Workflows are sorted together by applications to allow users to see all workflows which are relevant to each other for organized data storage.
To create a new workflow, create a new application and give it a name!
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 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.
Long Text Fields
Each row is capable of storing 16,000 characters in total. A basic short text field is limited to 256 characters. This means that roughly 62 short text fields are capable of being created, but sometimes a short text field is not enough to support longer strings of text. In order to accommodate this, the user may pick between 1000-16,000 and a unique 100,000 character length long text field. This special selection does not go towards the 16,000 character total due to a unique process for storing the data. In most cases we recommend that the user selects the 100,000 character length unless they need instant search capabilities. If that is the case we recommend using the smallest long text field option that supports your data requirements so that the 16,000 character row total is not reached.
Scheduling Data Type
Users can schedule dates and times for appointments using WorkMap’s built-in scheduling system. The scheduling feature can be used internally as well as externally through embedded or public forms. By selecting the Schedule field type, users can choose whether to use the time range or date range to book appointments. If the time range is selected, constraints must be set for which days and times are available. Several days and time ranges can be set up for availability. Users must choose a field from within the workflow table to be the main resource for availability. Scheduling conflicts arise when two same times are selected. WorkMap resolves this issue by giving the option of blocking off times that have already been selected. The length of time slots can be increased or decreased based on how long the appointments should be.
Real-Time Inline Editing
Multiple members of a workflow can edit and see changes others make in real time.
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
Columnar Math Functions
Numeric fields have the capability to calculate in various ways which dynamically adjust to filters in place.
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.
- Upload a CSV
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.
WorkMap’s commenting feature allows users to communicate via comment conversations through specific records.
To enable commenting for records, click the small message icon on the right side of the table. By confirming your choice and clicking yes, you acknowledge that the feature cannot be disabled afterwards.
You can now comment on records. Open a record’s pop-out modal and start commenting on the right side. Your comments are tagged by date and time. You can add as many comments as needed and anyone who has access to the records can write a comment.
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.
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.
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.
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:
- 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.
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
Your data can be exported via .csv at any time either in the main table of each workflow or through reports via .csv file.
CSV Import/ImportationWorkmap 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.
This section is designed to allow for your workflow applications to have a quick access panel to commonly used reports, embed images, text, and to generate various types of charts based off of the data you have stored.
The landing page allows users to select specific data elements they want to see when opening up WorkMap. By default, when users login to WorkMap, they see all their applications in one page. The option to create custom landing pages allows users to refine their navigation experience and get quick access to specific applications, reports, forms, and more.
To create a landing page, click the green Landing Page button at the top of the homepage. The Pages drop-down lists the different pages you have created and gives the option to create a new page. To design the new page, click edit. Users can populate the page by adding single or multiple columns. Within these columns, users can select and label a variety of elements:
App – Link an application. The Link to Dashboard option creates a straight link to the application dashboard instead of the workflow.
Workflow – Link a specific Workflow from an application.
Form – Link a specific form from one of your workflow tables.
Show Report – Show a specific report created in one of your workflow tables.
Link Report – Link a specific report created in one of your workflow tables.
Chart – Create custom charts (pie, line, column, bar, area, scatter) using data from one of your workflow tables or reports.
Header – Add a Header text.
Text – Add text for announcements, notes, URL links, etc.
HTML Block – Add HTML code to embed web pages.
Image – Upload an image.
Page – Link another Landing Page.
The first created landing page can be set as default by clicking the Pages drop-down and toggling Enable Page. To restore the original homepage, toggle Disable Page and click the blue WorkMap logo on the left side.