Workflow Example #3

Last updated Jul 26 2017
Workflow Example #3: Purchase Requisition Workflow With Push

This example will show you how to create a flow process to handle a company purchase requisition. In this flow an employee will suggest to purchase an item. If the item costs less than 1000$ it will be approved automatically. If the item costs more than 1000$ it will be routed to a manager for approval. If the manager approves - the item will be "Pushed" to a google sheet page for documentation and then a message will be sent to the form filler, to notify him of the approval.
If the manager decides to reject the requisition  - the flow will return to the start, notifying the form filler that his suggestion was denied.

In order to start you will first need to create the form, which the employees will be required to fill in (we will instruct you how to do this in the first part of this example). 
In this workflow we wish to connect the "Start" element to a "Decision" element. The decision will contain a condition: suggested item price  should be lower than 1000$. If the item is indeed cheaper than 100$ - than it will be approved and the flow will come to an end. In addition an email will be sent to the the form filler to inform him about this.
If the suggested item price is higher than 1000$ it will automatically be rejected, and forwarded to a manager (Person element) for a second review. If the manager rejects this item purchase - the flow will return to the start. If he approves - the data will be pushed to Google spreadsheet.

Form Creation
1- Enter the form builder and create a new blank form
2- Give your form a name ("Properties" panel > Form> Settings > General> Form Name)
3- Press on the "Save" icon in the upper toolbar to save the form
4- Drag the following fields from this "Elements" panel (on the left) and drop them on to the canvas.:
Textbox (for Proposal made by)
Email (for Proposal party email)
Textbox (for Requisition object)
Textarea (for Object Description)
Price (for Requisition price)
and a submit button

5-
Change each element's label. Simply select the element and change its label text in the "element settings"  ("Properties" panel > Element> Settings > Basic > Label)

6-
Make your email element mandatory  (Select the email element and go to: "Properties" panel > Element> Settings > Basic > Turn on "Mandatory" checkbox)

7-
Save the form.
Once you are done creating the form you can add a workflow to it
Adding the workflow
1- Go to "Properties Panel" > "Form" > "Settings" > "Workflow" category

2-
Press on the "Configure workflow" button

3-


The workflow editor window will now open, containing 3 elements linked in a basic flow (by default). This flow is a good basis, however we will need to change it:
-  Drag a "Decision" element and a "Push" element into the canvas
- connect the "Start" object with the "Decision" gray entry point. 
- connect the Decision green exit point with the Finish object gray entry point.
- connect the Decision red exit point with the "Person" object gray entry point.
- connect the "Person" red exit point with the "Start" object gray entry point.
- connect the "Person" green exit point with the "Push" object gray entry point.
Once you are done  - the flow will look like this:


According to this flow: the form filler will first enter data. The data will then be checked by the "Decision". If the data is found suitable according to the condition set - it will continue to the "Finish". If it does not match the criteria it will be forwarded to the "Person" for approval. via email.
In the email sent to the "person" there will be 2 buttons: "approve" and "reject" and he will  need to press one of them.
When the person approves the candidate - the flow will continue to "Push" object and will and the form filler will be sent an email, saying his suggestion was approved.
If the person presses "reject" - the flow will return to the beginning, sending an email to the form filler, saying his suggestion was rejected.

4-
Once the flow is done, all that is left is to configure the settings.
Press on the "Settings" button in the upper toolbar to configure the workflow settings:
Description - this description is for your benefit only. 
Preview form data in workflow step - when this checkbox is turned on the data entered in the form will be displayed along with the onscreen message given to the approving person.
Your form filler is - This field defines who the form filler is. In this case it is the one that fills in the email element - so choose the "email" option from the dropdown.
Approved message - This is the text for an on screen message shown to the person after he approves the issue in the email.
Reject message  - This is the text for an on screen message shown to the person after he rejects  the issue in the email.
Reply to - the email address show to the form filler if he wishes to reply
From - This text will appear in the email subject, when it arrives (you can enter your name, your company etc). 
Approve button - Configure the text on the "Approve" button (default text is "approved").
Reject button - Configure the text on the "reject" button in the person email (default text is "rejected")
Show status link - this option will add a status link to the email sent to the "person". Pressing on the link will show the flow steps and where the request is currently located in this flow.
Status link text - allows you to change the default text of the link.
Press on "apply" to save the settings.

5- 
Select the "Decision" element and Fill in the decision settings.
Name of Decision - this text will appear inside the Decision triangle object on canvas (instead of "Decision").
Approve subject - Set the text of the subject in the email sent  once the Requisition is approved.
Approve message - Set the body of the subject in the email sent  once the Requisition is approved.
Reject subject - Set the text of the subject in the email sent  once the Requisition is rejected.
Reject message - Set the body of the subject in the email sent  once the Requisition is rejected.
Show original form data in approve / reject mail - a checkbox, once turned on, displays the data entered in the form.


Press on the "Configure condition" button to set the condition, by which the data will flow.
In our example the condition is: Requisition price must be less than 1000 $.
Press on "Apply" to save the decision settings.

6-


Now select the "Person" element on canvas.  A "Person settings" button will appear in the upper toolbar. Press on it and configure the settings:

The properties at the top will define who the "person" is, and the subject & body of the email sent to him.
First Name - Enter the person's first name
Last Name - Enter the person's last name
User Email - Enter the person's email address
Subject - this text will appear in the email sent to the "person" as the email subject .
Message - this text will appear in the email sent to the "person" as the email body.

The properties at the bottom of the window will define the text in the email sent once the person approves, or the email sent when he rejects:
Approve subject - this text will be shown in the email sent upon approval.
Approve Message - this text will appear in the email body, sent upon approval.
Show original form data in approval mail - when turned on, this checkbox will add the data that was entered in the form to the email sent upon approval.
Reject subject - this text will be shown in the email sent upon rejection.
Reject Message - this text will appear in the email body, sent upon rejection.
Show original form data in Reject mail - when turned on, this checkbox will add the data that was entered in the form to the email sent upon rejection.
7-

Select the "Push" element and press on the "Push settings" button to configure  the push.
The "Push" options will open so you can choose your integration. In this example we are setting an integration with google spreadsheet.


- Authenticate with Google
- Enter a spreadsheet name and a folder name.
- choose which fields from your form will have their values "pushed" to Google spreadsheet.
- Press on "Finish"

8-


 Select the "Finish" element. A "Finish settings" button will appear in the upper toolbar. Press on it and configure the settings:
Here you will need to configure the email once the workflow is finished.
Notify filler - once this checkbox is turned on, the email will be sent to the form filler.
Notify others -  once this checkbox is turned on, the email will be sent to the addresses specified in the textbox below.
Show original form data in mail - If this checkbox is turned on the data that was entered in the form will be shown in the "finish" email.
Mail subject - here you can set the text for the email subject.
Mail body - here you can set the text for the email body.
Press on "apply"

9-


Press on the "Save" button in the upper toolbar to Save the workflow 

10-


Press on the "publish" button in the upper toolbar to check the workflow.

11- 


Once the form filler submits the form he will receive an email containing a copy of the data.

12- 


According to the flow we defined the next step is the "Decision". If the item's price is over 1000$ - the Requisition will be rejected and the flow will be forwarded to a manager ("Person" element) for re evaluation.
If he approves - the data will be pushed to Google spreadsheet. If not - the flow will return to the starting point.
If the item price is under 1000$ it will automatically be approved and flow to Finish. 

13-


Now the data will be sent to the "Person" we configured in the flow. in this case: Henry@CBJ.com

14-


Once the person (Henry) presses on the "Approve" button, an on screen message will appear (see image). and the data will be pushed to Google spreadsheet.
If he presses on "Reject" a different on screen message will appear.

15-


And in the final step - the form filler will get an email containing an approval message or a rejection message.

Check out another example for a workflow: Example 1, Example 2


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