Parts of the Form

In general, most workflow business process (BP) forms consist of three major sections:

You can minimize and later expand a BP form. For example, you might want to minimize the General and workflow portions of the form to avoid scrolling through many line items.

Toolbar: The workflow BP form has a toolbar at the top of the form. This allows you to access all parts of the BP form, such as the Upper form and Line Item Details, and has the following buttons in the upper-right corner:

After you are done working on the BP form, select Send to route the workflow BP to the specified recipients. You can select Save to save a draft of the form, so you can work on it again. When you have completed work on the business form, select Close.

Note: The Close action does not save the information on the form. To save the information, you must select Save before you close the form.

Additional Elements of the Form

Upper Form: The upper portion of the BP contains the basic (General) information that the form is managing, such as the name of the record and its description, who created the record and when, and other general information. It may also contain fields for referencing other forms, and it may contain fields that are required for specific functionality. This is an example of an upper form for a BP type called Work Orders:

Workflow or Action Details: This section appears in the middle part of workflow BPs. It is for viewing or assigning the next assignee in the workflow or shows the last person who acted on it. Depending on how the workflow has been set up for the BP, the next assignees may be predetermined, or you may be able to choose the next assignee or send a copy of the BP to another user. You can print workflow progress using custom print.

Non-workflow BPs do not have an Action Details section.

When you finish a form, selecting Send will show the Workflow Action Details window. The To: and Cc: buttons are active after you select a workflow action in the Workflow Actions drop-down list. If the Contact Lists feature is enabled for the BP and the step, the Contact List option is also active.

Note: If there is only one possible workflow action for a step, the action is auto-populated in the field.

You can track a step through the workflow by selecting the link Workflow Progress tab in the right pane.

In Classic View, select the notepaper icon next to Task Notes in the Action Details section to add notes to the routed task. These are notes for the task recipients.

Content or Lower Form: The lower portion of the form contains the details and main content of the record, such as line items, file attachments for Document-type BPs such as transmittals or submittals, or comments or instructions in text-type BPs such as RFIs. Simple-type BPs do not have a Content section.

The lower form of certain BPs may be organized using multiple tabs. The BPs that support tabs in the lower form are:

The toolbar in the line items log contains the following options:

The gear menu () for each line item contains the following options:

About summary line item

Example

When a subcontractor wants to provide input related to the cost of a Change Order, the subcontractor can add summary line items to the change order without being able to see the cost breakdown structure that the contractor, or the owner, is using. The contractor, or the owner, can then review the summary line items and add them to the cost breakdown, for each of the summary lines added by the subcontractor.


Last Published Friday, October 17, 2025