You can export all data that has been submitted to your Workflow anytime via MyMalcolm. To do this go to the individual Workflow via the Library in the Workflow section of MyMalcolm. Then in Analyse select Exports. Choose whether you want any uploaded files to also be included and also if you'd like to include partially completed Workflows. Your Export will then be generated and will be available to download from this area soon - normally within a few minutes - you'll be emailed when it's ready.

You can export all data that has been submitted to your Workflow anytime via MyMalcolm. To do this go to the individual Workflow via the Library in the Workflow section of MyMalcolm. Then in Analyse select Exports. Choose whether you want any uploaded files to also be included and also if you'd like to include partially completed Workflows. Your Export will then be generated and will be available to download from this area soon - normally within a few minutes - you'll be emailed when it's ready.

It can be very useful to give your users the option to save progress on a Workflow and come back to complete the rest later. It's especially helpful if a you have built a long multi-stage Workflow like an application form. You turn this feature on in MyMalcolm - go to the Configure screen of each individual Workflow. When turned on users will see an option to "Finish Later" at the bottom of each Workflow screen. When clicked this will bring up an overlay asking them to enter their email address. A unique link will then be emailed that when clicked will take the user back to the same stage of the Workflow they were previously at. If you need to retrieve these links (for example someone completing the form didn't receive or has lost the email with the resume link in) you can also get to the link via the Completions area of the Workflow section of MyMalcolm - click the link under "Resume link" to copy the URL your clipboard.

It can be very useful to give your users the option to save progress on a Workflow and come back to complete the rest later. It's especially helpful if a you have built a long multi-stage Workflow like an application form. You turn this feature on in MyMalcolm - go to the Configure screen of each individual Workflow. When turned on users will see an option to "Finish Later" at the bottom of each Workflow screen. When clicked this will bring up an overlay asking them to enter their email address. A unique link will then be emailed that when clicked will take the user back to the same stage of the Workflow they were previously at. If you need to retrieve these links (for example someone completing the form didn't receive or has lost the email with the resume link in) you can also get to the link via the Completions area of the Workflow section of MyMalcolm - click the link under "Resume link" to copy the URL your clipboard.

A Workflow is a web based form that your customers complete. You can build these forms quickly in MyMalcolm and use them to create a digital version of a business process. **For example** * A contact form * A survey * A customer enquiry * A new customer details form You can build everything from simple single screen journeys through to more complex multi-step journeys with conditional routing (ie offering certain choices based on previous answers). Malcolm! automatically stores all data - including abandoned forms. You can export this data at any time. You can also pass that collected data through to other systems via Integrations or Webhooks.

A Workflow is a web based form that your customers complete. You can build these forms quickly in MyMalcolm and use them to create a digital version of a business process. **For example** * A contact form * A survey * A customer enquiry * A new customer details form You can build everything from simple single screen journeys through to more complex multi-step journeys with conditional routing (ie offering certain choices based on previous answers). Malcolm! automatically stores all data - including abandoned forms. You can export this data at any time. You can also pass that collected data through to other systems via Integrations or Webhooks.

When one of your customers completes a Workflow that is called a completion. You can review the data collected via MyMalcolm. Go to the Workflow Section and then select the Completions tab. You can also review completions for an individual Workflow by navigating to that Workflow via the Library and then selecting Completions. You can export all the Completion data by selecting Exports within an individual Workflow. Don't forget that you can also configure email notifications each time a Workflow is completed and use Integrations and Webhooks to pass collected data into other systems.

When one of your customers completes a Workflow that is called a completion. You can review the data collected via MyMalcolm. Go to the Workflow Section and then select the Completions tab. You can also review completions for an individual Workflow by navigating to that Workflow via the Library and then selecting Completions. You can export all the Completion data by selecting Exports within an individual Workflow. Don't forget that you can also configure email notifications each time a Workflow is completed and use Integrations and Webhooks to pass collected data into other systems.

Integrations are a way of passing data you collect in a Malcolm! Workflow into other third party software or systems. We currently offer integrations with: * [Dropbox](http://www.dropbox.com) * [Mailchimp](http://www.mailchimp.com) * [Mandrill](http://www.mandrill.com) * [Twilio](http://www.twilio.com) * [Zendesk](http://www.zendesk.com) * and over 1,500 over apps via Zapier.com ([more info here](https://support.malcolm.support/faqs/how-do-i-use-zapier-to-connect-malcolm-to-other-applications-or-services-i-use)) **Configuring Integrations** Once you have created your Workflow, go to the Configure section and select Integrations. There you can link your third party accounts at our integration partners to your Malcolm! Instance by providing your credentials. Once your accounts are linked you can configure integrations with that partner and choose the data from your Workflow that is passed across. You can configure whether data is passed on every Workflow completion or only when certain conditions are met. It is possible to have multiple integrations so, for example, you could create a form which collected details from a new customer including a copy of their ID. You could then subscribe that new customer to a Mailchimp mailing list and store their uploaded ID documents in your Dropbox account by creating two integrations. **Customer Consent** A reminder that it is good practice - and in certain territories a legal requirement - to ensure that your customers actively consent to their data being passed to third party companies who, like Malcolm!, act as data processors on your behalf. You act as the data controller. Most companies handle this consent via provisions in their Privacy Policy which their customers agree to. It is good practice therefore to include a check box in your Workflows that reminds customers of your Privacy Policy and their continuing agreement of it. **Integration Failures** Sometimes integrations may fail. This could be for a variety of reasons, for example the integration partner's API's may be down and/or there may be a problem with your account at the third party provider (for example your Dropbox account may be over quota). Firstly don't worry re losing customer data - Malcolm! will always store any user submitted data so if there is a problem with an integration you won't lose any data. When a problem occurs we'll create a notification to let you know and periodically retry the integration. You can review the Integration logs and retry a failed integration event manually via MyMalcolm (navigate to the Workflow via Library then select Integration logs) **More Integrations coming soon!** We will be adding more and more integrations to Malcolm! in the coming months. If there is a particular integration you'd like us to add [please let us know! ](https://support.malcolm.support/workflows/feedback)

Integrations are a way of passing data you collect in a Malcolm! Workflow into other third party software or systems. We currently offer integrations with: * [Dropbox](http://www.dropbox.com) * [Mailchimp](http://www.mailchimp.com) * [Mandrill](http://www.mandrill.com) * [Twilio](http://www.twilio.com) * [Zendesk](http://www.zendesk.com) * and over 1,500 over apps via Zapier.com ([more info here](https://support.malcolm.support/faqs/how-do-i-use-zapier-to-connect-malcolm-to-other-applications-or-services-i-use)) **Configuring Integrations** Once you have created your Workflow, go to the Configure section and select Integrations. There you can link your third party accounts at our integration partners to your Malcolm! Instance by providing your credentials. Once your accounts are linked you can configure integrations with that partner and choose the data from your Workflow that is passed across. You can configure whether data is passed on every Workflow completion or only when certain conditions are met. It is possible to have multiple integrations so, for example, you could create a form which collected details from a new customer including a copy of their ID. You could then subscribe that new customer to a Mailchimp mailing list and store their uploaded ID documents in your Dropbox account by creating two integrations. **Customer Consent** A reminder that it is good practice - and in certain territories a legal requirement - to ensure that your customers actively consent to their data being passed to third party companies who, like Malcolm!, act as data processors on your behalf. You act as the data controller. Most companies handle this consent via provisions in their Privacy Policy which their customers agree to. It is good practice therefore to include a check box in your Workflows that reminds customers of your Privacy Policy and their continuing agreement of it. **Integration Failures** Sometimes integrations may fail. This could be for a variety of reasons, for example the integration partner's API's may be down and/or there may be a problem with your account at the third party provider (for example your Dropbox account may be over quota). Firstly don't worry re losing customer data - Malcolm! will always store any user submitted data so if there is a problem with an integration you won't lose any data. When a problem occurs we'll create a notification to let you know and periodically retry the integration. You can review the Integration logs and retry a failed integration event manually via MyMalcolm (navigate to the Workflow via Library then select Integration logs) **More Integrations coming soon!** We will be adding more and more integrations to Malcolm! in the coming months. If there is a particular integration you'd like us to add [please let us know! ](https://support.malcolm.support/workflows/feedback)

Within Malcolm! you can choose the title of your FAQs and Workflows, but you may want to use Malcolm! in a way where the terminology "FAQs" and "Workflows" doesn't make sense. For example you might want to rename FAQs "Policies" or "Help Articles". You might want to rename Workflows "Requests" or "Tasks". This is no problem - you can rename both things in the Brand section of MyMalcolm. Edit your chosen theme, then navigate to the "FAQ" and "Workflow" section in the vertical side navigation. MyMalcolm will still refer to FAQs and Workflows but any references your users see will be updated to the value you set above.

Within Malcolm! you can choose the title of your FAQs and Workflows, but you may want to use Malcolm! in a way where the terminology "FAQs" and "Workflows" doesn't make sense. For example you might want to rename FAQs "Policies" or "Help Articles". You might want to rename Workflows "Requests" or "Tasks". This is no problem - you can rename both things in the Brand section of MyMalcolm. Edit your chosen theme, then navigate to the "FAQ" and "Workflow" section in the vertical side navigation. MyMalcolm will still refer to FAQs and Workflows but any references your users see will be updated to the value you set above.

When a user completes a Workflow, by default all the Team members of the instance (who are added and manged via the Team section of MyMalcolm) will receive an email. You can also configure other people to receive an email on a Workflow by Workflow basis. To do this: * In MyMalcolm go to the Workflow section * Click Library and then click on the Workflow you wish to configure email alerts for * Then click "Configure" on the black horizontal navigation then "Email Alerts" on the left hand vertical navigation * Click "add a new email address" to add a new recipient. * Note that you can also make a recipient conditional - this is very useful if you only want an email to be sent to a particular address when certain criteria on a Workflow are met.

When a user completes a Workflow, by default all the Team members of the instance (who are added and manged via the Team section of MyMalcolm) will receive an email. You can also configure other people to receive an email on a Workflow by Workflow basis. To do this: * In MyMalcolm go to the Workflow section * Click Library and then click on the Workflow you wish to configure email alerts for * Then click "Configure" on the black horizontal navigation then "Email Alerts" on the left hand vertical navigation * Click "add a new email address" to add a new recipient. * Note that you can also make a recipient conditional - this is very useful if you only want an email to be sent to a particular address when certain criteria on a Workflow are met.

Malcolm! now plugs into [Zapier](https://zapier.com). Zapier is an integration platform - [it connects thousands of apps to other apps.](https://zapier.com/apps) In the context of Malcolm! this means that when a Workflow is completed you can use our Zapier integration to route some or all of the data that has been collected from that Workflow through into Zapier and then in turn onto thousands of other apps or services. Here is how to set things up: 1. Firstly set up and publish a workflow in Malcolm! that collects the data you wish to move into other applications 2. In MyMalcolm go to the Settings Section, then Workflows, then Integrations, then click on Zapier 3. Sign up for an account at [Zapier](https://zapier.com) if you don't already have one - it is free - or login if you do have an account. 4. Accept the invite to Malcolm! 5. Still in Zapier, click "Make a Zap" 6. Your trigger app should be Malcolm! and you want it to trigger on a new Workflow completion so hit "Save + Continue" once you have selected this option 7. You now need to connect your Malcolm! instance to your Zapier account - click "Connect an Account" and follow the instructions. Once connected click "Save and Continue" 8. Choose a workflow then "Continue" 9. Wait for a sample to load and then click "Continue" 10. Choose an action App of your choice and configure as required - the exact process will vary from action App to action App but you are likely to need to agree some permissions and choose some options. Once done click "Save + Continue" or "Finish" 11. You will then be able to name your Zap and choose whether it is on or not 12. Back in MyMalcolm, if you find the Workflow you used in your Zap in the Library, select it, then go to Configure then Integrations you should be able to see Zapier has been added. You can turn the integation off here if you want and/or configure it to be conditional (for example to only run when certain choices have been made on a Workflow). Remember that Malcolm! always stores your data (which you can download anytime) - so if Zapier goes down or your integration doesn't seem to work properly no data will be lost. We are hugely excited about the possibilities opened up via Zapier - we hope you are too! If you have questions or need a hand setting things up just [contact us](https://support.malcolm.support/workflows/submit-support-ticket) and we'll be happy to help.

Malcolm! now plugs into [Zapier](https://zapier.com). Zapier is an integration platform - [it connects thousands of apps to other apps.](https://zapier.com/apps) In the context of Malcolm! this means that when a Workflow is completed you can use our Zapier integration to route some or all of the data that has been collected from that Workflow through into Zapier and then in turn onto thousands of other apps or services. Here is how to set things up: 1. Firstly set up and publish a workflow in Malcolm! that collects the data you wish to move into other applications 2. In MyMalcolm go to the Settings Section, then Workflows, then Integrations, then click on Zapier 3. Sign up for an account at [Zapier](https://zapier.com) if you don't already have one - it is free - or login if you do have an account. 4. Accept the invite to Malcolm! 5. Still in Zapier, click "Make a Zap" 6. Your trigger app should be Malcolm! and you want it to trigger on a new Workflow completion so hit "Save + Continue" once you have selected this option 7. You now need to connect your Malcolm! instance to your Zapier account - click "Connect an Account" and follow the instructions. Once connected click "Save and Continue" 8. Choose a workflow then "Continue" 9. Wait for a sample to load and then click "Continue" 10. Choose an action App of your choice and configure as required - the exact process will vary from action App to action App but you are likely to need to agree some permissions and choose some options. Once done click "Save + Continue" or "Finish" 11. You will then be able to name your Zap and choose whether it is on or not 12. Back in MyMalcolm, if you find the Workflow you used in your Zap in the Library, select it, then go to Configure then Integrations you should be able to see Zapier has been added. You can turn the integation off here if you want and/or configure it to be conditional (for example to only run when certain choices have been made on a Workflow). Remember that Malcolm! always stores your data (which you can download anytime) - so if Zapier goes down or your integration doesn't seem to work properly no data will be lost. We are hugely excited about the possibilities opened up via Zapier - we hope you are too! If you have questions or need a hand setting things up just [contact us](https://support.malcolm.support/workflows/submit-support-ticket) and we'll be happy to help.

You can build a Workflow quickly via the Workflow Builder in MyMalcolm. To get started, first go to the Workflow section of MyMalcolm and then click "Create a Workflow" towards the top right of the screen. You can then choose whether to build a Workflow from scratch, start with one of our templates or - if you have already created some Workflows previously - clone one of those previously created Workflows. You can then use our drag and drop builder to create your Workflow. Our Workflow builder enables you to: * Drag and drop question elements onto your form * Customise those question elements * Configure Filters, Validators and Rules * Split forms over multiple pages * Customise page titles and progress bars * Customise thank you page Once you have created the content of your form, you can to the Configure tab and configure various options including setting up email notifications or Integrations. By default your Workflow is created as a web form that you access via a URL. But you can also surface that Workflow in a variety of other ways (including float it over page in a widget, via a modal/overlay launched by a button you place on a site, or via embeds or plugins) - take a look at the Share section of MyMalcolm to do this.

You can build a Workflow quickly via the Workflow Builder in MyMalcolm. To get started, first go to the Workflow section of MyMalcolm and then click "Create a Workflow" towards the top right of the screen. You can then choose whether to build a Workflow from scratch, start with one of our templates or - if you have already created some Workflows previously - clone one of those previously created Workflows. You can then use our drag and drop builder to create your Workflow. Our Workflow builder enables you to: * Drag and drop question elements onto your form * Customise those question elements * Configure Filters, Validators and Rules * Split forms over multiple pages * Customise page titles and progress bars * Customise thank you page Once you have created the content of your form, you can to the Configure tab and configure various options including setting up email notifications or Integrations. By default your Workflow is created as a web form that you access via a URL. But you can also surface that Workflow in a variety of other ways (including float it over page in a widget, via a modal/overlay launched by a button you place on a site, or via embeds or plugins) - take a look at the Share section of MyMalcolm to do this.

You can choose whether to allow your customers to feedback on your FAQs or Workflows. They can say whether the content was helpful or not and optionally leave comments. This information is only seen by you and other team members on your instance - it isn't viewable by other customers. The feedback feature can be very useful as your customers may highlight things that are confusing or information/items you have left out. When feedback is left a notification will be created. You can see feedback across all content in the Feedback area within the FAQ or Workflow sections. You can also see feedback on an individual FAQ or Workflow when navigating to that FAQ or Workflow via the Library.

You can choose whether to allow your customers to feedback on your FAQs or Workflows. They can say whether the content was helpful or not and optionally leave comments. This information is only seen by you and other team members on your instance - it isn't viewable by other customers. The feedback feature can be very useful as your customers may highlight things that are confusing or information/items you have left out. When feedback is left a notification will be created. You can see feedback across all content in the Feedback area within the FAQ or Workflow sections. You can also see feedback on an individual FAQ or Workflow when navigating to that FAQ or Workflow via the Library.

Labels are free form text descriptions that you can attach to particular FAQs or Workflows in your Library. They can help you organise your FAQs or Workflows. For instance you could create a label called "Needs Update" and attached that label to FAQs of Workflows that you know are out of date. To create and manage your labels first go into the FAQ or Workflow section within an instance in MyMalcolm. Then select Labels on the black horizontal bar. Note that labels created within FAQ or Workflows are unique to that section. They don't span sections. If you wish to use the same labels in both sections you will need to create the label in each section. You apply created labels to FAQs or Workflows via the Library. Select the FAQs or Workflows you wish to add the label to by checking the respective check boxes and then click the label icon and clicking the label you wish to apply. Labels will only be seen by you and other members of your instance Team. They won't be seen by your customers.

Labels are free form text descriptions that you can attach to particular FAQs or Workflows in your Library. They can help you organise your FAQs or Workflows. For instance you could create a label called "Needs Update" and attached that label to FAQs of Workflows that you know are out of date. To create and manage your labels first go into the FAQ or Workflow section within an instance in MyMalcolm. Then select Labels on the black horizontal bar. Note that labels created within FAQ or Workflows are unique to that section. They don't span sections. If you wish to use the same labels in both sections you will need to create the label in each section. You apply created labels to FAQs or Workflows via the Library. Select the FAQs or Workflows you wish to add the label to by checking the respective check boxes and then click the label icon and clicking the label you wish to apply. Labels will only be seen by you and other members of your instance Team. They won't be seen by your customers.

Workflows - Categories - Malcolm! Help & Support - browse our Frequently Asked Questions and support articles

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