Why do you allow role assignment on both the Form and Flow in the first place?

One of our customers asked the question above. Roles are available both in forms (for Sections and Tabs) and in flows (for any activity). What’s the difference and when would you use one vs the other?

Roles in a Form

 

As the image shows, you can select one or more roles in the Security Tab in the Properties panel for a Section or a Tab. When a role is assigned to a Section/Tab, the controls therein are only visible to logged in users who have that role. This allows you to create forms that look different depending on who is using them. For example, I’m sure you’ve come across a paper form with an “Office Use Only” or “To be filled by HR” section. On a Leave Approval form, there’s probably a Section for manager approval. Why show it if you’re not a manager?

Roles in a Flow

In a workflow, roles play a different part. They control who performs a step (activity) in the workflow. In the Leave Approval workflow above, if you are logged in as a user with role ‘Employee’, you will see the first step in the workflow. When you click to continue, frevvo notices that the second step has roles ‘HR’ and ‘Manager’. If you do not belong to one of those roles, the workflow will be forwarded to users in those roles and you will not be able to continue. It’s like an employee filling out a Leave Application either on paper or a Word document and then walking it over or e-mailing the Word doc to the manager.

Combine the two

Take a look at the Leave Approval workflow tutorial. As explained above the steps in the workflow have roles which control who performs the step. But the form used in the workflow also uses the same roles for a different purpose. In the first step (logged in as Employee), I will only see the Employee section. In the second step (logged in as a Manager), I will also see the Manager Approval section even though it’s the same form and the same workflow.

So, put the two together and you have something that’s flexible and powerful enough to provide the functionality you need yet easy to maintain since there’s just one form (used multiple times) and one workflow.

 

Try a Leave Approval Workflow

We’ve noticed that many customers are using frevvo for HR-related workflows. Using frevvo’s brand new Spaces, I’ve created a short demo of a simple Leave Approval workflow so you can easily try it out and get a flavor for using frevvo workflows.

Try the demo

Want to learn more:

Why is Confluence plugin pricing not on our web site?

We occasionally get asked this question and, to be honest, we struggle with it ourselves every day.

But Atlassian is a fraction of our overall business albeit an important fraction and frevvo is sold primarily through partners/resellers who are free [within reason] to price frevvo as they desire. Our resellers have a wide variety of business models and they prefer that we don’t dictate pricing by publishing it on our web site. Obviously, we have to be accommodating since doing otherwise would defeat the purpose of establishing this reseller channel. That’s the simple reason for our business decision - there’s no devious or shady intent and we’d actually like nothing more than transparent pricing. And, often, you can get the best price from one of our partners.

Leave Approval Workflow: Confluence + Google Apps

Our customers have been creating all kinds of interesting workflows and we’ve added new features to Live Forms to handle several of the scenarios we’ve seen. A common example is a Leave Approval (Vacation Request) workflow that goes from employee to her specific manager and then on to HR for approval. Every organization irrespective of size has to deal with Leave Approvals and, by and large, it’s a paper- or email-based process that is slow, costly and inefficient.

With Live Forms, you can easily automate this workflow. You can deploy it online, for example, in Confluence and you can save the results in your HR system, document management system or even online to Google Apps.

It’s very easy to do with Live Forms. Check out this 4 min video:


DEISER and Netkom: our newest partners

We’re delighted that DEISER (Spain) and Netkom (Switzerland) have become the newest companies to partner with frevvo. We’re excited about these new partnerships and about expanding our ability to deliver great solutions to customers all over the world.

We take great pride in working closely with world-class organizations to provide customers with the best possible service and support. If you want to learn more about frevvo, check out the partner pages on our web site and contact our partners. We’re certain you’ll be a satisfied customer.

How to process form/workflow data

Now that you’ve created your form or workflow, what are the various things you can do when it is submitted? With frevvo, there are many many flexible options. You can simply view your submissions online or send them to your own web server for processing or use the frevvo API to perform detailed post-processing of submission data. We’ve documented this in this new Tutorial on processing form data.

We’ll keep updating this as required but if you want to see all the options available to you, check it out.

Customers are creating all kinds of interesting workflows

Now that we’ve had workflows out there for several months, customers have been creating all kinds of interesting workflows. We’ve even added some new capabilities to the product to accommodate the feedback we’ve been getting. With frevvo flows, you can quickly and easily create:

  • Multi-page forms with a navigation toolbar e.g. an application with multiple steps.
  • Simple, role-based approval workflows e.g. a Nurse refers a patient, any Doctor must approve.
  • Specific-user-based approval workflows e.g. an Employee requests vacation, a specific Manager must approve.
  • Dynamic roles where the role for the next step is determined at runtime e.g. a Purchase Order where the approval must be performed by a Manager if the amount is less than $1000 and a Supervisor otherwise.
  • Looping between multiple users in a role e.g.  an Issue Tracking workflow where an Issue entered by an employee might have multiple actions by support staff before the issue is resolved.
  • Ad-hoc workflows where a step is passed between arbitrary users e.g. a Proposal review where the second Review step is performed by a number of users in any ad-hoc order.
  • Rejecting a step and sending it back to the original user e.g. an Expense Approval workflow where the approving manager may decide to send the workflow back to the original employee for corrections.
Want to learn more. Check out the documentation. It contains links to videos, step-by-step Tutorials and more.

Confluence Video Playlist

We’re now using a YouTube video playlist to make it easy to learn about using frevvo to create forms and workflows in Confluence. In less than 15 minutes, you will see how to create forms, view submissions in Confluence, download to Excel, store form data in Confluence pages, and create approval workflows with digital signatures in Confluence.

http://www.youtube.com/view_play_list?p=CA307F3C13C3E624

Why is the frevvo-Confluence plugin licensed by Confluence users?

Many customers ask us why our plugin license is directly tied to the Confluence license.

We have far more users for Confluence than for forms. It would be better to license a [smaller] group of users as having access to the frevvo Plugin.

It’s a reasonable question/complaint. Why should I pay for 500 users when only 20 will be using forms?

The main reason for this is economics. We’re a small company; likely a lot smaller than most of our customers. We constantly face the every-day challenges of running a small company, especially in the current economy.

The reality is that our product is more complex than many plugins. Of course, it provides more complex functionality (workflows in Confluence are just harder than charts, graphics or other macros). We’re also intensely focused on customer support and it’s very likely that you could never get the kind of support and attention you’ll get from frevvo from a larger company.

However, all this requires people and money and we have to be able to afford it. We make most of of our money on the larger licenses. That’s our “bread and butter” and if you could always just buy licenses in much smaller chunks, we would not have a viable and sustainable business model for the Confluence plugin.

We’ve also found that many customers will deploy the plugin and quickly find that all kinds of users want access to it. Once business users discover that they can quickly create their own registration forms/surveys and download submissions to Excel, they want to do it. Once IT realizes that they can simply point business users to a Tutorial for these basic needs, they want nothing else.

I hope this explanation, at least, partially explains our reasoning. It’s the only way to ensure that frevvo can have a viable Confluence business and continue to provide great features and support.

SaaS frevvo with Confluence

Phew! We’ve finally worked out most of the kinks of using hosted frevvo (SaaS server) with Confluence. It’s cool: just install the plugin, point it at frevvo’s SaaS service and Go!! No need to install or configure. You can use HTTPS for security, create/update/merge to Confluence pages even if your Confluence is safely behind your firewall, and run workflows. You can even setup Confluence with Active Directory authentication and connect it to the SaaS service.

Here is an updated video of the setup (note that it’s still a test server and this is not production-ready):

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