Working with form submission workspaces in Creator Studio
Summarize
Summary of Working with Form Submission Workspaces in Creator Studio
After building your app in Creator Studio, form submissions are managed within a customizable Form Submission Workspace. This workspace allows fulfillers to efficiently track and manage requests from various apps they are assigned to, enhancing workflow and response time.
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Key Features
- The Request App Workspace consolidates submissions from all apps, allowing fulfillers to view requests categorized by app.
- Fulfiller access is granted through the ServiceNow AI Platform, specifically through the path: All > App Engine > Request App Workspace.
- Default filtered lists (Open, Open – Unassigned, Closed, All) provide quick access to submissions, with the option to create additional custom lists per form if needed.
- Fulfillers can utilize the "My lists" feature for personalized list management.
- Access to analytics dashboards in the workspace allows monitoring of app performance, including metrics on open requests and related tasks.
Key Outcomes
By customizing the Form Submission Workspace, app owners can enhance the user experience for fulfillers, ensuring they have quick access to relevant information. This customization leads to improved request management and better overall performance monitoring through the Analytics Center. Understanding their permissions is crucial, as fulfillers will see different categories based on their roles, ensuring they focus only on relevant requests.
So, you’ve built your app, and people are submitting requests through it, that’s great! However, you might be wondering where those requests go after they’re submitted. Short answer is they live in a form submission Workspace, which you can customize in Creator Studio to suit your needs.
A little more about workspaces
The Request App Workspace holds form submissions that come in from each of your apps. Fulfillers (remember, these are the people who work on requests) can access the workspace through the ServiceNow AI Platform and see submissions for all the apps they're assigned to.
Each app that you build in Creator Studio has its own category in the Request App Workspace, regardless of how many forms or automations it has.
As the app owner, you’re responsible for the look and feel of the workspace that the app's fulfillers use. Thankfully, the workspace should be ready to use out-of-the-box, but you can also customize it on the Form submissions tab of your app in Creator Studio.
When you open the Form submissions tab, you’ll see some filtered lists that appear in the default workspace. These filtered lists (Open, Open – Unassigned, Closed, and All) are intended to give fulfillers a quick view of all the form submissions. You can add more filtered lists as needed, for example, you could add a filtered list for each of the app's forms or for cancelled requests.
If it would help your fulfillers to have additional categories, you must ask your admin to add them using the List Category [sys_ux_list_category] table on the ServiceNow AI Platform.
Creating new lists to support multiple forms
When fulfillers open the workspace to view an app's form submissions, the default "Open" list displays all open requests made through the app. However, if you have multiple forms in your app, fulfillers might find it easier to have separate "Open" lists for each form in the app. In that case, you should create new lists for each separate form and name them after the forms. Find out how in Add a filtered list to a workspace in Creator Studio.
Alternatively, fulfillers can use the "My lists" feature in Workspace to create custom lists that fit their needs. Tell them how to using Create My Lists in workspace.
How fulfillers access submitted forms in Workspace
What fulfillers can see in the Request App Workspace depends on their permissions. For example, admins can see workspace categories for all apps built in Creator Studio. However, most users just see only the workspace category for their particular app.
When fulfillers view a record for an individual request in the workspace, the Catalog tasks tab displays the playbook that you configured in Creator Studio.
Fulfillers or admins may also want to monitor the app’s performance as requests come in. This is where the Analytics Overview in the Request App Workspace is helpful! On the Analytics tab, each app has its own analytics dashboard that shows applicable data, like how many open requests you have or what tasks are related to the app. There’s a lot of helpful information here. Find out more about working with data in Analytics Overview.