I have used Create/Update Type workflow for Create Contractor or Update Contractor workflow and when a performer clicks on these workflows, a pending request is created even if performer doesn’t fill the form or without completing the request. This seems to causing lot of confusion for the end-users.
Is there a way to avoid creating pending request when performer doesn’t provide the required information.
Could you post a screenshot of the Workflow configuration? (Feel free to block out anything / action descriptions that you don’t want to share)
I am guessing you have steps configured like:
In a case like that, the sessions is already “active” when it gets to the Request Form action - its waiting for the Request Form to be submitted. So, if the user does not submit the Request Form, the Workflow Session will stay “active” and waiting for the Form to be submitted. We have no way of automatically closing a sessions if it is waiting on a User’s input.
If a User starts a workflow, but does not want to continue it - they should use the “Cancel Request” button when in the request so that it is closed properly.
Hi @ZackTarantino-Woolson Yes, my workflow has set attribute value action as a first step, here is the screenshot of it
Is there a way to automatically close the sessions which are pending for let’s say 7 days, just the request where form has not been submitted?
Also, if the workflow contains Request Form as a first step and then set attribute value action as following step, will it behave the same way, in terms of creating a pending request even when the form is not submitted?
There is no automated way to close out old sessions - at least not natively in the product. The /Workflow_sessions API endpoint could be used to pull a report of sessions that are Pending Request - so you could set up some kind of external script or application to pull that data. Otherwise, Admins could review Pending sessions within the application periodically and cancel sessions that are old.
If a Request Form is the first step - The behaviors would be the same if they submit that first for but don’t submit the second one.
Zooming out, when a Workflow is run, a Request (or “Session”) is created - essentially while the first Action is executing. If the first action of the Workflow is an action that does not need User input (Like REST API, Set Attribute Value, Auto Assign, Notification, etc), the session is generated as the action completes. If the Action requires input (Request Form), the session is not generated until the form is Submitted.
You can see that difference in the page URL when running a workflow. If the workflow has a Request Form (or similar) as the first step, the url would like /workflows/b4c1a1cf-efd5-4f7c-9297-5ac4cf585bfc/workflow_sessions/new. On a workflow like yours, you might see the url like /workflows/226e8387-dc08-4607-a53f-7391828dc50b/workflow_sessions/f0d00f2c-c011-433a-a4f7-0a6c499ed47f
If the User backs out of the Workflow when the session is not yet generated (its in “new” still), there will be no hanging Pending request. If the User back out of the Workflow after a session is fully created, it will stay as Pending until someone (the user or an Admin) cancels/closes the Session.
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