- Configuring the Template
- *NEW*Add Field Assignment
- Adding Record Types
- Filtered v. Unfiltered Related Records
Related Records allows you to connect workflows to one another. For example, before sending an MSA the counterparty needs to sign an NDA. These two contracts can then be linked using Related Records.
Configure the Template
Under the Form Builder tab, use Add question to form to select Related Records. This will create a new question field in the Launch Form where you can customize the link between records.
This is how the question will appear in the Launch Form. You can then proceed to configure the question.
- Fill out the question with how you would like it to appear in the Launch Form.
- Add the custom field tag. Note: This field is not tagged anywhere in the document, and only the name is editable in the side-panel.
- Add Record Type into the field by clicking into the bar, then adding all possible selections.
Note: In order to make the Related Record input optional, you can put this question under a condition that would not require users to complete one workflow prior to launching the next.
To do so, add a multiple choice question such as: “Does this workflow have a related record?” Then add a condition of “if Related Record is Yes” to when the question is required for the Related Record question.
(NEW) Add Field Assignment
After inputting how you would like your Related Record question to appear, you can now “Add Field Assignment(s).” These fields will pull information from the Related Record and input it directly into your new Launch Form.
Click ‘Add Field Assignment’ to define the link between the fields from the Related Record and fields from the template you are currently working on.
- Select the field you want to pull from the existing record
- Add the field that already exists in your template
Note: The fields that exist in your template need to match the fields from the related record. For example, if you are pulling an Email field from the record, the template field will also need to be an Email type.
When linking the Related Record at the Launch Form, it will appear like so, with the designated fields being automatically pulled in:
Adding Record Types
When adding Record Types in the section labeled ‘select searchable record types’ you can either have filtered or unfiltered options for users.
Filtered Record Types:
Put in select types of workflow records to choose from. This can be only one record if that is applicable. For example, if the workflow type is an MSA, an NDA may be the only related record required.
Unfiltered Record Types:
Leave the section blank to allow users to search for any and all records types that they have permission to view.
Permissions for Related Records
Building the Workflow Designer Launch Form:
If you are not an Admin making adjustments to this on Workflow Designer, you may also have limited permissions to view record types. If necessary, reach out to an Administrator on your account in order to ensure that your permissions include access to all record types.
When Submitting a Workflow with Related Records:
Workflow requesters can only view record types they have permission to see. Permissions for record type access may be granted from the groups' admin page. There are two reasons why a user may see this message:
- The user does not have permission to view the choices set for possible related records.
- The user is searching for a record that has been filtered out.