Defining a Form with Conditional Workflow (Advanced)- Conditional Category – Vitre Support

Background:

The Vitre App system allows form managers and admins to define a form with an optional and advanced workflow - a conditional category.

In such a process, a form can be defined so that some categories are displayed, hidden, or presented under certain conditions - for example, only when all previous categories have been answered or based on specific answers chosen by the user.

Additionally, it is possible to define who will be responsible for answering each category separately, a specific user defined in advance or the user responsible for the equipment/location on the form, managers, etc.

To pass the form to the next user in the process, it needs to be submitted (online), meaning each user will fill out the presented categories. Using the web or the application, they will then click "complete form". Next, the system will check if there are additional categories to display and direct the form to the next responsible user.

Starting from August 2023, and in a graded manner, you can set an immediate conditional category (AdHok) that can be displayed conditionally to the user during form filling! Even before pressing "Submit".

Preconditions:

What can be done with this capability:

You can define workflows in which some categories (a set of questions and answers) will require or not require an answer depending on the answer to previous questions.
You can define who is responsible for answering a specific category (if presented).

How to perform:

Much like with any form, categories (question group) can be defined, and under each category, multiple-choice questions can be added.
After defining the category, click on the category's pen icon.
In the screen that appears, the details of the category will be shown, and its name and appearance can be changed.
In the "Presentation" tab, you can change the display options of the category.
1. Always displayed
2. Never displayed
3. Conditionally displayed - choose this option if you want to manage the form conditionally and in an advanced manner.
Now you can choose the conditions for displaying the selected category.
1. Only if all previous categories have been completed.
2. Or only if specific questions have been answered properly.
Now you can choose who will be the responsible user for this category:
1. For a specific user defined in advance.
2. Automatically the user who manages the equipment, location or employee defined in the form.
3. Automatically the direct manager of the user who manages the equipment, location, or employee defined in the form
4. The user who initiated the response to the initial form
5. The current user immediately - the conditional category will be displayed immediately to the current form filler during form filling if the conditional category meets the conditions. Starting from July 2023.
You can choose whether when this category is answered, all previous questions are for viewing only, or whether they can be edited.

Please note:

For a form to display the next dependent category to a defined user, the previous user first has to submit the form. Only if the category was defined for the user as current immediate Adhok, will it immediately be displayed for the current form filler.
For every completion of a form by a user of an employee during a dependent job, the system will check whether there is an option to display the following category. In case there is more than one category to display to the same user, they will be displayed one after the other.
In case a form addresses the user that manages the equipment, location etc., and the equipment or location were linked to more than one user, the system will address one of them randomly.
If the equipment or location does not have any defined managers, the system will search for a manager of the parent location, and so on until it reaches the highest location. In case a responsible manager wasn’t found for any of the locations, the form will be addressed to an admin (assuming that no entity managers were defined in the system and there is a need to perform a correction).
In case the option to edit previous categories was selected, all previous users in the form can edit their answers. If they do so, the responses for the form will be saved and not deleted, but the process will reset and will require re-confirmation of all the following categories.
While answering a category, at any stage:
- It is possible to send a Webhook.
- A PDF file will not be created.
- Notifications and emails will not be sent.
- It is possible to link (HTML) to display the form responses.

What is the difference between a form with conditional workflow, a "Send To" and a form with follow up actions?

The capability to define a process

	Send to	Follow-up actions/ follow-up form	Conditional workflow (Advanced)
How to define	Explanatory document	Explanatory document
When will the follow-up action be displayed	Upon completing the form, the form filler will be able to choose the next responsible party.	Upon completing the questions, the follow-up action will be assigned to a specific predefined employee.	Upon completing the questions, the form will be assigned to a specific predefined employee.
The follow-up action can be directed	to a predefined employee list	To a specific employee according to the law by name or by affiliation to a location/equipment.	To a specific employee according to the law by name or by affiliation to a location/equipment.
Who will the follow-up action be shown to	Manually to the selected employee	Automatically to the employee specified by the law	Automatically to the employee specified by the law
Can the recipient modify previous answers in the form?	Yes	No	it is possible to define whether the recipient can edit previous answers or not.
Who will receive a notification about a pending process?	employee receiving the email	The employee receiving the email/SMS	Coming soon.
Can additional notifications be defined?	Yes, at the project form level. Yes, at the question level.	Yes, at the project form level. Yes, at the question level.	Project form level - no. Question level - yes.
When will a summary email and PDF be sent	Only upon completing the entire form.	A summary email with PDF will be sent upon completing each section.	Only upon completing the entire form.
Form association with projects	It is mandatory to define a project.	It is optional to define a project	It is optional to define a project.
Integration with an API.	The initial form can be sent through the interface but the follow-up action cannot be completed.	The initial form can be sent through the interface but the follow-up action cannot be completed.	The API interface can trigger the original form, can receive updates upon completing each category, and can also complete the form

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