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Approval Section (to be filled in by Manager)
Create a section called Manager Approval as shown above. Managers will approve or reject expenses using this part of the form.
Roles on Sections
When an employee is using the form, we do not want the Manager Approval section to be visible. includes the ability to assign Roles to certain sections. If a section has a Role, only authorized users (who have that Role) will be able to view the section. In our example form, the Expense Report section has not been assigned a role. This means that all users will be able to view it. In contrast, the Manager Approval section has been assigned the role Manager. This means that only users with the role Manager will be able to view that section. This is similar to the common "For Office Use Only" sections of paper forms.
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supports the ability to digitally sign sections. To enable signatures, select the section (by clicking on its header) and in the properties panel, select the Security tab. Select Text/Signature Image or Wet Signature Image from the Signature dropdown to enable a digital signature for the section. You can select the Wet Signature type, if you prefer. Refer to Electronic Signatures for more information. If you also check Must Sign, then the form cannot be submitted unless the section is signed. The Lock Signed checkbox is checked by default - if checked, a signed section cannot be edited by a different user once the form is submitted. In this example, once the employee fills in expenses and forwards them to the manager for approval, the manager will not be able to edit the expenses. The digital signature guarantees that the data has not been tampered with. If you uncheck this box, then the signature can be removed by the manager who can then edit the Expenses section.
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Simply drag the Expense Report form into the main flows window. For our expense report, which already has roles assigned within the form, we will simply drag and drop the same form twice. This means that the workflow consists of two steps: both steps are using the same form but it will look different depending on who is filling out the form as we will see in the next step. Rename the second form Manager Review.
Assign Roles
Select the first activity (first Expense Report form in this example), and view the properties window on the left. A scrolling menu listis lists the available roles. For the first form select the Employee role. This assignment makes the first step accessible only to logged in users with the Employee role.
For the second activity, we could simply assign the role Manager. However, we want each employee's expenses to be approved/rejected by his/her manager and not by any manager. If we simply assign the role MangerManager, this would put a notification in every manager's inbox as soon as any employee in the company filed an expense report. Instead of assigning a role, we will assign it 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 "ManagerId." The Manager Id 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 manager. In the Properties window, just below the Role menu, there is a text control labeled User (see the figure above). In that text control, type the following:
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This is a template. At runtime, will evaluate the value of the data item (ManagerId), which is automatically filled in via a business rule above. will then send a notification to that specific manager only which is exactly what is desired in this case.
Quick View Setup
The Manager can quickly accept/reject tasks by clicking the Quick View icon for a task when accessing the Task List. Set up this feature for the Manager Approval form in this flow. Click on the Manager Review form and then click the Setup Quick View link on the form Property pane. Be sure to check the Enable box and then compose a Summery of the task that will be seen on the Manager's Task List.
Email Notification
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