Linked Workflow Sections allow you to display, create, or link related Record data in other Workflows.
Introduction to Linked Workflow Sections
If two Workflows have been mapped to one another, you can include a Linked Workflow Section in the form of a Step to allow users to view or take action on related data.
Linked Workflow Sections are typically used to:
1. Display details of parent Records so that an end user performing work on a child Record has access to sufficient contextual information to perform work in the Step. The image below shows the "Create Mitigation" Step in an Enterprise Risk Management Application. The Linked Workflow section provides information about the linked Risk Assessment for contextual information.
2. Allow a user to create a (new) child Record that is linked to a parent Record. In the image below, the Linked Workflow Section allows an end user conducting a risk assessment in the "Assessments" Workflow to create a mitigation in the "Mitigations" Workflow.
3. Link an existing Record to a new Record. In the image below, the Linked Workflow Section allows the end user to link a Risk from the Risk Repository (existing Record) to a Risk Assessment (new Record).
How to Configure a Linked Workflow Section
1. Navigate to the Step Builder and add a Form Section to your Step by clicking the Add Form Section button.
2. Click Link Workflow to add a Linked Workflow Section.
3. In the Linked Workflow dropdown, select the Workflow you would display information from in this Section.
4. Select a Layout from the drop-down. The Layout determines what data is displayed to the end user. The default Layout displays the Record Name, Workflow, Current Step, Status, and User.
Creating a custom Layout will allow you to capture the data most relevant to your end users. The image below shows the same Linked Workflow Section as the one above, but with a customized Layout.
5. Configure what you want end users to be able to do using the Linked Workflow Section.
1. You can allow the user to create new Record that is linked to the Record the user is working on.
When this option is selected, you will also be able choose the Step in which you want the new Record to be created in (A). Additionally, you can also choose to automatically start the new Record upon creation (B). If this option (B) is selected, when end users create a new Record they will be automatically taken to the page of the new Record, and redirected back to the initial form when they submit the new Record. If this option is not selected, the new Record will appear in the "Linked Records" Section, but the end user will have to click on the Record Name (or another Field Link) in order to fill in details in the form.
The image below shows how the above configuration appears to end users. Users can click + Create New Assessment to create an Assessment Record and will automatically be taken to a page where Assessment details can be entered.
2. You can allow users to search for and link Records that already exist in the linked Workflow. The image below shows how this configuration appears to end users. The end user can click Link to link the Risk Record to the Assessment Record.
3. You can allow users to remove Records that have been linked to the Record.
Additionally, in order to ensure that work in Steps is being completed appropriately, you can require assignees to link at least one Record to the Record they are working on before they can submit it (a). For example, in an Enterprise Risk Management application, an administrator might want to require that the end user link at least one Risk to an Assessment Record before the Assessment Record is submitted so that the Risk Assessment is performed correctly. You can also configure the Section so that all linked Records have to be completed before the Record is submitted (b). For example, an Administrator might want to require that all Mitigation Records linked to an Assessment be completed before the Assessment Record is submitted.
A few considerations for Linked Workflow Sections
When searching for Records in Linked Workflow Sections, the search will return results for ALL Fields in the Workflow, not just those shown on the Layout.
User Group access is not applied to displaying Records in the Linked Workflow Section.