Workflows Plugin

The Workflows plugin is a powerful tool that allows you to execute actions for your races. A few examples include:

• Assign bibs
• Assign tags
• Register which bibs have been delivered
• Check participant data and tags
• Show a participant's status or ranking

You will find examples of each one in the related articles at the end of this page.

1. Features

Some important features of Workflows include:

• You can carry out all of these functions simultaneously on the same or different devices. If they run on the same device, they can run in the same browser in different tabs, windows or in different browsers.
• Different workflows can be run for different workgroups. For example, you can have a workflow to double-check that a participant's bib number is correct, while also running a separate workflow that assigns bibs.
• You can use computers, tablets or mobile devices to run workflows. They are executed on a browser on any device with an internet connection.
• The actions that are configured and executed are instantly reflected in Copernico.
• Actions performed on a participant are shown as an issue on the participant and can therefore be undone.
• The device's camera can be used to read a QR or barcode. Simply give the browser permission to use it while the workflow is active (scannable).
• A handheld reader can be used to enter the tag code you want to assign. For this action you must use the TSLector program.

2. How do you create a workflow?

To open Workflows, select Plugins in the left-hand menu and click access on the Workflows card.

In the main screen you will find a URL that you can share so that, by means of a PIN, each of the workflows can be accessed. If there are several workflows, you must have a different PIN for each of them.

If no workflow exists, this URL will not grant access. If one already exists, from here you can share, copy, modify or delete it.

To create the first workflow, click the ADD button in the upper-right corner or import one from a past race.

Once inside, there are two tabs:

• Configuration: to create a workflow.
• Preview: preview how the workflow looks and works.

When accessing Configuration, there are different sections, described below.

3. Workflow info

Pin: access code to open the workflow.

Name: name your workflow so you can tell them apart.

4. Query: what you are searching

In this section, choose the fields you want to be searched in the database, for example, DNI (Identification), surname, registration number or any other field found in the database.

Color: allows you to select different colors. If there are several workflows, you can distinguish them by color; it also allows you to distinguish each step within the workflow by color.

Title: name to be displayed in the workflow. For example: "Bib".

Info: can be left blank. Information can be added to the title for your team to better understand the workflow's purpose.

Mode: select one of two options:

• AND: all conditions in the query must be met.
• OR: only one of the conditions in the query has to be fulfilled, if there are more than one.

Click Add my first query field to add the search fields.

• Select a field, for example: bib.
• Select the search function. There are two options:
  • equals: the text entered must exactly match what you are searching for. This is useful when searching for an ID or bib number.
  • contains: if an exact entry is not possible, for example a participant's last name.
• Autofocus: if you are searching more than one item, you can select which field you want your cursor to be placed in after completing the search.
• Scannable: allows the camera to pop up automatically. Select this box if what you are searching can be read from a QR or barcode.
• Auto-submit: if checked, the query will be sent automatically when the user changes the value of the query field.

5. Selection: display and selection phase

The selection phase is used to choose which participants will be affected. It is only necessary if your search query detects more than one participant; you can ignore it if only one participant is found.

Color: allows you to distinguish each step within the workflow by color.

Title: name shown during this step, for example "Athlete Information".

Info: leave this blank or add information to the title so someone using the workflow can better understand its purpose.

Multiple: if checked, the user will be able to select multiple participants. If unchecked, only one participant can be selected. Decide whether or not to check this box depending on your search and the desired action.

Click Add my first select field to add the fields that will be displayed. For example, bib number, name, surname and ID number will be the most common.

6. Action phase

Color: allows you to distinguish each step within the workflow by color.

Title: name shown for this step, for example "Deliver bib".

Info: leave this blank or add information to the title so someone using the workflow can better understand its purpose.

Multiple: if checked, the action will affect all of the participants who were selected during the "Selection" phase at the same time. If unchecked, the selected participants will be affected by the action one at a time.

Participant Open by default: if checked, the information fields that you selected in the "Selection" phase will be displayed for the participants that you searched.

Action fields: these are the fields that the user will have available for editing. A value can be pre-assigned, and no input will be required for these fields. For example, field delivered and pre-assigned value "yes". If all action fields have pre-assigned values, the system applies the action directly, without showing the action phase.

Click Add my first action field to add the fields on which the action will be performed. For example, the delivered field with pre-assigned value "yes" or the bib field, without a pre-assigned value, if you want to assign a bib.

If the assignment options are multiple, you will have to create them as allowed values.

In this step, you can create fields in the database. By default there is no "Delivered" field, but you can create it at this stage in a very simple way. Simply enter a name for the field and the "create field" option will be displayed.

7. Confirmation phase

Enable Confirm Step: this step is not mandatory when setting up a workflow, so you can indicate whether or not you want it to appear by checking the box.

Color: allows you to distinguish each step within the workflow by color.

Title: name shown at this step in the workflow, for example "Confirmation".

Info: can be left blank. Information can be added to the title for a better understanding of the person running the workflow.

Skip Time: set how long the confirmation data will be shown. Once this time has passed, the workflow will start again.

Summary Fields: add the fields needed to verify that the process has been performed on the correct athlete.

Once the workflow is created, click save in the upper-right corner.

8. Related articles

• Workflows - Quick guide
• Workflows: Delivered bibs
• Workflows: Assign a tag
• Workflows: Assign bib number
• Workflows: Medical Registration
• Workflows: Judges

Video transcript

The video is narrated in Spanish; this is a translation of its transcript.

In the workflows configuration menu, we have the option to import workflows from past races. Simply select the import button and look, in the list of our company's races, for the one we want to import from; at the top there is a search box in case we want to narrow down the search.

Simply select the race and import. With this, we will have copied the same workflows that the other race had. It is advisable to review the configuration of the workflows in case we need to create a specific column for the workflow or change a step. This could be the search, if we do not have the registration number in this race: create the field when importing participants, or select a different one among those available in this race.