Overview
The Pass back functionality in FlowForma allows a form to be returned to a previously submitted step when updates or additional information are required. This rule automatically passes the form back to a specific step when the conditions configured in the rule are met.Use cases
- Updating critical information entered earlier in the process
- Requesting missing information
- Adding comments or clarifications
Prerequisites
You can only pass a form back to steps where Allow passback to this step has been enabled in the step settings.How it works
When a form is passed back:- The form reopens at the selected step in editable mode.
- The user must resubmit that step after making the required changes.
- The workflow then continues from that point onward.
Configuring the rule
Title
The first part of the business rule lets you define a title for your rule and select the event on which it operates. The default title is the standard FlowForma rule name; change it by deleting the text and entering your own. In the event field you determine when the rule is executed. For a flow this can occur when the form is loaded, started, or completed. For a step this can occur when the step is started, saved, or completed. For questions it can occur when the question is updated.Rule conditions
The second part of the business rule lets you set conditions. These are not required, but if entered they control when the rule is executed in relation to other items in the form. For this type of rule, conditions define when passback should happen. For example, if a new holiday request is submitted but the employee doesn’t have enough remaining days, the manager can reject the form. Instead of using the passback button, you can configure the rule so that if the answer to the “approve” question is not “yes”, the holiday request is automatically passed back to the employee who submitted it.Rule actions
- Select the step to return to: all steps prior to the current step are listed. If a step is greyed out, Allow passback to this step has been disabled in that step’s settings. If the selected step is part of a parallel group, all parallel steps are activated. If you pass back from a parallel step, all other steps in the parallel group are cancelled and the form is sent to the selected step.
- Stop execution: if enabled and this rule executes, no further rules execute.
- Enabled: toggle this option to enable or disable the rule without deleting it.
- Enable audit: if checked, a record is added to the audit trail when this rule executes. This option is available when the Compliance feature pack is activated.
Important notes
- The passback rule does not generate an automated email notification. To inform the step owner that the form has been passed back, create an additional Send email rule.
- When a form is passed back, whether via this rule or the passback button in the step footer, Step started rules on the destination step do not execute.