Top tips for using Kotive

1. Pull-in field values from earlier tasks.

You can pull-in field values that originate from earlier tasks into a new task by typing a curly bracket { in a field in the Designer. A list of fields from other tasks appears. Continue to type the first couple of characters of the desired field’s label and the list will reduce to the matching fields. Press ENTER to select the field to be inserted.

This will save the correct technical details in the field.

And as soon as you click outside the field you will see “human-friendly” field labels.

Learn more about the different dynamic field tags.

2. Set conditions to be activated by a task in the future.

By using conditions the workflow is able to revisit a task that is found within an earlier level and thus follows a non-linear route through the tasks. See the adaptive workflow video (3:41) on how to set this up.

3. Fine tune access control and permissions.

Use a combination of roles, conditions in workflows and the structure within Kotive to give or restrict access to workflows and end-users’ data.

4. Options for conditions are dynamically created

The field options for conditions are automatically obtained from tasks in the workflow. As you add more tasks and fields to your workflow, they will become available as options in the select/dropdown where you specify a task’s conditions. When selected, the conditions will check against the value of this field in order to determine and influence the flow of the workflow.

5. The 3 rules of flow

Understanding these 3 rules will enable you to design complex and non-linear workflows.

Rule # 1

A workflow has a natural flow from top to bottom.

In order for the flow to proceed to the next level, rules 2 & 3 need to be met:

Rule # 2

For each level at least 1 task must have been completed.

Rule # 3

For each level all tasks whose conditions have activated them need to have been completed.