfromMary in the Name box.
f)Enter Approve Documents in the Subject box.
g)Enter Please have a look at the Documents in the Message box.
h)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.
8.Click the Conditions And Loops bar at the bottom of the Task pane and drag the the If-Then-Else block and drop it on the Designer pane below the Approve Documents task.
9.Select If block. Now, the Condition property will be displayed in the Task Properties pane.
10.Click the [...] box next to the Condition box to enter a condition. This will bring up the Condition window.
11.Enter a condition for the If block in this window. We will enter ApprovalfromMary.approved=Yes.
12.Click the OK button to save this condition.
13.Now, drag the Send Message task again from the Task pane and drop it on <<Add Tasks here>> below the Then block.
14.The Send Message properties will now be displayed in the Task Properties pane.
a)Enter a name for the Task in the Name box. We will enter NotifyManager.
b)Select the users that you want to notify by clicking the [...] button next to the Sender list box. We will select the Manager.
c)Enter a subject for the notification in the Subject box. We will enter Approved by the Supervisor.
d)Enter a short message to be sent along with the documents in the Message box. We will enter Please review these documents once again.
 
If you want to view Mary's comments, type the following syntax after the message %ApprovalfromMary.Details%
If you want to know the Date and time when Mary approved the document, type the following syntax after the message %ApprovalfromMary.Approval Date%
e)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.
15.Drag the Send Message task from the Task pane and drop it on <<Add Tasks here>> below the Else block.
16.The Send Message properties will now be displayed in the Task Properties pane.
a)Enter a name for the Task in the Name box. We will enter NotifyJohn.
b)Select the users that you want to notify by clicking the [...] button next to the Sender list box. We will select the Workflow Initiator user i.e. John.
c)Enter a subject for the notification in the Subject box. We will enter Rejected Documents
d)Enter a short message to be sent along with the documents in the Message box. We will enter Please review these documents once again.
e)Enter the time in which this activity should be completed in the Duration (in hours) box. If the activity is not completed in the given time it will be marked as Red in the Users Inbox.
17.Click the Save button to save the workflow.
18.Click the Publish button to publish the workflow to all the users. This workflow will now be available for the Globodox user from the Route option.

 

Notes:

To create more complex workflows see, the More Examples section.
 

Related Topics

Create a Workflow using the If-Then Repeat Task block
Create a Workflow using the Do Task Repeat If block

 

 


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