Request training

The first thing you'll notice on this form is a big paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

This form has one condition:

Activate this task when...
'Role' IS 'Employee'

Only employees can view and complete this form.
The workflow starts when a logged-in employee fills in this form.

Notify supervisor

The supervisor receives an email detailing the employee's request for training. They are instructed to approve or deny the request in the next task.

Kotive creates the content of this email by pulling in information from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the supervisor, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

Review request

The condition for this form is:

Activate this task when...
'Email' IS '{user.email:{field.value:c1d6cb13e70a4ec7acaebca23ec9b1a4}}'

This form can only be viewed by the supervisor chosen by the employee in the 'Request training' form task. This is possible because the condition makes use of a dynamic field tag, which checks the email address of the person chosen by the employee. The condition then compares it to the email address of the person who is currently logged-in and attempting to view the form.
The supervisor views the details of the training request, and approves or denies the request.

Notify employee denied

This email contains one condition:

Activate this task when...
'Is the request approved?' IS 'Deny'

This email will only be sent if the supervisor denied the request in the previous form task.
The employee receives an email notifying them that their training request has been denied.

If the request was denied in the previous form task, then the workflow is over as soon as this email is sent.

Notify employee approved

This email contains one condition:

Activate this task when...
'Is the request approved?' IS 'Approve'

This email will only be sent if the supervisor approved the request in the previous form task.
The employee receives an email notifying them that their training request has been approved. They are instructed to move onto the next task (as soon as the training is over) and upload proof of the completion of their training.

Proof of training

This form has the conditions:

Activate this task when...
'Email' IS '{user.email:{field.value:5412888ca4824092bc7d29a2e7bda0d7}}'
AND
'Is the request approved?' IS 'Approve'

This form can only be viewed and completed by the employee who was selected in the first form, 'Request training', and only if the request was approved in the 'Review request' form task.
The employee uploads proof of the completion of their training, and then pastes the link to the uploaded document in the field provided.

Notify supervisor

The supervisor is notified that the employee has uploaded proof that they've completed their training. They are instructed to verify the proof in the next task.

Has the training been completed?

The only condition on this form is:

Activate this task when...
'Email' IS '{user.email:{field.value:c1d6cb13e70a4ec7acaebca23ec9b1a4}}'

This form can only be viewed by the supervisor chosen by the employee in the 'Request training' form task. This is possible because the condition makes use of a dynamic field tag, which checks the email address of the person chosen by the employee. The condition then compares it to the email address of the person who is currently logged-in and attempting to view the form.
The supervisor reviews the proof of completed training, and indicates if the training has indeed been completed, or hasn't.