In Part 2 of this series, we described the redesigned Flow Step Properties panel which makes it much easier easier to configure individual flow steps. Another oft-requested improvement is to anonymous steps.
What are Anonymous Steps?
Anonymous steps in a workflow are routed to an email address and do not require the recipient to authenticate before performing the step. They’re super common – for example, a purchase order may be started internally by a sales person, get approved by his/her manager and then get routed to the customer for signature. You probably want to make it as easy as possible for the customer to sign the PO and not require an account, remember passwords etc.
Prior to V8, you had to drag in a separate Email (Anonymous) Step and configure it separately in your workflow. It would send an email and advance the workflow to the following step which was the actual form that the recipient would see. Customers found it confusing and we ran into many situations where workflows were incorrectly designed as a result.
More Intuitive Anonymous Steps
V8 simplifies this significantly by simply removing the additional step in the flow. Now, you simply drop in the form you want the recipient to see or link to an existing one and configure its properties. Click on the cog icon to bring up the Flow Step Properties dialog and navigate to the Assignment tab.
On this tab, you can now assign the task to a user, role or email address in one place. At runtime, assignment is made in that priority order. If you want to route to an email address, simply type it in and leave the other two fields blank – the step will be routed via email and can be performed anonymously. There’s also no longer a requirement to make the entire workflow public.
You can also use control templates in the email field so that it’s dynamic. Start typing and a pick list will appear with matching controls. At runtime, the value of the control is evaluated and if it’s a valid email address, the step will be routed via email and can be performed anonymously.
We’re looking forward to this release and hope you’ll like all the improvements. Stay tuned for future articles and upcoming webinars on V8.0 – it will be released to frevvo Cloud this Fall.