Select the "Workflows" section on the left menu. Click on the + button to create one. 3 options are possible:
Start from scratch with a blank workflow.
Uploading an existing Workflow saved in JSON file/format, then do the necessary edits
Load a workflow template from our existing directory. That will make you save time as all the questions are predefined.
Workflow name: the name that will be displayed on the mobile app for the user
Standard: for normal data collection
to use if the workflow can trigger a task
A task generator is a combination of two workflows, a generator, and a task
Question groups: groups of questions
A unique value for a group of responses. This serves to avoid duplicate submissions with the same values
Different question types
Open Text - Used for input text fields i.e comments.
Open decimal number - Selected for numerical values input with decimal points.
Open integer number - used for numerical inputs only.
Phone number - Used in question that requires users to capture phone numbers.
Single choice question - Use this question type for questions that require App users to only select one value from a list of values. Covers questions that require a single answer or only one value/options.
Multichoice question - This allows the selection of two or more values from a set of values/options.
Multichoice with None question - Same with multichoice but have a none option which deselects all the options above it.
A single choice on the list - Used when one option is required to be selected from a pre-uploaded list. i.e Outlet visited. (First, you must upload a list via the list tab on the webApp)
Multichoice on list - With this question type, users can select two or more items from/on the list. (First, you must upload a list via the list tab on the webApp).
Picture - Used in/for questions that require App users to take a picture i.e products and outlet pictures.
Signature - Used for questions that require Smala App user to capture signature i.e client's signatures.
Location picker - Used for questions that ask users to capture coordinates. it allows App users to capture GPS coordinates of the exact place they are at any particular time i.e Outlet's coordinates.
Barcode Scanner - Used for Barcode input questions, it allows App users to scan a barcode using the camera of their device.
Time / Date picker - These question types are used in questions that require App users to capture dates or times.
Matrix on list - This question type performs the same action as Matrix but instead of using Question headers, it uses items on list, to use this question type you must first upload items to the list tab. i.e Products.
A matrix can have several sub-questions. To define the sub-question for which the value will be displayed in the recap view on the mobile, click on the toggle “Highlight answer”
A matrix displays items on 2 levels. Level 1 is called “category” and is an attribute that will serve as headers in the matrix, to navigate among the items. The attribute to be served as a category needs to be defined at the level of each matrix question. Only single-choice attributes can be used as categories.
Compute- This question type is used when you want to perform simple calculations on the values inputted on different questions, it entails; Multiplication, divide, subtraction, and addition. From this question type, you can for example know the total amount of sales by calculating price and quantity.
A compute is build using operand
there are several operands
Question answer. Tags of questions need to be picked.
If you want to use an attribute from a list, you need to make sure there is an attribute with a number format in this list.
Operation. Another compute already existing in the workflow
Item attribute. Only available for the second operand if the first operand is a question-answer picking an item, like a single choice on list or matrix on the list.
Several operators can be used:
It is possible to have a compute inside a matrix sub-question, with item attributes as an operand. Which can serve to calculate subtotals for example.
You first need to create an attribute in the list that returns a number when adding a compute that involves a list attribute otherwise no options are displayed for the operands.
With this question, you can display text for the user
The text can be composed of text and also fetch list attribute values, like the price of an item. The syntax to use to include list attribute in there is detailed in this page
question tag - A tag is an internal code to refer to the question. It must be unique, lowercase. When you create a new question, you will be proposed the list of existing tags of the same question types in other workflows of the client environment. This is useful to standardize the queries and reporting.
question text - Text that appears on the Mobile App for users
question required - Defines if a question must be filed before submissions.
Answer text - Text to display once a question has been filled.
List linked to the question - Use to link a question list with the list
Impossible to change the question - Restricts Mobile users from editing/changing question response.
Question description - A descriptive text used to expound or give more details about a question.
Question default value -
Question is hidden - Use to hide questions from Mobile users
Is shareable - If a question has this attribute, it will appear in the submission recap shared on the mobile app user.
Highlight this answer. By ticking this toggle, it means the value will be displayed in the recap of the matrix question on the mobile app
Conditions - Conditions determine when the question will appear.
How to use conditions.
Conditions are built using two operands. It can be:
After selecting the question answer, you will see a modal with all the single or multiple-choice options in the questions, including the ones for the place selected.
The operators can be:
and for integer or decimal answers:
The second operand can be:
constant (number and text)
If you select question answer, a modal will open comparing the values of the answer.
If you select constant, for a single or multiple-choice, the options will be TRUE or FALSE
Questions marked in bold are mandatory
Questions marked with a star have a condition attached to it
Questions marked with an eye icon are hidden from the mobile users
Questions marked with a star and are in bold have both a condition and are mandatory.
Manage questions in the workflow
Create a question.
Click on the + icon. Select a question type.
Duplicate a question
To duplicate a question within a workflow, click on this icon
Then select the tag and label of the question
Rearrange the order of questions with drag and drop
The order of the questions can be changed by dragging and dropping questions within the questionnaire
Edit a question.
Click on the edit icon.
Delete a question
Click on the delete icon
Workflow parameters to be defined:
Attach a list to the workflow. This is to ensure the list is displayed for the users even though no list is included in one of the questions. The lists will appear in the list section.
Edition of submission allowed on mobile? - From here you can define if users should be allowed to edit a workflow after submission. If yes, you can define the hours after which any submission can be impossible to edit. For instance 48 for 2 days.
Link the workflow to a place. If ticked, the workflow will be triggered after the user checks in place of the place list. The first question will then become automatically a single choice on list question with the place selection.
Make sure you edit the syntax of the first question text not to have a default
Submission title template.
Similar to the syntax used to define list attributes, you need to pick the question tags inside $ $ signs.
This syntax will be the one displayed on the mobile in the history section, so it is important it contains relevant info
For example, to have the sales per place, you can define $_name$ - $total_price$
Image for the workflow to be displayed
This will be the picture used as the front cover of the mobile app.
Visibility of the submission
web and mobile. Normal behavior
web. For submissions /tasks generated by the back end
Scope of the submission
It determines which mobile users can view and edit the submission of a mobile user
There are several parameters:
Global. All users of the client
Team. All users of the teams (more than 1 team)
Single team. All users of the team to which the mobile user belongs (only 1 team)
Mobile user. Several mobile users
Single Mobile User. Only the mobile user who submitted the submission
By default, the scope of submission is always set to set to single mobile user. Its good to always make sure the submission is set to this.
Share values of the workflow to an external user
You can see the recap of a workflow submission in the history view and share it with any external user through the messaging app of your phone. It comes in text format, meaning it can be read by SMS, WhatsApp, etc. To share it, you need to click on the Share icon.
The content that is shareable depends on the questions you configure as shareable in the workflow builder. The recap message will also contain the metadata such as the timestamp, the submission ID, user name, etc.
You can add any attribute of the item as shareable information if the item has been selected through a single choice or matrix on the list question. For this use a plain text question and use the relevant meta expression.
This is typically useful to act as a digital receipt for sales to a retailer, field vendor or to be used internally as a proof of transaction.
Use a Place attribute as a condition in the workflow
When using the Place module, the Place selected after the check-in will automatically appear in the workflow builder as the first question. You cannot edit the tag, but you can edit its name.
You can then select any of the attributes of the Place as a question-answer to base the condition on.
Edit, archive, or restore a workflow
A workflow can be edited, archived, or restored using the action buttons.
Restore a workflow to a previous version
On the "Workflows" section, once on a specific workflow, click on the restore (time clock) icon at the right. A window will open, and you can select the previous versions of the workflow to restore. Confirm to restore.
Important checks in creating a workflow
Use the same tag for the same variables
You have two workflows for example measuring sales.
Workflow A is measuring Indoor sales, Workflow B is measuring Field sales. Try to use the same tag for the volume/sales amount in both workflows to make the computation easier.
Test the workflow as an Optimetriks user
Put your Optimetriks email in your mobile user profile before testing the workflow
Don’t let unused tags in single choice/multiple-choice questions
Once the project is going live, we can clean the deleted tags but you have first to clean the workflow
Use compute questions for sales in the workflow but also in the matrix :
We need historical data. Let’s take an example where the price increases. In order to have the operation: quantity * old price, we need to have a compute question in the matrix. Otherwise, we will just have the total price and we won’t be able to do the analysis per product.