You can configure sections to only display at the Review or Archive step, such as questions meant only for Legal or the archiver. In Workflow Designer, you can preview Review Only and Archive Only sections to see how they will appear at their respective steps.
Sections Specific to Review Step
Sections set to Review Only do not appear in any Create step forms. Instead, they can be viewed and edited only by workflow participants during the Review step through the Edit information modal. Note that role assignments for the Review and Sign steps cannot be hidden this way.
Questions in a Review Only section inherit values from their default settings, related record assignments, or integrations that populate the underlying property.
Note: Required fields are only enforced when a user opens and updates the Review form. If a required field is set to appear at the Review stage but no changes are made at that stage, users can proceed with approving even if that field is blank. However, if the form is opened and any update is made, all required fields must be completed before saving and approving.
Sections Specific to Archive Step
Sections set to Archive Only do not appear either in the Create step forms nor the Edit Info forms at the Review step. Instead, they can be viewed and edited only by workflow participants during the Archive step through the Edit information modal. Please note this is only applicable when auto-archive is not on for the workflow, if auto-archive is turned on then the Archive step will be skipped.
Similar to Review Only, questions in a Archive Only section inherit values from their default settings, related record assignments, or integrations that populate the underlying property.
Note: Required fields are only enforced when a user opens and updates the Archive form. If a required field is set to appear at the Archive stage but no changes are made at that stage, users can proceed with archiving even if that field is blank. However, if the form is opened and any update is made, all required fields must be completed before saving and archiving.
Use Case
At Classics Inc., the Legal team often needs to capture additional information about governing law and liability caps, but this information should not be visible to business requesters who launch the workflow. To manage this, the workflow owner configures a Review Only section in Workflow Designer.
When a requester launches a new workflow, they only see the business-facing questions (e.g., counterparty name, contract amount). The Legal-only section remains hidden. During the Review step, the Legal team can access the hidden section through the Edit Information modal and provide the necessary information.
Permissions
| Features | Workflow Designer |
| Permissions | Admin role OR Workflow Designer = Ability to create and edit all workflow configurations |
Configure Sections to Only Display at the Review or Archive Step
- Identify the section you want to display during the Review or Archive step. If the section doesn’t exist yet, scroll to the bottom of the page and click Add section to form.
- Customize the section’s questions.
- Click the Create dropdown at the top of the section and select Review or Archive.
- Save and publish the workflow configuration.
Result
If a section is configured to display only at the Review step, it will not display on the Launch Form. To access and complete this section, click Edit information during the Review step. To learn more, refer to Edit a Workflow’s Properties (Metadata) During the Review Step.
If a section is configured to display only at the Archive step, it will not display on the Launch Form. To access and complete this section, click View and edit properties during the Archive step. To learn more, refer to Edit a Workflow’s Properties (Metadata) During the Archive Step.
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