instanciate all workflows configured for an exam author based on different entities.

src/components/ExamEditor/SettingsEditor/level.tsx

@@ -215,24 +215,32 @@ const LevelSettings: React.FC = () => {
             });
 
             const requestBody = await (async () => {
-                const handledExam = await getExamById("level", result.data.id);
+                const handledExam = await getExamById("writing", result.data.id);
-
                 return {
                     examAuthor: handledExam?.createdBy ?? "Unknown Author",
+                    examEntities: handledExam?.entities ?? [],
                     examId: handledExam?.id ?? "Unknown ID",
-                    examModule: "level"
+                    examModule: "writing"
                 };
             })();
-            await axios.post(`/api/approval-workflows`, requestBody)
+            await axios
-                .then(() => {
+                .post(`/api/approval-workflows`, requestBody)
-                    toast.success(`Approval Workflow for exam has been created`);
+                .then((response) => {
+                    if (response.status === 200) {
+                        toast.success(`Approval Workflows for exam have been successfully created`);
+                    } else if (response.status === 207) {
+                        toast.warning(
+                            `Approval Workflows were partially created. Exam author might not have a configured workflow for all its entities.`
+                        );
+                    }
                 })
                 .catch((reason) => {
-                    if (reason.response.status === 404) {
+                    if (reason.response?.status === 404) {
-                        toast.error("No configured workflow found for examAuthor.");
+                        toast.error("No configured workflow found for examAuthor for any of its entities.");
-                    }
+                    } else {
-                    else {
+                        toast.error(
-                        toast.error("Something went wrong while creating approval workflow, please try again later.");
+                            "Something went wrong while creating approval workflow, please try again later."
+                        );
                     }
                 });
 

src/components/ExamEditor/SettingsEditor/listening/index.tsx

@@ -153,24 +153,32 @@ const ListeningSettings: React.FC = () => {
                 toast.success(`Submitted Exam ID: ${result.data.id}`);
 
                 const requestBody = await (async () => {
-                    const handledExam = await getExamById("listening", result.data.id);
+                    const handledExam = await getExamById("writing", result.data.id);
-
                     return {
                         examAuthor: handledExam?.createdBy ?? "Unknown Author",
+                        examEntities: handledExam?.entities ?? [],
                         examId: handledExam?.id ?? "Unknown ID",
-                        examModule: "listening"
+                        examModule: "writing"
                     };
                 })();
-                await axios.post(`/api/approval-workflows`, requestBody)
+                await axios
-                    .then(() => {
+                    .post(`/api/approval-workflows`, requestBody)
-                        toast.success(`Approval Workflow for exam has been created`);
+                    .then((response) => {
+                        if (response.status === 200) {
+                            toast.success(`Approval Workflows for exam have been successfully created`);
+                        } else if (response.status === 207) {
+                            toast.warning(
+                                `Approval Workflows were partially created. Exam author might not have a configured workflow for all its entities.`
+                            );
+                        }
                     })
                     .catch((reason) => {
-                        if (reason.response.status === 404) {
+                        if (reason.response?.status === 404) {
-                            toast.error("No configured workflow found for examAuthor.");
+                            toast.error("No configured workflow found for examAuthor for any of its entities.");
-                        }
+                        } else {
-                        else {
+                            toast.error(
-                            toast.error("Something went wrong while creating approval workflow, please try again later.");
+                                "Something went wrong while creating approval workflow, please try again later."
+                            );
                         }
                     });
 

src/components/ExamEditor/SettingsEditor/reading/index.tsx

@@ -90,27 +90,35 @@ const ReadingSettings: React.FC = () => {
             .then((result) => {
                 playSound("sent");
                 toast.success(`Submitted Exam ID: ${result.data.id}`);
-
                 return getExamById("reading", result.data.id);
             })
             .then((handledExam) => {
                 const requestBody = {
                     examAuthor: handledExam?.createdBy ?? "Unknown Author",
+                    examEntities: handledExam?.entities ?? [],
                     examId: handledExam?.id ?? "Unknown ID",
                     examModule: "reading"
                 };
 
                 return axios.post(`/api/approval-workflows`, requestBody);
             })
-            .then(() => {
+            .then((response) => {
-                toast.success(`Approval Workflow for exam has been created`);
+                if (response.status === 200) {
+                    toast.success(`Approval Workflows for exam have been successfully created`);
+                } else if (response.status === 207) {
+                    toast.warning(
+                        `Approval Workflows were partially created. Exam author might not have a configured workflow for all its entities.`
+                    );
+                }
             })
             .catch((error) => {
                 if (error.response && error.response.status === 404) {
-                    toast.error("No configured workflow found for examAuthor.");
+                    toast.error("No configured workflow found for examAuthor for any of its entities.");
                 } else {
-                    // This error could come from either of the requests
+                    toast.error(
-                    toast.error(error.response?.data?.error || "Something went wrong, please try again later.");
+                        error.response?.data?.error ||
+                        "Something went wrong, please try again later."
+                    );
                 }
             });
     }

src/components/ExamEditor/SettingsEditor/speaking/index.tsx

@@ -197,24 +197,32 @@ const SpeakingSettings: React.FC = () => {
           });
 
           const requestBody = await (async () => {
-            const handledExam = await getExamById("speaking", result.data.id);
+            const handledExam = await getExamById("writing", result.data.id);
-
             return {
               examAuthor: handledExam?.createdBy ?? "Unknown Author",
+              examEntities: handledExam?.entities ?? [],
               examId: handledExam?.id ?? "Unknown ID",
-              examModule: "speaking"
+              examModule: "writing"
             };
           })();
-          await axios.post(`/api/approval-workflows`, requestBody)
+          await axios
-            .then(() => {
+            .post(`/api/approval-workflows`, requestBody)
-              toast.success(`Approval Workflow for exam has been created`);
+            .then((response) => {
+              if (response.status === 200) {
+                toast.success(`Approval Workflows for exam have been successfully created`);
+              } else if (response.status === 207) {
+                toast.warning(
+                  `Approval Workflows were partially created. Exam author might not have a configured workflow for all its entities.`
+                );
+              }
             })
             .catch((reason) => {
-              if (reason.response.status === 404) {
+              if (reason.response?.status === 404) {
-                toast.error("No configured workflow found for examAuthor.");
+                toast.error("No configured workflow found for examAuthor for any of its entities.");
-              }
+              } else {
-              else {
+                toast.error(
-                toast.error("Something went wrong while creating approval workflow, please try again later.");
+                  "Something went wrong while creating approval workflow, please try again later."
+                );
               }
             });
       

src/components/ExamEditor/SettingsEditor/writing/index.tsx

@@ -144,23 +144,31 @@ const WritingSettings: React.FC = () => {
 
             const requestBody = await (async () => {
                 const handledExam = await getExamById("writing", result.data.id);
-
                 return {
                     examAuthor: handledExam?.createdBy ?? "Unknown Author",
+                    examEntities: handledExam?.entities ?? [],
                     examId: handledExam?.id ?? "Unknown ID",
                     examModule: "writing"
                 };
             })();
-            await axios.post(`/api/approval-workflows`, requestBody)
+            await axios
-                .then(() => {
+                .post(`/api/approval-workflows`, requestBody)
-                    toast.success(`Approval Workflow for exam has been created`);
+                .then((response) => {
+                    if (response.status === 200) {
+                        toast.success(`Approval Workflows for exam have been successfully created`);
+                    } else if (response.status === 207) {
+                        toast.warning(
+                            `Approval Workflows were partially created. Exam author might not have a configured workflow for all its entities.`
+                        );
+                    } 
                 })
                 .catch((reason) => {
-                    if (reason.response.status === 404) {
+                    if (reason.response?.status === 404) {
-                        toast.error("No configured workflow found for examAuthor.");
+                        toast.error("No configured workflow found for examAuthor for any of its entities.");
-                    }
+                    } else {
-                    else {
+                        toast.error(
-                        toast.error("Something went wrong while creating approval workflow, please try again later.");
+                            "Something went wrong while creating approval workflow, please try again later."
+                        );
                     }
                 });
 

src/pages/api/approval-workflows/index.ts

@@ -9,10 +9,11 @@ import type { NextApiRequest, NextApiResponse } from "next";
 export default withIronSessionApiRoute(handler, sessionOptions);
 
 interface PostRequestBody {
-    examAuthor: string,
+    examAuthor: string;
-    examId: string,
+    examEntities: string[];
-    examName: string,
+    examId: string;
-    examModule: Module,
+    examName: string;
+    examModule: Module;
 }
 
 async function handler(req: NextApiRequest, res: NextApiResponse) {
@@ -39,22 +40,39 @@ async function post(req: NextApiRequest, res: NextApiResponse) {
         return res.status(403).json({ ok: false });
     }
 
-    const { examAuthor, examId, examModule } = req.body as PostRequestBody;
+    const { examAuthor, examEntities, examId, examModule } = req.body as PostRequestBody;
+
+    const results = await Promise.all(
+        examEntities.map(async (entity) => {
+            const configuredWorkflow = await getApprovalWorkflowByFormIntaker(entity, examAuthor);
+            if (!configuredWorkflow) {
+                return { entity, created: false, error: "No configured workflow found for examAuthor." };
+            }
 
-    if (examAuthor) {
-        const configuredWorkflow = await getApprovalWorkflowByFormIntaker(examAuthor);
-        if(configuredWorkflow) {
             configuredWorkflow.modules.push(examModule);
             configuredWorkflow.name = `${examId}`;
             configuredWorkflow.examId = examId;
+            configuredWorkflow.entityId = entity;
             configuredWorkflow.startDate = Date.now();
 
-            return res.status(201).json(await createApprovalWorkflow("active-workflows", configuredWorkflow));
+            try {
+                const creationResponse = await createApprovalWorkflow("active-workflows", configuredWorkflow);
+                return { entity, created: true, creationResponse };
+            } catch (error) {
+                const err = error as Error;
+                return { entity, created: false, error: err.message };
+            }
+        })
+    );
+
+    const successCount = results.filter((r) => r.created).length;
+    const totalCount = examEntities.length;
+
+    if (successCount === totalCount) {
+        return res.status(200).json({ ok: true, results });
+    } else if (successCount > 0) {
+        return res.status(207).json({ ok: true, results });
     } else {
-            return res.status(404).json("No configured workflow found for examAuthor.");
+        return res.status(404).json({ ok: false, message: "No workflows were created", results });
     }
-
-    }
-
-
 }

src/pages/approval-workflows/create.tsx

@@ -256,8 +256,9 @@ export default function Home({ user, allConfiguredWorkflows, userEntitiesWithLab
                         </div>
                     </section>
 
-                    <section className="flex flex-row gap-6">
+                    <Tip text="Setting a teacher as a Form Intaker means the configured workflow will be instanciated when said teacher publishes an exam. Only one Form Intake per teacher per entity is allowed."/>
 
+                    <section className="flex flex-row gap-6">
                         <Button
                             color="purple"
                             variant="solid"

src/pages/approval-workflows/index.tsx

@@ -1,3 +1,4 @@
+import Tip from "@/components/ApprovalWorkflows/Tip";
 import Layout from "@/components/High/Layout";
 import Button from "@/components/Low/Button";
 import Input from "@/components/Low/Input";
@@ -173,7 +174,7 @@ export default function ApprovalWorkflows({ user, initialWorkflows, workflowsAss
 
     const columns = [
         columnHelper.accessor("name", {
-            header: "NAME",
+            header: "EXAM NAME",
             cell: (info) => (
                 <span className="font-medium">
                     {info.getValue()}
@@ -371,6 +372,8 @@ export default function ApprovalWorkflows({ user, initialWorkflows, workflowsAss
                         </div>
                     </div>
 
+                    <Tip text="An exam submission will instanciate the approval workflow configured for the exam author. The exam will be valid only when all the steps of the workflow have been approved."></Tip>
+
                     <div className="px-6 pb-4 bg-mti-purple-ultralight rounded-2xl border-2 border-mti-purple-light border-opacity-40">
                         <table
                             className="w-full table-auto border-separate border-spacing-y-2"

src/utils/approval.workflows.be.ts

@@ -22,9 +22,9 @@ export const getApprovalWorkflowsByEntities = async (collection: string, ids: st
         .toArray();
 };
 
-export const getApprovalWorkflowByFormIntaker = async (/* entityId: string, */ formIntakerId: string) => {
+export const getApprovalWorkflowByFormIntaker = async (entityId: string, formIntakerId: string) => {
     return await db.collection<ApprovalWorkflow>("configured-workflows").findOne({
-        /* entityId, */
+        entityId,
         steps: {
             $elemMatch: {
                 stepNumber: 1,