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:
      

Workflow

Customize the User's Experience

Next we'll customize the buttons and messages the users will see as they interact with the workflow. First, click Workflow in the Guided Designer header to return to the Workflow Outline.

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 Tom (employee) will see when he clicks the Send to HR Manager button. Ex: The Leave Approval for {EmployeeName} has  Your request has been forwarded to HRyour manager for approval.

7. Add Task Information so manager Jerry can identify the task when he sees it on the Task List, such as "Leave Approval for {FirstName} {EmployeeNameLastName}"

8. Click the Employee Stepon the HR Step
9. Enter "Leave Approval for {FirstName} {LastName}" in the Task Information field.
10. Enter a Pending Message that Tom (employee) Jerry will see when he clicks the Send to Manager button. Ex: Your request has been forwarded to your manager for approval.
11. Click on the HR Step
12. Enter "HR button, such as "The Leave Approval for {EmployeeName}" in the Task Information field. has been forwarded to HR."

Dynamically Assign the Manager Step

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

1. Click on the Manager Step
2. Select the Assignment tab. In the Assign to User field, delete the user you originally assigned.
3. Type a left curly brace followed by Man. When you see {ManagerID} in the dropdown, click to select it. 

Forms

Click on Forms in the Guided Designer header. Notice that in addition to the Employee Information and Leave Request sections that you added, there are now also sections labelled Manager Approval and HR Approval. These were added by the Workflow Design Wizard, along with rules that show/hide them on the correct step. 

You can edit the form in the Workflow designer Forms view. 

Rules

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.

Add a Rule to Prefill Employee Information

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

1. Click Add.

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

3. 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

   

PDF Mapping

We'll skip this for now, because this workflow will produce a built-in PDF snapshot. Visit Generate Pixel Perfect PDFs for more details about you could map form data to an existing PDF.

Settings

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.
   

2. Check the Save PDF checkbox on the Settings tab so that a PDF image of the workflow is saved in the  submission repository. 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.

3. Click Save.
   

Add a Submit 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 {FirstName} {EmployeeNameLastName}.