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Configuring form workflow settings
Who is this article for?Administrators responsible for managing permits.
Administrator role and Permits module access are required.
The Form Workflow settings let administrators control how forms move from submission to completion, including automatic notifications, approvals, and completion rules.
1. Understanding form workflow tools
Form workflow settings help ensure that the right people are informed, the right approvals are collected, and that processes remain efficient and compliant.
Example uses:
- In academia, notify the Radiation Safety Officer when a permit form includes isotopes
- In manufacturing, route hot work permits to a site safety engineer for approval
- In construction, automatically alert the project manager when a confined space entry request is submitted
- In industry, trigger an escalation to compliance when "Yes" is selected for "Was there a spill?"
2. Setting up notifications
The Notifications feature automatically alerts users when key form events occur or when specific answers are provided.
When notifications can be triggered
You can configure notifications to send when a form is:
- Submitted – form is submitted by the user
- Completed – all review and approval steps are finished
- Created – a new form is opened or started
- Unlocked – a previously locked form is reopened for edits
- Locked – the form is locked after submission or approval
Notification configuration fields
Setting | Purpose and example |
Triggering Form Question | Defines the field that triggers the notification. Example: Trigger an email when "Was someone injured?" is answered. |
Triggering Question Response | Sets the exact response that sends the alert. Example: Response = "Yes" triggers a safety incident alert. |
Notification Type | Choose Email, SMS, or both. |
User Tags | Select predefined tags (e.g., EHS Team, Supervisor, RSO). Tags must be created in User Tag Settings first. |
Triggering Question (Roster) | For roster-linked fields (e.g., PI or Lab Group), notify based on a roster role. |
Roster Roles | Define roles in the roster (PI, Lab Manager, Co-PI) that will receive the notification. |
Message Settings | Configure From address, Subject, and Body. Use merge tags (%cofe.fieldname%) to include form responses in messages. |
Tip: Use notifications to automate routing and eliminate manual follow-up emails.
3. Configuring approvals (Permit module only)
The Add Approver section allows you to define approval workflows, from simple one-step sign-offs to multi-tiered review processes.
Approver configuration fields
Setting | Purpose and example |
Assign Approver | Select a specific user or dynamically assign based on a form field (e.g., "Select Your Supervisor"). |
Special Approver | Marks the approver as having limited permissions—often for quick certifications. |
Special Approver Action | Label for their action (e.g., "Certify," "Acknowledge"). |
Regular Approver Label / Action | Defines the title and action for standard approvers (e.g., "Lab Manager Approval" / "Approve"). |
Deny Action | Label for rejection (e.g., "Reject," "Send Back for Edits"). |
Special Approver Text | Short instructions for special approvers. |
Approval Order | Numeric order for workflow sequence; negative numbers run before ad-hoc approvers. |
Campus | Restrict approvals to specific campus submissions. |
Approve with Unaddressed Required Comments | Allows approval even if some required comments remain—use with caution. |
Example scenario: In a manufacturing hot work permit, approval order might start with the site supervisor (Order 1) and end with the safety engineer (Order 2).
4. Using complete criteria
The Complete Criteria setting uses smart logic to mark a permit as approved or denied based on a single question's answer—skipping unnecessary reviews.
How it works
- Required Field – any question in Complete Criteria becomes mandatory before submission
- Confirm Response – if the answer matches this value, the permit is considered ready for approval
- Deny Response – if the answer matches this value, the permit is considered not eligible for approval and may be routed differently
Example: "Will radioactive materials be used?"
- Confirm Response: "No" → Permit is auto-ready for approval
- Deny Response: "Yes" → Permit routes to Radiation Safety Officer for extra review
Note: Cannot be used if approval steps are already configured in the form.
5. Following best practices for workflow setup
- Match logic to reality – ensure trigger and criteria questions are clearly worded to avoid false triggers
- Test before launch – use test submissions to confirm routing and notifications
- Document your workflow – keep an internal map of notifications, approval orders, and complete criteria for easy updates