Workflows

Applications
Workflows are sorted together by applications to allow users to see all workflows which are relevant to each other for organized data storage.

Getting Started
To create a new workflow, create a new application and give it a name!

Workflow Creation
When creating new workflows, there are a few options to get started:

  • Create a blank workflow from scratch
  • Select a template workflow
  • Upload a CSV file to use an existing table of data

Tables

Tables are the main structure of the Workflow, hosting all of the information, field types, column creation, and allow users to create records all in the same place.

New columns are created inline. There are several field types such as Text, Date, Single & Multi-Select options, Assignees, Email, Number, etc.

Real-Time Inline Editing
Multiple members of a workflow can edit and see changes others make in real time.

Table Navigation

Browsing table data is as easy as clicking and scrolling but sometimes keyboard commands will help you along with your data browsing.

  • You can press enter to submit changes to a cell or click off to save
  • Pressing shift + enter in long text fields allows for you to enter data into a new line in the text box.
  • Jump to the next column with the tab key


Phases

Workflows tables have the capability of being separated into phases which may be used to represent multiple steps in a process. Once you have defined your phases you now will have access to move based automations as well as various options such as adding records directly to a unique phase. Users can drag and drop records to move them through phases or use automations to move them automatically. The easiest way to accomplish moving a record between phases with an automation is done by configuring ways to move records based off of a single option dropdown selection.

Phases can be added by pressing the add phase button.

After pressing the downward arrow next to a created phase you will see options to do the following.

  • Rename
  • Delete
  • Upload a CSV

Modal View

Each record can also be shown in a modal view for richer interaction with the data. Information can also be edited through this view, as well as records from linked workflows. Forms may also be utilized to replace the default modal view.

Linked Workflows

Different workflows can be linked to each other for organized information management by utilizing relational databases. A user may pick single-select or multi-select to show relationships between records.

A new record can also be created within a linked workflow for easy-access!

Lookup Via Report

Once you have defined your link to another workflow, you are now able to start making your selections when adding information to each row record. What is interesting about this feature is that it allows for you to make your determination for records to add based off of reports that have been generated in the other workflow table. If you have made any conditions for these reports, you will also be able to edit them on the fly to help filter your selection making process.

Mirrored Fields
After a user has linked a workflow, they can add a Mirror Column of the linked table to retrieve additional information to the current workflow.

For example, from the “Countries” workflow, you may also want to view the “Language”. The “Language” mirror column will automatically be filled out when you select a country.

Templates

Workflows can also be saved as Templates for future use. This will allow for an easy way to create a workflow which has similar functionality to a previously built workflow

Workflows can be Submitted to the Template Library by selecting this option shown in the top-right hand side of the workflow interface.

Permissions & Administration

To add users to the entire WorkMap, User Administration is accessible through the user icon in the bottom left of the page:

In User Administration, there are 3 types of user permissions to choose from:

  • Owner for managing users and billing
  • Admin for managing users
  • Member roles will be determined by specific workflow settings shown below under workflow Permissions

To invite new users, simply enter their email address and select the type of user.


Workflow Permissions
To add users to a specific workflow, select the user icon in the top right:

To setup the default permissions for all members, select one of the options:

Private

  • If the admin would not like to have every WorkMap team member to have access to a specific workflow, they can select the Private access option. This will allow them to enter specific users for their workflow access.

Public
Setting the workflow as Public will allow any user who is added to the WorkMap Portal through the Administration section (shown above) to be able to see the workflow.
There are several types of permission levels for members:

  • View Only members can see records and reports but are unable to edit them.
  • Limited View members cannot edit records created by others except records assigned to them
  • Content Editors have full access to the workflow except user permissions
  • Admin have full access including workflow permissions

Data Importation

Workmap csv importation instructions

Access File Importation – Tips & Tricks

Impacts of Referential Integrity

If your relationships do not have referential integrity enabled between the links found inside of Access’ database tools and relationships, you will notice post importation that the relationships will not appear to be linked. There are two options to correct this, one is to enable this setting for your relationships and re-import, or you can use our link to existing workflow setting to define the relationships directly inside of the workmap product! The recommended process for this is to select the foreign key in the table of interest and select link to workflow, once you do this you can select the table that stores the primary key or unique identifier you wish to connect with.

Handling Password Locked Databases

When it comes to importing databases into workmap from access, sometimes databases can be password protected and this unbeknownst to the end user can impact the success of the import process. In order to solve this issue the user must first remove the access files database password. To accomplish this, it can be done in a few simple steps.

Step 1: Launch access and go to file then open.

Step 2: In the file explorer browser beside tools select the option Open Exclusive after highlighting your access file.

Step 3: In the main-menu under info you will see an option to unlock the database, please enter the existing password in to remove the lock from the file.

Converting a database from .mdb to .accdb

Performing a conversion from .mdb to .accdb is a very straight forward process, in order to do this successfully, all open objects in the table must be closed before going to save as and selecting the .accdb file type. In some cases where clients have switchboards or things that open by default, to circumvent this you can change the following setting. Inside of Access’ file main menu under options, please select current database. Once you are there you will see display form. Set this option to none. After saving and re-opening the file, you should have no issues converting the database.