Call for papers

The first part of this form is a 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.

Next you'll notice that there are three faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the workflow.

The workflow starts when an applicant fills in this form with their personal details and a description of their proposal.

Notify organiser

The conference overseer receives an email informing them that a new proposal has been submitted. All of the details from the first form are displayed in the email for the conference overseer to view. A link at the bottom of the email leads them to review the proposal in the next task. Kotive creates the content of the email by pulling in the applicant's details 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 conference overseer, 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

This form has two conditions:

Activate this task when...
'Role' IS 'Conference overseer'
OR
'Role' IS 'Account Owner'

This form is only displayed to the conference overseer, or to the owner of the account (that's you).
The conference overseer accepts or rejects the proposal.

The conference overseer's decision in this form leads to one of two potential emails being sent to the applicant in the next step (these are the 'Accepted' and 'Rejected' emails).

This is possible because of conditions.

Accepted

The only condition on this form is:

Activate this task when...
'Review' IS 'Accepted'

This email is only sent if the conference overseer approved the proposal in the previous form task.
The applicant receives an email notifying them that their proposal has been accepted.

Rejected

The only condition on this form is:

Activate this task when...
'Review' IS 'Rejected'

This email is only sent if the conference overseer rejected the proposal in the 'Review' form task.
The applicant receives an email notifying them that their proposal has been rejected.