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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 Manage Users link.
  2. In the Alphabet at the top click All to display a list of the users in the tenant. Follow steps 4 - 7 to create four users:
  3. For each user, click the  icon to add a new user profile.
  4. In the form that's displayed, fill in the information for each user. 
  5. Assign the frevvo. designer role for one user, the Reviewer role for the next user, the Supervisor role for the third user and the Accounting role for the last user.
  6. Select the user's Reviewer from the Reports To drop down for the designer user. Make sure you select the user id for your user with the Reviewer role. 
  7. Be sure to enter a valid email address that you can access when you are testing the flow.
  8. Click "Submit" to add the user. 

Step 1: Download/Upload the Approval Forms/Workflow Application

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  1. Click on the Expenses step. 
    1. Type HM1: Expense Report from {EmployeeName} for ${GrandTotal} into the History Msg field on the Activity Property pane on the left. HM1 stands for History Message for the first step. The subsequent messages are numbered to distinguish them from each other when you test the flow. You will see this in the audit trail for the flow. The control name {EmployeeName} will be replaced by the with the user's name and the control name {GrandTotal} with the total amount of the Expense Report. 
  2. Click on the Reviewer Step. 
    1. Type TI2: Expense report for ${GrandTotal}.into the Task Info field on the Activity Property pane. You will see this message on the Task List for this step. 
    2. Type PM2: Your request has been sent to {Reviewer} into the Pending Message field on the Activity Property pane. The employee will see this message when he/she submits the form and the task is placed on the Reviewer's Task List 
    3. Type HM2: Expense Report from {EmployeeName} for ${GrandTotal}. This message will be added to the audit trail for this step. 
  3. Click on the Supervisor Step. 
    1. Type TI3: Expense report for ${GrandTotal}.into the Task Info field on the Activity Property pane. You will see this message on the Task List for this step. 
    2. Type PM3: This request requires extra approval and has been sent to the Supervisor. into the Pending Message field on the Activity Property pane. The Reviewer will see this message if the task is routed to the Supervisor because the total amount is greater than $1000.00. 
    3. Type HM3: Expense Report from {EmployeeName} for ${GrandTotal}. This message will be added to the audit trail for this step. 
  4. Click on the Accounting Step: 
    1. Type TI4: Expense Report from {EmployeeName} for ${GrandTotal} into the Task Info field on the Activity Property pane. You will see this message on the Task List for this step. 
    2. Type PM4: Your request has been sent to Accounting for payment. into the Pending Message field on the Activity Property pane.
    3. Type HM4: Expense Report from {EmployeeName} for ${GrandTotal} into the History Msg field on the Activity Property pane on the left
  5. If you want to display a custom message such as "Expense Report Processing for Tom Cat is complete." after the Accounting user clicks Continue, click the what does the user see icon? on the flow designer toolbar to display the Form Action Wizardwizards , click on Display Message when users submit your form. Type your message in the Message box.
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  6. Be sure to save the flow when these additions are completed.

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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: 
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  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.

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

     

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Fill in and sign the Accounting section. Click Finish to complete the workflow. The Accounting user should see the message "Expense Report Processing for {emloyeename} is complete." Logoff.

Run the Expense Report workflow with a Grand Total that is less than $1000.00. Verify that the Supervisor step is skipped. 

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