Using Assigned Forms For User Information Approval

Last Updated: 05/03/2018 Introduced in Version: 2.0

Every form or task has a setting called “Assignment Type” which is either set to “In Session” or “Assigned“. 

When this is set to “ASSIGNED” it means that only the assigned user / group / role can work the form.  Setting this to “ASSIGNED” means that it is now a task.  
 
When we set this to “IN SESSION” it means “Show this form to whomever is currently running the workflow”.  This is why initial request forms are always IN SESSION.  

This tutorial demonstrates how to use Assigned Forms for an Approver to request the user to resubmit the Form.

Note, all Forms for this tutorial were predesigned because Form Design is out of this tutorial’s scope.  The forms all use Labels, Text Box’s, and Buttons.

 

Example One:

In this example we will create a Flow with two assigned Forms. The first Form will be assigned to the Initiating User right away and the second Form will be assigned to the Approver. If the Approver rejects the User’s input, then the User is assigned with a new task to resubmit the Form.

We begin in the Designer Folder by clicking the Create Flow button on the Folder Actions panel.

Then, we name our Flow and click CREATE to proceed to the Flow Designer.

 

 

In the Flow Designer we expand Flows, Rules, Forms and Reports > Forms [Interaction] > [Current Folder] category and add the User Information Form to our Flow.

 

 

This Form is used to gather a User’s inputs. It is designed in the following manner…

 

 

Back in the Flow Designer we add the Display User Information Form from Flows, Rules, Forms and Reports > Forms [Interaction] > [Current Folder] category next to the User Information Form on our Flow.

 

 

This second Form was created for a User to verify his or her inputs and either to Submit the information to Approver or go back to the previous Form to Edit the inputs. It was designed as following…

 

 

Back in the Flow Designer we add the Review User Information (approvers) Form from Flows, Rules, Forms and Reports > Forms [Interaction] > [Current Folder] category. This Form should be added on the Submit outcome from the Display User Information Form step.

 

 

Approvers Form is designed as following. Approver reviews User’s information and either Approves it or Assigns a new task for the User to correct the inputs. Mention, for this example an Approver will be able to compare Initiating User Email and User Input Email. If these emails do not match, approver will create new task for the User with appropriate comments.

 

 

Back in the Flow Designer we connect steps in our Flow as following…

 

 

Next, we select User Information Form on the workspace and Edit Step assisting layer for this step pops up. In the Assignment Setup section we change Assignment Type from InSession to Assigned.

 

 

Mention, we have step validation issue now because all Assigned Forms have to have at least one assignee. We click Edit Input Mapping for this step.

 

 

This form should be assigned to the User who is initiating this Flow. To accomplish this, in Mapping Editor we expand Flow Data category and connect InitiatingUserEmail to the Account and Groups field of our Assignment. Click Ok to save changes and return back to the Flow Designer.

 

 

Back in the Flow Designer with User Information Form Step selected we locate Display section in the Step Information layer. Then, we select Always Automatically Show If Assigned, from the drop down list. Because we assign this Form to the User on the initial run, we do not want to ask him or her if he or she wants to Fill In Assigned Form. By selecting Always, we force the Assigned Form to show up to the assignee.

 

 

Next, we select Review User Information Form on the workspace and Step Information layer for this step pops up. We change Assignment Type from InSession to Assigned. This Form should be assigned to the approver.

 

 

This time we use Assignment [edit] link to Add New User as an assignee. Then, we click Ok and DONE to close these windows.

 

 

 

Next we call the Mapping Editor for the Display User Information Form and set it as follows…

We map the output from the User Information Form to the input for the Display User Information Form’s Text Box’s.

 

 

Back in the Flow Designer, we call Mapping Editor for the Review User Information Form step.

 

 

In the Mapping Editor we connect InitiatingUserEmail from Flow Data category to the Rev User label on the Form then connect the output from the Display User Information Form to the input from the Review User Information Form.  We click Ok to save and continue.

 

 

This completes our Flow. To test this we log out from our Admin account and log back in as a User.

 

 

In the User’s Portal we locate the thumbnail for our Flow and click Run Flow from the Action menu.

 

 

We fill in the Form and click Next

 

 

Then, Display User Information Form reflects our inputs and we click Submit.

 

 

We log out of User’s Portal and log back in as an the Approver.

We locate new Assignment and click to Fill In the Assigned Form.

Because Initiating User Email does not match User’s Input Email we leave the appropriate comment and send this Form for Resubmission.

 

 

Then, we log out and log back in as Initiating User. Mention, that we have a new Assignment. We click it and select to Fill In the Assigned Form.

User Information Form opens with approver’s comments. We correct our Inputs and click Next.

 

 

Display User Information Form opens and we click Submit.

 

 

We log out and log back in as the Approver. New assignment is available for us. We click it and select to Fill In the Assigned Form.

User’s inputs are corrected and valid now. We can click Approve.

 

 

Example Two:

In this example we are going to create a Flow that achieves the same results as in the previous example in this tutorial. This time we are not going to Assign User Information Form right away to the initiating User. Instead, we are going to duplicate this Form and Assign the copy while first one will remain InSession.

We begin in the Designer Folder with clicking Create Flow button from Folder Actions panel.

Next, we Name the Flow and click Create to proceed to the Flow Designer. In the Flow Designer we begin building our Flow in the same manner we did in the previous Example in this tutorial.

 

 

Then, instead of connecting Send Back To User outcome from the Review User Information step back to the User Information Form we add User Information Form step again on this outcome. This is done so because first User Information Form will stay InSession and second User Information Form will be Assigned.

 

 

Then, we add Display User Information Form next to the second User Information Form.

 

 

Next, we connect steps in our Flow as following…

 

 

We select first User Information Form and set AdminComments value to Null. Approvers Comments should never be shown on the first User Information Form because this Form will be shown first and only one time to the Initiating User in the process cycle.

 

 

Then, we Assign Review User Information Form to the Approver in the exact same manner we did in the previous Example in this tutorial. And, click Edit Input Mapping.

 

 

In the Mapping Editor we connect InitiatingUserEmail value from the Flow Data category to the InitiatingUser label on the Form. Click Ok to save and close Mapping Editor.

 

 

Next, we select second User Information Form on the workspace and change Assignment Type from InSession to Assigned. Then, click Edit Input Mapping.

 

 

In the Mapping Editor we expand Flow Data and connect InitiatingUserEmail to the Accounts and Groups field of the Assignment. Then, click Ok to close Mapping Editor.

 

 

This completes our Flow. If we test it like we did in the first Example we will see the same results.

 

Additional Resources