Roles can only be created by the tenant administrator.  The steps are:

1. Login to your tenant with the admin user account

2. You should be on the manage tenant page (if not click Manage in the upper-right hand corner)

3. Click Manage Roles

4. Click the + icon

5. Type in ‘employee’ into the role name and click submit

   
   

Users can also only be created by the tenant administrator.  The steps are: 

1. Click Manage Users on the Manage tenant page

2. Click the add new user icon which will bring up the Add New User form

3. Enter all the required information (use your email address) for the manager and click submit

4. You should be back on the user list - click the add new user icon again

5. Fill out all the required information (use your email address) for the employee

6. Select the employee role

7. Set “reports to” to the manager user you just created in the previous step

8. Finally create a user for the designer and be sure to give this user the special frevvo.Designer system role

   
   

You should now have a designer, manager and employee user (with the employee role) and a reporting relationship defined between the manager and the employee. 

Step 2: Create the Workflow

Now it is time to create the workflow.  Login to your tenant as the designer user.  Workflows are always contained within a frevvo application.  From the Applications page you can either click Edit on an existing application or click the New button in the upper right hand corner to create a new application.

Once you are in the application, click on Flows in the navigation bar on the left side.  Finally click the New button in the upper right-hand corner.

The flow will consist of 3 steps:

1. A form step for the employee to fill out the project details

2. A form step for the anonymous vendor to provide quote information

3. A form step for the employee’s manager to review

Start by dragging a single form step on to the flow designer work space.  We will add the rest of the steps later.

1. Click on this 1st form step.
2. Click on the icon to open the Flow Step Properties.
3. Enter the Name “Employee”.  
4. Click Submit

Step 3: Build the Form

For this workflow, we are going to design the entire form layout as part of the first step.  We will then use the linked step feature of frevvo and business rules to customize the view based on which step is being performed.  The steps are:

1. Click on the Employee step in the flow designer (you should see some icons appear on the bottom of the step)

2. Click on the pencil to go into the form designer

1. Read-only employee info (First Name, Last Name & Email) that will be automatically populated based on the user that initiates this workflow.

2. Job request section where the employee will fill out the details of the work to be done.

3. Vendor quote section to be filled out by the vendor

4. Manager approval section

5. Hidden fields (used to capture the manager of the employee that filled) 

Enter the Form Name 'Employee' in the Properties Panel on the left

Drag and drop the various controls on your form, name the fields and give them labels so that the form looks something like the following:

The form you create does not have to look exactly like the picture above.  Using the form designer is out of scope for this tutorial so it will focus only on features relevant to this particular workflow.  For more detailed instructions on designing forms, go here.

When you are happy with the way the form looks, click on the Manager section of the form and uncheck the Visible property.  We will handle enabling this section in the last step of the setup. 

Step 4: Employee Info

First we will work with the fields designed to capture information about the user initiating the work flow:

• First Name

• Last Name

• Email

• Employee’s Manager 

The first 3 fields should be visible but disabled as we can determine these values automatically and don’t need to enter them manually or changed by someone using the workflow.  Select each control and then uncheck Enabled in the Settings section under Properties on the left side of the designer.  The Employee's Manager field should be hidden so uncheck Visible for that control.

Next we need to initialize these values with a business rule: 

1. Click on the rules toolbar button () which will bring up the rule editor.

2. Click the plus to create a new rule and a new rule will appear directly below.

3. Click on the pencil icon next to the rule and you can change the rule name and description if you want.  Finally, enter the following for the rule itself: 

Click Test and verify () that first name, last name and email are being populated correctly.

Step 5: Vendor Section

Now let’s set up the part of the workflow that the vendor is going to use.  The form should contain a field called VendorEmail.  The employee will need to enter this so frevvo knows where to send the email for the next step.  Let’s enforce this by going into the form designer for the first step and making VendorEmail required: 

1. Click on the Employee step so that it has context

2. Click on the blue pencil icon within the step to bring up the form designer

3. Click on the Vendor Email to give that control focus

4. Make sure Required is checked (in the Settings section on the left properties panel)

5. While you’re at it, make Design Job and Vendor Name required too so that the vendor has enough information to formulate a quote

6. While we’re in here note the name of the VendorEmail control (you could copy it into your clipboard as well since we’re gong to need this value using CTRL-C or CMD-C)

7. Click the save toolbar button to go back into the flow designer

Next we need to configure the flow so that step 2 uses the the email address entered into the VendorEmail control. We also need the vendor to see everything that the employee has entered in the first step.  So Rather than creating a second form for this, we’ll used the linked step feature to create a step for the vendor that is derived from (or linked to) the form in the first step:

1. Click on the first step so it has focus (you’ll see at some icons appear at the bottom of the step box)

2. Click on the icon that looks like this .

3. A linked copy of the Employee form (double box), is added to the flow.

4. Click on the 2nd step in the flow.

5. Click on the icon to open the Flow Step Properties.

6. In the Settings tab Name the step Vendor.

7. Click on the Assignment tab. In the field property called Assign to Email (No Login Required) (Only one address allowed)- enter the name of the control being used to collect the vendor email address surrounded by curly braces (for example {VendorEmail}. The usage of the curly brace syntax is used throughout frevvo as a shorthand to get a given control’s value.

   
   

At this point your form will look like this

Step 6: Changing Form Behavior Based On The Step

1. Click on the Employee step so that it has context

2. Click on the blue pencil icon within the step to bring up the form designer

3. Click on the Vendor Quote Section to give that control focus

4. Uncheck all three Required, visible and printable checkboxes in the Settings section on the left properties panel

5. Now we create a rule to show the Vendor approval section to the vendor on the vendor step

    Click here to see how to create this rule

   The Visual Rule Builder consists of 3 wizards:

   • Condition wizard - describe the conditions under which a set of actions should be executed
   • Action wizard - declare the actions that should be taken when the condition is true
   • Else Action wizard - declare the actions that should be taken when the condition is false

   1. Click the Employee step then click the blue pencil icon to edit it
   2. Click the  Rule icon on the Flow Designer toolbar
   3. Click the to add the rule.
   4. Click the red pencil icon on the rule to expand it.
   5. Name the rule Show Vendor Approval on Vendor Step
   6. Click the Run Builder button.
   7. Click the Add Condition button
   8. Select current step from the first dropdown.
   9. Select is on or after from the second dropdown
   10. Select vendor from the third dropdown.
   11. Click Next
   12. Select JobRequest or whatever the name of your Job Request section is from the first dropdown.
   13. Select to disabled in the second drop down
   14. Click Add Action
   15. Select VendorQuote or whatever the name of your vendor section is from the first dropdown.
   16. Select as visible in the second drop down
   17. Click Add Action.
   18. Repeat the above steps for VendorQuote to make it as required and to printable
   19. Click Next. We will be entering the false conditions here i.e if the step is not Vendor step.
   20. Make JobRequest Section enabled by selecting JobRequest in the first dropdown and to enabled in the second dropdown.
   21. Click Add Action
   22. Select VendorQuote or whatever the name of your vendor section is from the first dropdown.
   23. Select as hidden in the second drop down
   24. Repeat the above step to set the Vendor quote to as optional and to not printable
   25. Click Finish.

   The Rule should look like this on the Rule Editor page:

   

6. Click the save toolbar button to go back into the flow designer.

7. Click on the Vendor step so that it has context

8. While we’re in here note the name of the VendorEmail control (you could copy it into your clipboard as well since we’re gong to need this value using CTRL-C or CMD-C)

9. Click the save toolbar button to go back into the flow designer

The updated rule first figures out the current step.  If the current step is the employee step, the JobRequest section is enabled but the VendorQuote Section is hidden.  If the current step is the vendor, we disable the JobRequest section, make the VendorQuote Section visible and mark any fields that the vendor must fill in as required.

Step 7: Manager Approval

Finally we need to set up the manager approval.  Just as in the previous step we want to create a linked step:

1. Go back into the Flow Designer (where you can see all the steps) if you are not already there

2. Select the “Employee” step by clicking on it

3. Click the link icon

4. Drag the step to the end and rename it “Manager” by clicking the icon.

    

   
   

This step should only be performed by the manager of the user that initiated the request.  The Flow properties allow the designer to specify what roles or even a specific user that can perform a given step.  

Now we will make use of the hidden EmployeeManagerId control that we are initializing with the business rule we wrote in step 4.  

1. Click on the icon of the manager step.
2. On the Assignment tab enter {EmployeeManagerId} in the Assign to User field.  
3. When the workflow gets to the manager approval step, frevvo will get the value from the EmployeeManagerId control in the form and assign the step to that user.

Once the vendor has completed the quote an email will be sent to the approving manager.  Let’s customize the message a bit by setting the Pending Message property in the Messages tab to the following:

Quote from {VendorName} has been successfully submitted.

Once again, we are using frevvo’s templatizing capability to use data from the form to provide some specific details about the quote to the approving manager.

Finally we need to make sure the manager can see all the data in the form and can do the needed approval.  To accomplish this, we need one last rule:

Step 8: Access Control

Since this flow requires contributions from people that are anonymous (don’t have a frevvo user id) we need to make the flow accessible to anyone.  This can be done by:

1. click on the lock icon for the flow in either the flow list or from within the flow designer

2. this will pop up a window where the designer can specify permissions for the flow

3. change the Visibility of the flow from “Public in Tenant” to “Public” for the Permission “Who can use the flow”

Changing the flow to public will allow the vendor to access their step but we don’t want just anyone to able to start the flow (which someone could with a public flow if they know have the URL).  To fix this, we can assign the employee role to the first step in the flow: 

1. open the flow designer for the flow

2. click on the ‘Employee’ step so it is selected

3. select employee for Role 

4. save the flow

Now only a user that is logged into frevvo and has the employee role can access the first step and initiate a workflow.

Summary

While this type of quoting workflow would need to be enhanced to suit specific business cases (mostly by adding more form fields) it illustrates how quickly a workflow can be created that can include collaboration with people that are not in your organization and do not have frevvo accounts.