Creating the Leave Approval Workflow

1. Logon to your  tenant as the designer user i.e.designer@mycompany. Replace mycompany with the name of your tenant.
   

2. On the My Project homepage, click the project name My Company HR that you created in the Getting Started with Forms tutorial. You can also select  Open from theAction Menu. 
   

3. You will see the Forms and Workflows homepage.
4. Click theAdd icon and select Create a New Workflow.
   

5. Name the workflow Leave Approval Workflow and give it a meaningful description. Click NEXT.
   

   Tip
   You will be able to search your forms/workflows by Name and Description, so use keywords that will help you find it later.

6. Now the Workflow Design Wizard will guide you through creating and assigning steps.

   1. Rename Step 1 "Employee" and change the Step Type to Use Existing Form: Leave Approval. This will use your existing Leave Approval form to start the workflow.
      

      Tip
      If you completed the Getting Started with Forms exercise, you should have a Leave Approval Form listed. If not, you can select Create New Form instead.

   2. Click  Add and rename Step 2 "Manager". Leave the default Step Type of Approval Step. Change Assignment Type to "To a User". You can select any user in your tenant.
      
   3. Click  Add and rename Step 3 "HR". Leave the default Step Type of Approval Step. Change Assignment Type to "To Role(s)" and select HR.
   4. Click FINISH. Here is what your workflow should look like:
      

Make Changes to the Leave Approval Form

You can edit a form in the Workflow designer as well as the Forms designer. 

Add a Rule to Prefill Employee Information

Let's add a rule to prefill the user name, id, email address and manager's name id on each step of our workflow. Follow these steps:

1. Click the Rules icon in the Guided Workflow Designer header. Notice that several rules are already in the list - the rule you created earlier "Sick Certification", as well as several rules the Workflow Design Wizard created to show/hide our approval sections. We'll add one more.
   

2. Click Add.

3. Give your rule a Name and Description. Click Run Builder.

4. Add your condition and actions. For this rule, you don't need Else Actions. Your rule finished rule should look like this.

   Expand
   title Click here for step-by-step instructions.
   Name the rule No Format Populate the Employee Name, Email, and Manager Id when the Employee step loads Click the Run Builder button then click Add Condition. This is the Condition wizard Select the current step from the first dropdown. Select is from the second dropdown Select Employee from the third dropdown. Click Next  This is the Action wizard where you set up actions that will happen if the condition is true Select FirstName from the first dropdown. Select to from the second dropdown Begin typing userFirstName in the third field then select the userFirstName function when it displays in the dropdown. Type in the closing parenthesis. Tab out of the field. This sets up theFirstName field to be populated with the Employee Name using the built-in userFullName function. Click the Add Action button. Select LastName from the first dropdown. Select to from the second dropdown Begin typing userLastName in the third field then select the userLastName function when it displays in the dropdown. Type in the closing parenthesis. Tab out of the field. This sets up the LastName field to be populated with the employee's  user id using the built-in userLastName function. Click the Add Action button. Select Email from the first dropdown. Select to from the second dropdown Begin typing userEmail in the third field then select the userEmail function when it displays in the dropdown. Type in the closing parenthesis. Tab out of the field. This sets up the Email field to be populated with the employee's email address using the built-in userEmail function. Click the Add Action button. Select ManagerId from the first dropdown. Select to from the second dropdown Begin typing userManagerID in the third field then select the userManagerID function when it displays in the dropdown. Type in the closing parenthesis. Tab out of the field. This sets up the ManagerId field to be populated with the user id of the employee's manager using the built-in userManagerID function. Click Finish

   Click anywhere in the General Settings section of the Properties Navigator or click the Image Removed Edit Workflow Properties icon in the toolbar to launch the Workflow Properties wizard.

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Save a PDF Snapshot

Next we'll make sure to save a PDF snapshot of this form that can be emailed for confirmation or added to the employee's file.

1. Click the Settings icon in the Guided Workflow Designer header.
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2. Check the Save PDF checkbox on the Settings tab so that a

   pdf

   PDF image of the workflow is saved in the  submission repository.

   Click Submit to save.Click on the Employee step. Click the Image Removed Edit icon. This launches the Leave Approval Form in the form designer so you can edit it.
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3. Change the label of the First Name control to Employee Name. Change the Name of the First Name control to EmployeeName (no space). 
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4. Change the label of the Last Name field to Employee Id.
5. Change the Name of the Last name field to EmployeeId.
6. Make sure that the Name field of each control is properly set. This is a critical step to ensure that business rules work. The controls are named as shown in the table below. Make sure that the Control Name field is exactly as shown below including case-sensitivity. 

7. Uncheck the Enabled checkbox for each control. The control values will be automatically filled in by a business rule.  

8. Click the Image Removedsave and exit icon to save the form.

9. Click the Image Removed save and exit icon to save the workflow.

Setup the steps in your workflow

1. Edit the Leave Approval Workflow.
2. Click on the Employee step. Click the Image RemovedEdit Step Properties icon. Click on the General Settings tab.  Change the text of the Continue Button label by typing it in the Continue Label field. Ex: Send to Manager.
3. Click on the Assignment tab. Assign the Employee role to this step by selecting it from the Assign to Role dropdown. Click Submit.
4. Click on the Manager step. Click the Image RemovedEdit Step Properties icon. Click on the General Settings tab. Change the Continue Label to Send to HR. Manager Jerry will click on this button to send the workflow to the HR department.
   

5. Click on the Assignment tab. Type a left curly brace followed by Man in the Assign to User field. When you see {ManagerID} in the dropdown, click to select it. {ManagerID}  is an example of a template. At runtime,  will evaluate the user id in this field and sent the task to the Employee's manager. The ManagerID field will be populated by a business rule explained below when the workflow step loads.

6. Click on the Messages tab.
7. Add a customized message in the Pending Message field. Tom will see this message when he clicks the Send to Manager button. Ex: Your request has been forwarded to your manager for approval.

8. Add some text in the Task Information field so manager Jerry can identify the task when he sees it on the Task List. You can use a template in the message. A template is a control in your form encased in curly brackets. will resolve the template at runtime and replace the field in the Task Info with the data that is entered into it. If you want to show the Employee Name in the Task Information, enter Leave Approval for {EmployeeName} in the Task Information field so the approving manager will know who the request is for when it appears on their task list. . 

9. Click Submit.
10. Click on the HR step. Click the Image RemovedEdit Step Properties icon. Click on the Assignment tab.  Assign the HR role to this step by selecting it from the Assign to Role dropdown
    
11. Click on the Messages tab.
12. Enter "Leave Approval for {EmployeeName}" in the Task Information field

    Notice that a PDF Name area appears. Enter 

    Code Block
    Leave Approval for {LastName}.{FirstName}.{StartDate}

    Tip
    Entering a control name inside curly brackets will replace that text with the run-time form/workflow data, providing you with a dynamic experience. Many place have a dropdown to help you select the correct control name, as this is case-sensitive.

13. Click Image AddedSave.
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Add a Thank You Message

Add a message that the HR user will see when they complete the workflow.

1. Select the Workflow Actions tab. Select the Display Message when user submits workflow wizard.

2. Enter you custom message

   No Format
   Leave Approval successfully processed for {EmployeeName}.

Dynamically Assign the Manager Step

Dynamically assign this step to the right manager based on which employee starts the workflow.

1. Click on the Assignment tab. In the Assign to User field, delete the user you originally assigned.

2. Type a left curly brace followed by Man. When you see {ManagerID} in the dropdown, click to select it. 
   

   Tip
   {ManagerID} is an example of a template. At runtime,  will evaluate the user id in this field and sent the task to the Employee's manager. The ManagerID field will be populated by a business rule explained below when the workflow step loads.

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Customize the User's Experience

Next we'll customize the buttons and messages the users will see as they interact with the workflow.

1. Click the Employee Step. The Workflow Step Properties will appear on the right.
2. Change the text of the Continue Label field to "Send to Manager." This is what the user will see on the Continue Button, and provides more context about what the workflow will do.
3. Click on the Manager step.
4. Change the Continue Label to Send to HR. 
5. Click on the Messages tab.
6. Enter a Pending Message that Jerry will see when he clicks the Send to HR button. Ex: The Leave Approval for {EmployeeName} has been forwarded to HR.
7. Click Submit.
8. Customize the message the HR user will see when the workflow is completed. 
9. Click on the Image Removed Edit Workflow Settings icon in the toolbar.
10. Click on the Workflow Actions tab. Select the Display Message when user submits workflow wizard.
11. Enter your customized message 
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12. Click Finish.
13. Click the Image Removed save and exit icon to save the work your have done so far.
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    Add Task Information so manager Jerry can identify the task when he sees it on the Task List, such as "Leave Approval for {EmployeeName}"

14. Click the Employee Step.
15. Enter a Pending Message that Tom (employee) will see when he clicks the Send to Manager button. Ex: Your request has been forwarded to your manager for approval.
16. Click on the HR Step
17. Enter "Leave Approval for {EmployeeName}" in the Task Information field.

Add the Manager Approval Section