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Usage Instructions with Example

This page walks through a typical formsflow.ai use case for a municipality processing business licence applications. It covers the full lifecycle, from form creation to application submission, review, and approval.

What You Will Learn​

  • Setting up users and roles
  • Designing an application form
  • Submitting an application
  • Reviewing and approving submissions
  • Viewing application metrics and insights

Actors in This Use Case​

  • End User : A citizen or business submitting an application
  • Business User : City staff responsible for reviewing applications
  • Designer User : City staff responsible for form & flow design

1. Setting Up Users and Roles​

Users and role management is handled using Manage > Users & Manage > Roles

Refer Roles and Permissions for more information about roles and permission.

Roles​

These are the roles that will be created:

RolePrivileges
formsflow-designerCan access the form design interface ( Designer User )
formsflow-reviewerCan access task list, forms, metrics, and insights ( Business User )
formsflow-clientCan access and submit forms ( End User )

Users​

NameRole
Peter Wattsformsflow-designer
Nancy Smithformsflow-reviewer
David Langerformsflow-client

User Setup Steps​

  1. Create users in formsflow using Self-Registration Method explained here
  2. Assing Roles to Users using Manage > Roels page.

2. Designing a Business Licence Form​

Performed by: Peter Watts (Designer User)​

There are two option (a) Import existing form (b) Build a new form.

Import a form​

  1. Download the business-license-example.json from this Github repo.
  2. Log in as Peter Watts to your formsflowa.i instance.
  3. From Design > Form page click New Form.
  4. Click Import and then select business-license-example.json downaloaded as part of step #1.
  5. Click Confirm and Edit form. This will import the layout and flow components of the form.
  6. Click Publish to make the form available to end users.

Build a new form​

  1. Refer this video to see how to design a layout.
  2. Clikc Flow and create the desired flow.
  3. Click Publish

3. Submitting the Application​

Performed by: David Langer (End User)​

  1. Log in as David Langer
  2. Goto Submit > Form, identify the Business License form and click Submit New.
  3. Fill the form and click Submit

To review submissions​

  • Goto Submit > Form, click Submissions tab view all submissions.
  • Click View Submitted Form to open a read-only submission OR
  • Click the View Details to view tabs:
    • Details: Generic metadata for submission
    • Forms: read-only submission
    • History: submission progress
    • Diagram: shows BPMN workflow (based on user permission)

4. Reviewing and Approving Submissions​

Performed by: Nancy Smith (Business User)​

  1. Go to Review > Tasks
  2. Click on the task showing on the left hand side. Correspoding form will open on the right hand side.
  3. Click Assign to me.
  4. Approve or reject the application using the provided options.
  5. Click Submit.

Review statuses can be configured in the flow designer.

Application Status Update​

  • Approved or rejected status will be shown in the History tab.
  • End user can also see the updated status.
  • Each history entry can be opened to view the form state at that step.

5. Viewing Metrics and Insights​

Metrics Dashboard​

  • Displays a pie chart of application statuses over time.
  • Only accessible to reviewer users.

Insights Dashboard​

  • Displays interpreted application data.
  • Configurable via Redash.
  • Supports graphical dashboards for application analytics.

Need Help?​