Configuring Actions for Process Workflow Steps

Learn how to configure actions for process workflow steps to customize user actions in a process form.

How does it work?
You can customize actions for both initiators and approvers of a process.

Restrictions Actions: 
Let's consider a scenario where Sarah uses a process form to conduct weekly quizzes for her trainees. To ensure that once a trainee submits a form, they cannot withdraw the item, Sarah can hide the Withdraw action from the permissions section.

Customizing Actions: 
Similarly, Sarah wants to rename the Submit action for the approver to Verified. She can do this in the Advanced settings of the action and customize the name.

To customize the actions of workflow steps in a process form, 

1. Click Edit process > Permissions.

2. All the workflow steps for the process will appear on the right side of the screen. Select the step for which you want to customize actions.

3. Scroll down to the bottom and click Configure actions.

4. You will see a list of actions for that particular step. Each action has a show/hide option, which you can use to control its visibility.

5. To update the name of an action, click Advanced. This opens a pop-up with a list of options for you. Select the name of your choice to rename the action. 

6. Select Custom from the dropdown and enter the preferred name in the Custom Name field to name the action with a custom name of your choice.

7. Once you have entered the custom name, click Save.

Pro Tip: You can also add validations to these actions based on the data in any field in the Advanced settings. The form's field validations will still apply. However, this is useful if you need to use a system field or if the values are dynamic throughout the workflow.

Read more about configuring actions for process workflow steps here.

Anandhan K Krecommended tailoring action names to ensure that only relevant actions are visible to both initiators and approvers. This practice also allows us to adjust action names according to the specific context of the process form.