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. Click the pencil icon at the top of the Properties Navigator. Change the name of the workflow to Leave Approval Workflow. Click the checkmark to save it. 
5. Click anywhere in the General Settings section of the Properties Navigator or click the  Edit Workflow Properties icon in the toolbar to launch the Workflow Properties wizard. Check the Save PDF checkbox on the Settings tab so that a pdf image of the workflow is saved in the  submission repository. Click Submit to save.
   

6. If you completed the Getting Started with Forms exercise, you should have a Leave Approval Form listed in the palette. Drag the Leave Approval form you just created from the Palette and drop it into the Guide box on the canvas. This creates the first step in the workflow.  It will be named Step ##. Click on the step. Click the pencil icon at the top of the Properties Navigator. Change the name of the step to Employee. Click the checkmark to save it. 
   
   

7. In our example we will use the same form three times, once each for the Employee, Manager and HR steps. Select the Employee step and click the icon twice. This will create two linked steps. A linked step is a copy of the original step. The form cannot be edited from the linked activity but any edits made to the original step (parent form) step are reflected in the linked step.

8. Click on the first linked step. Click the pencil icon at the top of the Properties Navigator. Change the name of the step to Manager. Click the checkmark to save it. 

9. Click on the second linked step. Click the pencil icon at the top of the Properties Navigator. Change the name of the step to HR. Click the checkmark to save it. 

   

Make Changes to the Leave Approval Form

You can edit a form in the Workflow designer as well as the Forms designer. 

Let's make some changes to the Leave Approval form so we can add a rule to prefill the user name, id, email address and manager's name on each step of our workflow. Follow these steps:

1. Click on the Employee step. Click the  Edit icon. This launches the Leave Approval Form in the form designer so you can edit it.
   
   
   
2. Change the label of the First Name control to Employee Name. Change the Name of the First Name control to EmployeeName (no space). 
   
3. Change the label of the Last Name field to Employee Id.
4. Change the Name of the Last name field to EmployeeId.
5. Make sure that the Name field of each control is properly set. This is a critical step to ensure that business rules work. The controls are named as shown in the table below. Make sure that the Control Name field is exactly as shown below including case-sensitivity. 

6. Uncheck the Enabled checkbox for each control. The control values will be automatically filled in by a business rule.  

7. Click the save and exit icon to save the form.

8. Click the  save and exit icon to save the workflow.

Setup the steps in your workflow

1. Edit the Leave Approval Workflow.
2. Click on the Employee step. Click the Edit Step Properties icon. Click on the General Settings tab.  Change the text of the Continue Button label by typing it in the Continue Label field. Ex: Send to Manager.
3. Click on the Assignment tab. Assign the Employee role to this step by selecting it from the Assign to Role dropdown. Click Submit.
4. Click on the Manager step. Click the Edit Step Properties icon. Click on the General Settings tab. Change the Continue Label to Send to HR. Manager Jerry will click on this button to send the workflow to the HR department.
   

5. Click on the Assignment tab. Type a left curly brace followed by Man in the Assign to User field. When you see {ManagerID} in the dropdown, click to select it. {ManagerID}  is an example of a template. At runtime,  will evaluate the user id in this field and sent the task to the Employee's manager. The ManagerID field will be populated by a business rule explained below when the workflow step loads.

6. Click on the Messages tab.
7. Add a customized message in the Pending Message field. Tom will see this message when he clicks the Send to Manager button. Ex: Your request has been forwarded to your manager for approval.

8. Add some text in the Task Information field so manager Jerry can identify the task when he sees it on the Task List. You can use a template in the message. A template is a control in your form encased in curly brackets. will resolve the template at runtime and replace the field in the Task Info with the data that is entered into it. If you want to show the Employee Name in the Task Information, enter Leave Approval for {EmployeeName} in the Task Information field so the approving manager will know who the request is for when it appears on their task list. . 

9. Click Submit.
10. Click on the HR step. Click the Edit Step Properties icon. Click on the Assignment tab.  Assign the HR role to this step by selecting it from the Assign to Role dropdown
    
11. Click on the Messages tab.
12. Enter "Leave Approval for {EmployeeName}" in the Task Information field.
13. Enter a Pending Message that Jerry will see when he clicks the Send to HR button. Ex: The Leave Approval for {EmployeeName} has been forwarded to HR.
14. Click Submit.
15. Customize the message the HR user will see when the workflow is completed. 
16. Click on the  Edit Workflow Settings icon in the toolbar.
17. Click on the Workflow Actions tab. Select the Display Message when user submits workflow wizard.
18. Enter your customized message 
    
19. Click Finish.
20. Click the  save and exit icon to save the work your have done so far.