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Examples of Approving/Rejecting workflow tasks and important topics about the behavior of workflows are discussed below.

• Cloud customers have access to pre-built workflow and form templates. They can be uploaded by clicking

  Open

  

  Add Content and selecting Install a Prebuilt Template. All workflow templates in the Cloud come with short Guided Tours that automatically launch and are intended to show you how to run the workflow.

• On-demand help about the frevvo workflow properties is also available.

Refer to this topic for information about testing workflows

Invalid Form Notification for Users

frevvo provides a method to show validation errors at the time of submission. Click on the Continue or Finish button in a workflow that contains invalid data or required fields that are empty and the invalid controls are highlighted with a background color. Refer to this documentation for the details. 

Unsaved Changes Warning Message

Users filling in a lot of data in a long workflow may loose that data if they close the browser/browser tab without saving or submitting. Browser messages will popup to confirm or cancel the window/tab closing action to avoid the loss of data. Refer to Unsaved Changes Warning Message topic to see how this feature works.

Designers should consider the Save on Navigate feature for workflows if you want to save entered data when the browser is closed before Saving or Submitting.

Approval Workflows

Approval workflows are very easy to automate in frevvo. The requester fills out the original form (or set of forms) electronically and the workflow is then routed it to the appropriate person or persons according to the desired business scenario. They’re notified with an email and can take action instantly using any device e.g. instant approval using a smart phone. E-signatures are collected and PDFs can be generated along the way. frevvo offers multiple integration options so you can save your data. 

Approving a Task

Reviewing a task for approval is very easy in frevvo using the Task List. The approver can use the

Quick Approval or the 

Perform icons to  display the approval step. Quick Approval displays a Quick View of the task without displaying the entire form. It allows the user who's responsibility it is to review the task (manager, supervisor, reviewer etc.) to add a comment, approve or reject, sign and pass it to the next user in the workflow. This works well on mobile devices. If the approver wants to see the entire form they can click the Details button.

 Follow these instructions to approve a task for the workflow that you downloaded:

1. Access the workflow from your space. Log in to frevvo. 

2. Click the appropriate tab then select the workflow from the choices.

3. Run the workflow to a step that requires an approval (manager, VP, Payroll.) 

4. Check the email for any user whose role is manager. Click on the link in the email.

5. Log into frevvo as the user that can perform this step. 

6. Access the task by clicking the Important Items tab and then click on the Task List.

   1. For a quick approval, click the

      Open

      

      Quick View icon. If the task does not have a 

      Quick View icon, click the 
       Perform icon. Notice the task is now locked so no one else can review it.

   2. Here is an example of Quick Approval for the Expense Statement workflow. If the approver wants to see the Expense Statement first, then click the Details button.

      Open

      

      
      
      

   3. Sign if required. If you clicked on the

      Open

      

      Quick View icon, click the Approve button. A "Please Wait" message flashes and the "Task successfully approved" message displays. Logout. 

7. If you clicked on the 

   Open

   

   Perform icon, fill in the required fields then click the button on the screen to advance to the next step or complete the workflow. The label of the "Continue" button may differ as this is customizable by the workflow designer. The task disappears from the task list.

8. If the workflow has additional steps, check for a task notification email with a link to the task for a user who can perform that step, then login if required. For example, the third step in the Expense Report workflow is performed by a user with the role of Finance and the final step is performed by a user with the role of CFO.

9. Access the task by clicking the Important Items tab and then click on the Task List. Approve each step. 

10. Complete the remaining steps for the workflow. Logout. 

Rejecting a Task

A non-admin user can send a task back to a previous step by clicking the Reject button. The Reject button is configurable by the designer so all steps in the workflow may not have one. 

Let's consider an Expense Report workflow where the first step is performed by the employee, then it is routed to the employee's manager for approval/rejection. If approved, the workflow is then routed to the Payroll department for final processing. A Reject button has been configured for the Manager and Payroll steps and email notification is turned on for all participating users.

Employee William accesses his company's HR portal and logs in to frevvo. He fills out and submits his Expense Report, then he logs out of frevvo.

William's manager, Jerry, receives a task notification email informing him there is a task on his task list that requires his attention.

Jerry clicks the link in the email, logs into frevvo from a mobile device and clicks the the

Quick View icon.

Jerry adds a comment, then approves the task by clicking on the Approve button. The "Task successfully approved" message displays and Jerry logs out of frevvo.

All users who work in the Payroll department receive a notification email and the workflow is routed to their task lists.

Sue, who is a Payroll department employee, clicks the link in the email, logs into frevvo, performs the task and notices that William neglected to attach images of his receipts.

Sue clicks the Reject button. She rejects the task back to the step in the workflow performed by William Castle by selecting that step from the dropdown. Then she provides the reason for the rejection.

She clicks Submit on the Rejection screen and sees the "Task successfully rejected" message.

The task is removed from Sue's task list and she logs out. William receives a customized email asking him to attach the receipts. 

William logs into frevvo and accesses the task from his Task List.

He uploads the receipts then resubmits the Expense Report. The workflow is routed to Jerry, who can reject the task and send it back to William or approve it. If approved, the workflow will once again be routed to the Payroll department employees. Now that the receipts are attached, the first employee in Payroll to perform the task can complete the final processing of William's Expense Report.  

 

 

Searching for Tasks

Click the 

icon on the Task List to search for a form you have saved and want to continue, that you have submitted in the past, or to search for a workflow you have participated in. You can narrow your search to specific forms or workflows, a date range when you performed a task or only tasks that ended with errors. You can check one or more task states (Saved, Submitted, WAITING, PENDING, ABORTED) to include/exclude tasks from the search results.

Search will only show tasks that the user has participated in.  

Select a Form/Workflow from the dropdown and Filter Form/Workflow by Data table becomes visible and enabled. You can use this table to optionally select fields that are set up as Searchable Fields in your form/workflow by the designer as search criteria.

Tenant Admins and users with workflow admin permission are able to search for tasks that were performed by other users. One very common function is to search for tasks that are locked by a particular user so that the workflow admin can modify them and reassign them to another user or role. For example, if a person goes on vacation, the workflow admin may need to move a saved or pending form or workflow to another user. 

If no matching tasks are found as a result of your search, you will see this message:

If a workflow was renamed after having submissions, the original name will appear in the task list for tasks in PENDING and SUBMITTED status until the instance is saved.

View My Task

Users logged into frevvo are able to view workflow steps that they performed by clicking on the

icon in the Audit trail. When you are viewing your task, you may notice the read-only view watermark. This is to remind you that you can view the information but can not make changes to it.

You will not see this icon for rejected tasks, tasks that have been reset/reassigned/aborted by a tenant or workflow admin, or tasks that have been saved to your Task List.

You will only be able to view tasks that you have participated in.

Let's say you submitted a Leave Approval Request to your manager and you want to view the information that you entered. You are not sure if your manager has approved it or if your request is pending your Manager's approval (pending state).

Here is how you find it: