Optional: Making Sub-Lists

Normally, when the workflow type is set to 'Creates New Item', the workflow system will create just one record. Then each stage can fill-in different fields in that record as the workflow progresses.

However there are times when you want to record the same field more than once, and want to keep a record of each value that was entered. To do this, we introduced the 'Separate List Tag' field.

By entering a name in the 'Separate List Tag' field, you are telling the system to store the value for this field in a sub-record of that name. You can store multiple fields in that sub-record. Each time the stage is reached (including when it is jumped back-to) a new record will be added to that sub-record list, and the values transferred into that entry.

Example: Adding a Log

Let's look at the previous workflow where we were dealing with a help desk ticket. At some point in the workflow the technician will want to add a log.

Now this logging process could occur several times, each time the technician wanted to record a log entry. Normally, if we just added a field called 'Details' or 'Notes' and set that, each time they enter a log that field will be overwritten. Instead, we want to add those notes to a list.

So, to do this, we add a field called Details, but also specify a separate list tag of 'Log', like this:

Now, when we publish the application and come to the Log Details stage, in our workflow form we'll see a simple field called 'Details':

But once the record is created, it puts this value into a sub-list of the record:

There is no limit to the number of sub-lists that can be created under a record. And even those sub-lists can themselves have sub-lists, and so on.

You can also select a record field, instead of a simple field, in the 'Field Reference' list and this will add a link to a sub-form in your workflow form. This will let the user fill out the entire record, and that entire record will be added to the sub-list.