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Questions and playbooks

Configure screens based on their status and add mandatory/required fields


Questions or Playbooks allow you to:

  • Guide your team through your processes with screens that change according to their status.

  • Split the fields in a status into two or more screens

  • Make some fields mandatory/required.

  • Use pre-build specific fields

This functionality is only available in these modules:

  • Quotations

  • Jobs/Sales Orders

  • Works Orders

  • Purchase Orders

Open the questions tab

1. Click on the Cog

Zigaflow dashboard with the settings cog icon highlighted in the top-right toolbar, above the Recently Created Orders panel

2. Click "Prebuilds"

Settings menu in the left sidebar with "Prebuilds" highlighted between Module Numbering and Rename System Fields

3. Select the module to work in

Pre-Builds settings page with the Quotations tab highlighted in the module list below Projects and Leads

4. Create a pre-build or edit an existing one

Playbooks list with Email Template and Document Templates columns, edit icon highlighted on the first playbook row

5. Click "Questions" tab

Record tab bar with the Questions (0) tab highlighted, between Feedback (0) and Automated Messages (0)

Add a section for a status

6. Click "Add New Section"

Questions tab with the Add New Section button highlighted, next to Import Section, below Save Changes and Choose Templates

7. Select the status where these questions are activated

Add Section dialog with the Trigger on Status dropdown open and the Checking Artwork status highlighted for selection

8. There are four types of default field selections:

  • None - None

  • Basic - Just the company, contact, next and back buttons

  • All Visible Fields - All the fields you have set to be visible for that module

  • All Fields - Including those set to not visible

Add Section dialog with the Show Fields dropdown open, listing None, Basic, AllVisibleFields and AllFields options

9. Make your selection and click on Add. These fields will now be the only ones shown when the quotation, job/sales order, etc., is moved to this status

Add Section dialog with Trigger on Status set to Checking Artwork, Show Fields set to Basic, and the Add button highlighted

10. To add more system fields, click here

Questions tab of a pre-build with the Add Form Fields button highlighted, next to New Question above a list of input fields

11. Click on the fields, buttons or tabs to add

Customization dialog with Tabs panel listing Items, Attachments, Questions and more, with the Attachments tab highlighted

12. Click "Save"

Show Fields dialog with Fields, Buttons and Tabs panels, Items and Attachments tabs selected, and the Save button highlighted

Add status-specific questions

13. Add questions that are specific to this status. They are not system or custom fields

Questions tab with the New Question button highlighted, above a list of input field questions such as Client and Contact

14. Select the type of question

Question type dropdown open on a new playbook row, listing Text, Number, Text Area, Yes or No, Dropdown and Checkbox

15. Give it a label

Playbook question list with a new Checkbox row added and its empty label text field highlighted for entering a label

16. Set whether it is required/mandatory before the next page/status can be moved to

Pre-build question editor with the Required column highlighted and its checkbox circled for a new Checkbox question row

17. Tick here to confirm

Playbook steps table with a new row being added, the tick confirm button highlighted at the end of the row

18. Question field types are:

  • Checkbox

  • Date

  • Dropdown

  • Embedded Video

  • Input field (for system or custom fields)

  • Multi-select

  • Number

  • Text

  • Text Area (multi-line)

  • Yes or No

Question list with the new row's Type dropdown open, showing Text, Number, Text Area and Yes or No options

19. Custom fields can be added by selecting the field type Input Field, then Custom Field, and then the name of the custom field

Playbook question row with Input Field type selected, Input Field Options set to CustomField and Custom Field set to Channel

20. Add notes to a section to help users understand what they need to do

Playbook section editor with a section note reading "If you are unsure, call the production manager." below the section name field

21. To add another set of questions, click "Add New Section"

Question list with input field, checkbox and text area rows, with the green Add New Section button highlighted below

22. To have another screen for the same status (i.e. you need to pass through two screens or more in one status), select that status again when creating the question set

Add Section dialog with the Trigger on Status dropdown highlighted, set to Checking Artwork, and Show Fields set to Basic

How questions work for users

23. When the resulting quotation, job/sales order, etc., moves to this status, only the specified fields, buttons, tabs, and questions are shown

Quotation screen with only selected fields, the Back and Next buttons, and Items and Attachments tabs highlighted

24. If the user tries to move to the next page or status without completing all the required fields

Record form with the Next button highlighted beside Save Changes, Back and Show Emails, below the Customer Credit Checked field

25. A message is shown informing the user which question needs to be completed, and they are not allowed to move

Quotation screen showing a red error banner reading "Please answer the question: Customer Credit Cheked" at the top

Learn more: workflows and statuses

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