Workflow Tab (Overview)

 

This article explains how to use the Workflow tab in the Sintel Apps Designer to build structured business processes using statuses, actions, and approvals.

The Workflow tab controls how a form moves through a process, who can take actions, and what happens at each stage.

What the Workflow Tab Is For

Use the Workflow tab to:

• Define form statuses (e.g. New, Submitted, Approved)
• Create actions users can perform
• Control who can act at each stage
• Configure approvals, confirmations, and transitions
• Guide users through a clear business process

If your form does not require approvals or structured steps, workflow may not be needed.

 

Workflow Screen Overview

The Workflow tab is made up of:

 

1. Centre canvas – Workflow design area
2. Right panel – Properties and configuration

Workflow is built visually by adding statuses, then defining actions between them.

 

Step 1: Understand Statuses

 

A status represents the current state of a form.

Examples:

• New
• Draft
• Submitted
• Approved
• Rejected
• Completed

Every form starts in a status.

 

Step 2: Create or Edit a Status

1. Click the orange + button to add a New Status
2. Define your Status Properties

 

Status Properties Include:

• Status name
• Colour
• Status ID
• Quorums
• Notifications

Only one status can be marked as the initial status.

Step 3: Understand Actions

 

An action is something a user can do to move the form from one status to another.

Examples:

• Submit
• Approve
• Reject
• Send back
• Complete

Actions appear as buttons on the form.

Step 4: Create an Action

 

1. Select a status on the canvas
2. Choose Add action
3. Configure the action properties

Step 5: Configure Action Properties

 

Each action has several important settings.

– Basic Settings

• Action name – Label shown to users
• Action type – Submit, Approve, Reject, etc.
• Target status – Status the form moves to

 

– Audience (Who Can See the Action)

Define who is allowed to perform the action:

• Specific users
• SharePoint groups
• Dynamic users (Created By, Manager, etc.)

If a user is not in the audience, they will not see the action button.

 

– Quorum (Optional)

Quorum is used when multiple people must approve an action.

Examples:

• All users must approve
• Any one user can approve
• A specific number of approvals is required

Quorum is typically used for approval steps.

 

– Confirmation

You can require confirmation before the action completes.

Options include:

• Confirmation message
• Additional comments
• Mandatory comments

This is useful for approvals and rejections.

 

Step 6: Notifications

 

Actions can trigger notifications.

You can:

• Notify the next approver
• Notify the form submitter
• Notify specific users or groups

Notifications help keep processes moving without manual follow-up.

 

Step 7: Repeat for Each Status

Continue building your workflow by:

• Adding statuses
• Creating actions between them
• Defining who can act at each stage

Example: Simple Approval Workflow

 

Scenario

A request must be submitted, reviewed, and either approved or rejected.

Statuses

1. Draft (Initial)
2. Submitted
3. Approved (Final)
4. Rejected

Actions

From Draft

• Submit
  • Audience: Created By
  • Target status: Submitted

From Submitted

• Approve
  • Audience: Approver group
  • Target status: Approved
• Reject
  • Audience: Approver group
  • Target status: Rejected
  • Confirmation: Mandatory comment

Step 8: Workflow Visibility on the Form

 

To display workflow information to users:

• Add the Workflow Status widget (Layout tab)
• Add the Workflow History widget (optional)

This gives users visibility of:

• Current status
• Completed actions
• Who approved or rejected

 

Step 9: Save and Test the Workflow

 

1. Select Save
2. Test the form as:
   • Submitter
   • Approver
3. Confirm:
   • Actions appear correctly
   • Status changes as expected
   • Users only see actions they are allowed to perform

 

Common Workflow Mistakes to Avoid

• Forgetting to set an initial status
• Not defining a target status for an action
• Allowing too many users to see approval actions
• Missing rejection paths
• Not testing with real user permissions

 

Workflow Best Practices

• Keep workflows as simple as possible
• Use clear, action-oriented labels
• Always include a rejection or send-back option
• Match workflow steps to real business processes
• Combine workflow with logic for best results

 

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