The following article describes a feature available in Workflow Builder, which can be found at:
Administration > HR > Workflows
When building a workflow, one of the types of step you can include is a Yes/No step. This type of step gives the recipient to choose either Yes or No to a given prompt.
If the recipient chooses Yes the workflow continues as normal, and any subsequent steps with the 'When should this happen?' parameters set to 'On last workflow action' will be triggered.
If the recipient chooses No there are several options which can be chosen from in order to influence the workflow process. When adding the workflow step this is referred to as the Implication of No. The available options are:
- End workflow
This will mark the current step as declined, skip all remaining steps in the workflow, and the workflow will end.
- Trigger workflow
This will mark the current step as declined and trigger the specified workflow. This should be a task workflow and might be used, for example, to notify the required parties of the workflow being declined. The current workflow will also continue as normal.
- End Workflow and trigger new workflow
This will mark the current step as declined, end the current workflow and trigger the specified workflow This should be a task workflow and might be used, for example, to notify the required parties of the workflow being declined.
- Move to specified step
This will mark the current step as declined, and move the workflow to the specified step, from where it will continue as normal. This can be used to "skip" several steps by selecting a step later in the workflow.
If the selected step is prior to the yes/no step, and the workflow is therefore being moved backwards, then this will result in all steps between the two steps being re-opened and set to pending - even if they have previously been approved or declined, this will be ignored, and they will need to be actioned again.
This could be used where the Yes/No question is checking if an employee has done something correctly, such as completing a form - as they have not filled it in correctly, the workflow moves back to the step where the employee was asked to complete the form and any steps between (if there are any) will then need to be completed again.
If the selected step is after the yes/no step, and the workflow is therefore being moved forwards, this will result in all steps between the two steps being marked as declined.
This could be used when the question asks "does an employee need something" - if you select yes then the next step triggers and you would action what they need but if you click no then you move forward to the next relevant step, and the steps in between are declined.
- Move to next step
This will mark the current step as declined, but move the workflow on to the next step and allow it to continue as normal. This might be used if you wanted to gather opinion from multiple people (using multiple yes/no steps) for example, but did not want a response of no to impact the flow of the workflow.
Further resources on the topic of Form Builder can be found in our Training Video Library, here.