By now you are probably familiar with how to use steps to create your processes. If not, we suggest reading the corresponding tutorial before going through Actions.

Step Tutorial

In this tutorial we cover

Basics

Action Types

Data Reference


Basics

While steps define the overarching structure of your process and their owners, actions are detailed input fields required to complete the step (work instructions, data inputs like customer ids etc.). You saw this when you created the action "Provide customer id" in our "Master Data Change" process example. Each step can consist of multiple actions and an action can be flagged as optional.

In our previously used Master Data Change process the step "Provide details of change" consists of three actions.

When a process instance is running, the step assignee will see this view.

You can change the order of the actions by using drag-and-drop. Additionally you can delete and duplicate actions.


Action Types

You can choose from a range of different actions. They all require some form of input by the step assignee. An exception is the Instruction action. This action allows you to give more context about the task to the step assignee and does not require any input.

Action Type

Description

Address Input

Fields for street, ZIP code and city

the address validity is not checked automatically

Checklist

List with items that can be checked off

Date Input

Entry for day, month and year

File Upload

Enables a range of file uploads

Image Upload

Enables image file uploads

when on mobile it automatically opens the camera

possible to embed image in later steps by using data reference

Instruction

Non-interactive field to share information

Single Value Dropdown

Dropdown with only one selectable item

Multi Value Dropdown

Dropdown with multiple selectable items

Radio

List where only one item can be selected

using data reference, this field is useful for triggering conditional steps

String Input

Single line text field for short text input

Signature

Field which allows users to add their signature

Text Input

Multiple line text field for long text input

URL Input

Field where clickable URLs can be added


Data Reference

Actions often build on top of information provided in previous steps. For the "Master Data Change" example it would be useful to show all the information entered by the customer support agent to the data specialist, especially the proof of address. Also at the end of process instance the customer support would like to access the proof of address change that the data specialist submitted in a previous step.

Let us build this logic together by using the data reference feature. Data reference can be accessed on the configuration of every step, by clicking the curly brackets

To display the proof of address, customer id and new address, enter the process editor of the Master Data Change process and configure the Instruction action. Click on the curly brackets and choose the field that you want to reference

You can proceed in the same way to reference other fields. When the data specialist will execute the step in a running process instance he will be able to see all information that he needs.

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