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- A role system, assigning different parts of the flow to different users
- Signatures, which will lock the information in place for security
- Fully customizable options, such as buttons, email notifications, and displayed messages
- Quick View feature so the manager/reviewer can quickly approve/reject the Expense Reports from their Task List
- Synchronization with Google Docs, sending a .pdf into a pre-made folder for later access
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Using Business Rules, we can autofill not only the employee text boxes, but also the corresponding Reviewer box and Report Date. The employee information and the Reviewer name are automatically filled in using the credentials of the user who is logged in. The Report date will be filled in using a separate ruIe. The IRS Mileage Rate is a default value for that field.
Here is an example of a rule to fill in the current date using the frevvo.currentdate function. Refer to the Rules Rule Validator documentation for help troubleshooting your rules.
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if (form.load ){
ReportDate.value = frevvo.currentDate(form);
}
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To assign a section to a role, select the section in question and go to the tab labeled Security in the properties panel. In the scrolling menu, select one or more roles. Assign the Manager role to the Manager Approval section in the Expense Report form.
Signatures
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 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 reviewer 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 reviewer who can then edit the Expenses section.
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Login as an employee (tom in our example). will display the first step in the workflow. This is just the Expense Report form except that the Manager Approval section is not visible.
After completing the expense report and signing, the employee can submit it to the managerreviewer. The expense report information cannot be edited by the managerreviewer. After pressing the Continue button (which is labeled Report Expense Submit Expenses as we customized), the employee will see the customized display message. In our example tenant, when the employee Jack Johnson submits his expense report, he sees the message "Your expense has been submitted to Jill Burns for approval." If the employee Tom Cat submits his expense report, he sees the message "Your expense has been submitted to Jerry Mouse for approval."
Task List
includes a built-in Task List for every user. To access your Task List, login and click on the Tasks menu item on the left. This will display any Tasks that are pending in your inbox. You can perform tasks, modify them (abort or route to a different person) and view the history (audit trail) of a particular workflow.
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In our example, when a manager (Jill or Jerry) logs in and views the task list, he/she will see any pending Expense Report approvals for their respective employees. The manager can then click the Perform this Task button.
The manager will see the expense report information submitted and signed by the employee. It cannot be edited. However, because of the Role settings described earlier, the manager will also see the Approval section. He/She can approve or reject the expense report, enter any comments and Finish Approve the workflow.
Documents/Notifications
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