Dynamic Data replaces the term 'Tag' but the functionality remains consistent. Use information collected within your workflow to personalise automated actions. Use Dynamic data to draw on your Arbor or Custom roles to ensure your workflow reaches the right people every time. Assets such as files and links can be pulled into your workflow from your settings area using Dynamic data.
What is Dynamic data?
Dynamic data allows you to reference information that has been collected as a part of your workflow or can relate to Roles or Assets that have been uploaded into your school settings. Dynamic data works like a mail merge and is a tool that help to make workflows tailored to the process at every run.
Let's take a look at how to do this step by step below.
How can I add Dynamic Data?
Adding Dynamic data is easy. As you feed more information into your workflow, it is working in the background, storing this information, creating links to each piece of data. This allows you to refer back to previous pieces of information throughout your workflow.
What does this look like in a workflow?
In the example below, our initial trigger form is used to gather information about a new starter. The first question asked is ‘Candidate title'. Once provided, this information will be stored as Q1, and will be ready for us to reference in other steps of our workflow.
Let’s assume that the trigger form has been completed and we are ready to trigger the rest of the workflow.
Now, we would like the Hiring Manager a notification asking them to complete the New Starter Questions.
We can use Dynamic Data to specify which recipient we are sending this to as long as we have either collected it as part of an email question at a previous step, or, have the role set up.
Simply click into the 'Who should complete this form' bar and a drop down menu will appear. From here, you will see the available recipients either from data collected in the required field within the workflow, or, from your available roles. You can select the relevant recipient without needing to manually enter their details.
Additionally, in the body of the notification (instructions), you will see that tags have been added to reference the information that was gathered as part of Step 1.
This information will change depending on who completes the form. Dynamic data is being used to ensure that Arbor Workflows knows where to grab the missing information from each time the workflow runs.
This means that the workflow works contextually every time. Not only with the data and information added into the trigger form but also if you are running the workflow for multiple schools it knows who data to pull on from your Roles.
Each time you would like to use Dynamic data, you simply need to type '@' on your keyboard to open the Dynamic data selection. This means you can continue your flow when writing instructions or text. You can also select 'Add dynamic data' in the left-hand corner.
With either of these options, a reference library will appear.
This will house the data you can use: Workflow step data, Assets, Workflow details, Staff roles, Workflow roles and Custom Text. From this menu, you simply select the relevant information and your dynamic data will be added.
Some fields will only accept one type of data input, such as recipient bars, and therefore will only show the tags that fit the expected data input.
Now that you know how to access your Dynamic Data, you can add them into any workflow steps that you create as well as referencing them in any updates that you are creating.
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