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This tutorial will show how easy it is to create an Approval Workflow using . We will use an Expense Report workflow as an example. Consider this business scenario:

  • The employee accesses the Expense Report workflow and fills in the form, signs it and clicks Continue.
  • sends that employee’s manager a notification.
  • The manager clicks on the notification [on any device], can view the expense report request and approve it or send it back for corrections.
  •  If approved by the manager and the total amount of the expense report is greater than $1000.00, the workflow will be routed to the VP for further approval otherwise it will continue to employees in HR for final processing.

  • Final processing might include integration with a database or with a back end system.

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  1. Click the Edit button for the Approval Forms/Workflows application on the Application Home page. 

     

  2. Click the Flows tab and then click Edit for the Expense Report flow:   

     
     

  3. At this time, the Expense Report flow only contains the form named Expenses. The Expense report form was created using simple visual drag & drop and edited to achieve the desired layout. To view the form, click the the Image Modified icon on the flow designer toolbar. 



  4. There are sections in this form for the Reviewer, Supervisor and Accounting approvals. A business rule  controls when these sections are shown/hidden as the flow progresses. For Example, when the employee is filling out the Expense Report, the Reviewer, Supervisor and Accounting sections are hidden.  

    Expand
    titleClick here for more information on these rules.This section will expand/collapse by clicking on the arrow.
    The simple business rule shown below controls when these sections are shown/hidden as the flow progresses.

     

    Rules will be even easier to implement in a future release of .  
     

  5. Other Business Rules autofill the Report Date, employee information and the Reviewer name using the credentials of the user who is logged in. Another rule enables/disables the Miles Travelled field based on a selection from the Category dropdown. There is a rule to calculate the mileage and a separate rule to calculate the expense report grand total.  

    Expand
    titleClick here for more information on these rules.This section will expand/collapse by clicking on the arrow.

    This rule populates the Report Date field with the current date when the form loads:

    Code Block
    if (form.load) {
  ReportDate.value = DateUtil.today();
}

    This rule autofills the First Name and Last Name controls using the credentials of the user who is logged in. The Reviewer for the user filling out the Expense Report comes from the "subject.reports.to" field on the Add/Edit users screen.

    Code Block
    if (form.load && EmployeeName.value.length === 0) {
  EmployeeName.value = _data.getParameter('subject.first.name') + ' ' +
                      _data.getParameter('subject.last.name');
  Reviewer.value = _data.getParameter("subject.reports.to");
}

    This rule enable/disables the Miles Travelled field based on a selection from the Category dropdown. The Miles Travelled control will only be enable for user input when "MIleage" is selected as the Category dropdown choice. Otherwise, the user cannot enter data into the Miles travelled control.

    Code Block
    for (var i = 0; i < Category.value.length; i++) {
  if (Category[i].value == "Mileage") {
    MilesTraveled[i].enabled = true;
  } else {
    MilesTraveled[i].enabled = false;
  }
}

    This rule calculates the mileage for each row in the Expenses Table:

    Code Block
    for (var i = 0; i < MilesTraveled.value.length; i++) {
  if (MilesTraveled[i].value > 0) {
    Amount[i].value = MilesTraveled[i].value * IRSMileageRate.value;
  }
}

    There rule adds the amount for each row in the table to calculate the Expense Report Grand Total. 

    Code Block
    var tot = 0;
for (var i = 0; i < Amount.value.length; i++) {
  tot = tot + Amount[i].value;
}
 
GrandTotal.value = tot;
if (ExpenseRepeat.itemRemoved) {var x;}

  6. Using the  Linked Forms Feature of the flow designer, we can add a linked version of the parent form, Expenses, for each of the remaining steps in the  flow. Click the Image ModifiedLink icon three times to create three linked forms. 
     

  7. Click on the second step in the flow. Change the name to Reviewer, by typing it in the name field on the left step Property pane. Rename the third step in the flow, Supervisor and the last step Accounting.  

     

  8. Click the the Image Modifiedicon to save the flow.

...

  1. Click the Edit icon to return to the Expense Report flow.

  2. Select the step named Expenses. View the properties window on the left. A scrolling menu lists the available roles. Do not select a role for this step. This assignment makes the first step accessible to everyone in the tenant. 

  3. Select the Reviewer step. This step will be performed by the employee's manager (Reviewer). We could assign the role, Manager, by selecting it from the Role dropdown list, however, this would put a notification in every manager's inbox as soon as any employee in the company filed an expense report. We want each employee's expenses to be approved/rejected by his/her manager and not by any manager. Instead of assigning a role, we will assign this step to a specific user.  can dynamically determine which user the notification should go to. In the Expense Report Form, there is a text control named "Reviewer." The Reviewer is simply the username of the manager in question. We can use the information entered in that control to forward a notification to the right reviewer. In the Properties window, just below the Role menu, type  {Reviewer} in curly brackets as shown: 

     

    This is an example of a template in .  At runtime,  will evaluate the value of the data item (Reviewer), which is automatically filled in via a business rule.  will then send a notification to that specific manager only.  

  4. Assign the Supervisor role to the Supervisor step. 

  5. Assign the Accounting role to the Accounting step. 

  6. Click the the Image Modified icon to save the flow. 

Step 4: Add a Precondition for the Supervisor Step

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Share URL:  Click the  Share icon for the workflow on the Flows Home Page and select the third option: Link (Email/Web page). Copy this link and paste it into a different browser.  will display the login screen. Continue with the Employee Submission section below:

Spaces:  A   space is a frevvo website that can be used to test the Expense Report flow. It is very easy to create and add your forms and workflows to it. Follow these steps to create the space:

  1. Ensure the visibility of your Expense Report flow is set to public and that it is deployed to production: 
    Image Modified 
  2. Click on the Spaces Tab. Click the Image Modified icon. Enter an id and name for your space. Click Create.
  3. Click the Image Modified Share icon. Copy the share url for your space then logoff . Paste the space url into another browser or a new tab of the browser you are using. Login as your designer user.

    Image Modified
     
  4. Your space will look similar to the image below. 


     

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