Pause point
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The Pause Point activity gives you the option to pause a workflow, much like the Continue later functionality. However, pause points also provide you with the possibility to have multiple end-users interacting in a workflow. At pause points you define who can access the URL which continues the workflow session from that specific pause point. In that way you could for instance create a loop with two pause points where you could send an application back and forth between an applicant and a case handler, as depicted in the workflow below.
In this example, we’ll demonstrate the pause point with a simpler workflow. We will enable two end-users to enter the workflow at different times. The first end-user will start the workflow, answer a form and exit the workflow at the pause point. Then, in the pause point, we’ll configure an email containing a URL for continuing the workflow. This email will be sent to the second end-user, which then can access the second half of the workflow and finish it. You could also make the continuation URL available through a generated PDF/XML/JSON, through a file transfer to a preferred CMS etc., but this guide will display the email method.
Start by creating a workflow and add a Start Point, a Form activity, a Pause Point, a second Form activity and an End Point to your workflow. If you need help with basic configuring of the start point, end point or the forms, check out the documentation here. If you’d like introductory help with workflow creation in general, see the Build a simple workflow user guide.
Edit the properties for the start point and end point as preferred and connect forms to the form activities. Then, select the pause point to display the Properties panel.
Underneath the Pause settings section is a Notification header with the check box Send email. Check this checkbox to display a simplified interface for setting up an email (which should be familiar if you’ve configured email activities before). Underneath the Subject, From Email and To Email settings, is the setting for the email content. Since we need to send a session specific URL in the email, aka. a workflow variable, we will need to attach that variable to an email template with an input variable, aka. a text generator. Click the Generator radio button.
If you’ve created text generators before, then skip this part. In the left menu, click Text Generator and in the top menu, click New Text Generator.
A pop-up with a miniature workspace view allows you to choose which workspace and folder to add your new text generator. Note: If you have access to more than one workspace, make sure you add it to the same workspace as your workflow (unless you won’t be able to connect them). Give your text generator a name and click Create to open it in the Text Generator Builder.
In the Input variables panel, click the Create button, and give the variable a name. We will connect this variable with the continuation URL of the workflow.
The input variable is listed in the panel along with the type and whether it’s set as optional to use. Double-click the variable to change the default settings. Since we are only referencing a value, and not a complete form or an option source, choose the Value option in the Type dropdown and click OK to exit the settings.
Now, we’ll write the email content and reference the input variable in the Script section of the Text Generator Builder. Navigate to the Script section.
Enter a desired email in plain text and add a dollar sign in front of the name of your input variable, aka. $link.
If you want to check that you’ve referenced the variable correctly, try to save the draft and click the Validate button in the corner. A popup menu will tell you whether your “script” was able to run or not. Remember to save and version the text generator, and then head back to the workflow.
Select Browse and connect the text generator we just created to the notification email.
The generator and version appears along with a Manage button. Click it.
This menu lists all input variables from the text generator and on the right you’re able to connect the variables to either static values or values from the workflow. Select your input variable, choose Value From Workflow and click Browse.
The continuation URL is an intrinsic workflow variable. Expand the Workflow Variables item and select the workflowContinuationUrl variable and click OK twice to close the menu.
Finish the configuration of the email settings. Now everything is set for a second end-user to receive an email and continue the workflow from the pause point. Remember to save the draft and version the workflow to launch and test your settings. Check out the Build a simple workflow guide for assistance with the finalizing of the workflow.
Once the end-user reaches the pause point, the second end-user which you defined in the To Email field in the pause point, should get the following email:
The input variable in the text generator has been exchanged with the connected continuation link. If you would like to test the same workflow, import the attached workflow below (remember to change the To Email):
The import should work for Compose v.8.4.1 or newer.