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Test Example 6:

Follow these steps to test Example 6:

  • Click the link to your space that you bookmarked earlier. Login as the designer.

  • Select the Purchase Order from the Purchase Order tab.

  • Fill in the PO with a Total Amount value that is equal to or greater than $10,000.00. Sign as the sales person. Click the Send to client button.
  • Log out of your
    Frevvoproduct
    space.
  • Check the email account for the customer. Access the email with the subject "Purchase Order from frevvo", click the link provided.
  • Approve and sign the PO as the customer. 
  • Click the Send to frevvo, Inc button.  
  • Log into your 
    Frevvoproduct
    space as the designer@<your tenant>. Select Task List from the Important Items tab.
  • Click the Perform icon. Review the PO then click Send to Manager. Logout of your
    Frevvoproduct
    space.
  • Login to your
    Frevvoproduct
    space as jerry@<your tenant>. Select Task List from the Important Items tab. 
  • Click the Perform icon. Add a comment and sign as the manager. Click Finish or Send to VP. Logout of your

    Frevvoproduct
    space.

  • Login to your
    Frevvoproduct
    space as ed@<your tenant.  Select Task List from the Important Items tab
  • Click the Perform icon. Add a comment and sign as the VP. Click Finish. Logout of your
    Frevvoproduct
    space.
  • The sales person (designer) and the customer will receive an email with the signed PO. Check the pdf to make sure the VP approval is included.
  • Run the workflow again with a Total Amount that is less than $10000.00. The workflow is finished after the Manager Approval step.The sales person and client receive an email with the signed pdf.

Example 7 - PO Reject

What happens if the manager or VP need more information or corrections made to the PO before approving? They can send the PO back to an earlier step by clicking the reject button. When a task is rejected, the user who it is being sent back to receives an email informing them of the reason for the rejection.

The

Frevvoproduct
 designer configures which steps display a Reject button via the Setup Approval/Rejection wizard. Simply check/uncheck the Reject to here or Reject from here checkboxes for each step in the workflow. The reject button label can also be modified on any step. 

You can one to a step performed by an anonymous user (our Client Approval step). For example, clicking the Reject button on this step allows the customer to send the PO back to the sales person (designer) for corrections. Once the corrections are made, the flow is sent back to the customer for another review and the flow continues to completion if the customer approves.

Modify the workflow: 

Log into your tenant as the designer user. Edit the Purchase Order Application, click the Flows tab then edit the Purchase Order Workflow. You can change the button label on any step where Reject from here is checked.

  1. Click the PO step then click on the Rejection section in the left Properties panel.
    1. Check "Reject to here" and uncheck "Reject form here". Since this is the first step in the flow, there are no steps before it to reject to. If you leave it checked, it will be ignored.
    2. Click Submit.
  2. Click the Client Approval step. Click on the Rejection section in the left Properties panel.
    1. Check Reject to here and Reject from here.
    2. Change the Reject Button Label to "Send PO back for revision".
    3. Click Submit.
  3. Click the Sales Review step then click on the Rejection section in the left Properties panel.
    1. Check Reject from here and Reject to here.
    2. Click Submit.
  4. Click the Manager Approval step then click on the Rejection section in the left Properties Panel.
    1. Verify that Reject from here and Reject to here are checked.  The manager can reject the flow back to the sales person and the VP can reject the flow back to the manager step.
    2. Change the Reject Button Label to "Reject PO".
    3. Replace the {task.perform.url} template in the Rejection email body to the URL of your 

      Frevvoproduct
      space with /tasklist appended to it. Here is an example.

      Code Block
      languagexml
      titleReject Email Message
      <p>This workflow was rejected back to you for further action.</p><p>The work flow was rejected by {subject.first.name} {subject.last.name} at step: {flow.activity.name}. The reason was: {flow.activity.reject.reason}.</p><p>
      You can access your task by clicking <a href="https://app.frevvo.com:443/frevvo/web/tn/mycompany/u/85a7dee1-e4cc-4c31-bcc6-d6929fb4d2b2/space/workflowtutorial/tasklist">this link</a></p>
    4. Click Submit
  5. Click the VP Approval step then click on the  Rejection section in the left Properties Panel.
    1. Check Reject from here and uncheck Reject to here.  Since this is the last step in the flow, there are no steps after it that can reject back to it. If you leave it checked, it will be ignored.
    2. Change the Reject Button Label to "Reject PO".
    3. Replace the {task.perform.url} template in the Rejection email body to the URL of your 

      Frevvoproduct
      space with /tasklist appended to it. Here is an example.

      Code Block
      languagexml
      titleReject Email Message
      <p>This workflow was rejected back to you for further action.</p><p>The work flow was rejected by {subject.first.name} {subject.last.name} at step: {flow.activity.name}. The reason was: {flow.activity.reject.reason}.</p><p>
      You can access your task by clicking <a href="https://app.frevvo.com:443/frevvo/web/tn/mycompany/u/85a7dee1-e4cc-4c31-bcc6-d6929fb4d2b2/space/workflowtutorial/tasklist">this link</a></p>
    4. Click Submit.
  6. Click the  save/exit icon to save your changes to the workflow.
  7. Logout of your 
    Frevvoproduct
    tenant.

Test Example 7:

  • Click the link to your space that you bookmarked earlier. Login as the designer user.

  • Select the Purchase Order from the Purchase Order tab.

  • Fill in the PO with a Total Amount value that is equal to or greater than $10,000.00. There is no Reject button on this step. Sign as the sales person. Click the Send to client button.
  • Log out of your

    Frevvoproduct
    space.

  • Check the email account for the customer. Access the email with the subject "Purchase Order from frevvo", click the link provided.

  • Notice the reject button with the label Send PO back for revision. Click on this button.

  • Click the down arrow for the To dropdown on the Rejection screen. Select the step in the flow to send the flow back to - in our case - PO - (designer) who is the sales person.
  • Provide an explanation for rejecting the PO in the Reason box. Click Submit.
  • The message "Task successfully rejected" displays.
  • Check the email for the sales person (designer user). Notice the email with the title "You have a new task for Purchase Order Workflow". This is the Rejection email.
  • Open this email. The step of the flow where the rejection was performed and the reason for the rejection is shown in the body of the email. Click the link to the flow embedded in the rejection email. The rejection email subject and body can be customized to reflect whatever you want to say.
  • Log into your

    Frevvoproduct
    space as the sales person (designer user). The Sales Person's (designer user) Task List displays. Click the Perform icon, review the PO, make a change, sign then click Send to client. Logout.

  • Check the email account for the customer. Access the email with the subject "Purchase Order from frevvo", click the link provided.
  • Approve the corrected PO, sign and click the Send to frevvo, Inc button.
  • Login to your

    Frevvoproduct
    space as the sales person (designer user). Select Task List from the Important Items tab.  Click the Perform icon. Review the PO. Click Send to Manager. Logout.

  • Login to your 

    Frevvoproduct
    space as jerry@<your tenant>. Select Task List from the Important Items tab. Click the Perform icon. Notice the Reject PO button on this step.

  • Approve the PO as the manager, sign then click Finish or Send to VP. Logout.

  • Login to your 

    Frevvoproduct
    space as ed@<your tenant>.  Select Task List from the Important Items tab.  Click the Perform icon. Notice the Reject PO button on this step.

  • Click Reject PO. A list of steps that you can send the task back to displays when you click the down arrow in the To dropdown. In this example, the VP can reject the task back to the manager Jerry or the sales person (desiger user).

  • Select Manager Approval (jerry) from the dropdown then fill in a reason for the rejection - "Does this project conflict with the Sales Conference in LA". Click Submit. The message "Task successfully rejected" displays.

  • Click theInbox icon. The task is removed from the VP's Task List. Logout.

  • The manager receives an email with the subject "You have a new task for {your flow name}". Note the reason for the rejection is included in the email body. Click the link in the Rejection email.

  • Login to your

    Frevvoproduct
    space as jerry@<your tenant>. The Sales Person's (designer user) Task List displays. Click the Perform icon. Change the comment to inform the VP that the project does not conflict with the conference. sign and click Finish or Send to VP. Logout.

  • Login to your

    Frevvoproduct
    space as ed@<your tenant>. Select Task List from the Important Items tab. Click the Perform icon.

  • Approve, sign then click Finish. Logout. The sales person (designer) and the customer will receive an email with the signed PO.

Example 8 - Save/load

The Save/Load property adds a Save button to a workflow step. If the sales person cannot complete the PO in one session, they can partially fill the purchase order form, save it, then return to complete it at a later date. We will add the Save button to the PO step in this example. Also, we will take this opportunity to view the audit trail - a 

Frevvoproduct
 feature that is available for any task in the Task List. The audit trail is very useful when you want to view the task's history.

Modify the workflow:

    1. Login to your
      Frevvoproduct
      tenant as the designer user.
    2. Edit the Purchase Order Application, click the Flows tab, then edit the Purchase Order Workflow.
    3. Click on the flow designer toolbar to display the flow Properties panel. Check the Save/Load property. 
       


  1. Click the PO step to display the property panel for this step. Click on General Settings Section. Check the Save/Load property.  
  2. Change the label of the Save button by typing "Save for Later" in the Save Label field.
  3. Click Submit
  4. Repeat steps 4, 5 and 6 for the Sales Review, Manager and VP Approval steps.
  5. Click on the Client Approval step. Verify that the Save/Load property is unchecked.
  6. Click the  save/exit icon to save your changes.  
  7. Logout of the flow designer.

Test Example 8:

  1. Click the link to your space that you bookmarked earlier. Login as the designer user.
  2. Select the Purchase Order Workflow from the Purchase Order tab. Fill in a few fields on the PO. Note the Save button is added.
  3. Click Save for Later. The "Save successful" message displays.
  4. Click Task List on the Important Items tab.
  5. Since the sales person only has one task in the Task List, the saved task will display. However, if you have many tasks in the list and you only want to see the partially completed ones, click the Saved Task icon at the top.



  6. Click the Perform icon. Fill in some more fields. Click Save for Later.
  7. You can click the Save button as many times as you want. Clicking the view task history icon will show the audit trail for the task. You will see an entry for each time the task was saved. The task shown in the image was saved 3 times and is currently locked by the sales person (max).



  8. When all the fields in the PO are filled in, click Send.
  9. Run the rest of the workflow as described in the previous examples. You will see the Save button on any of the steps that require the user to log into
    Frevvoproduct
    .

Example 9 - PO Save to User

Manager Jerry is going to the Sales Conference in LA. As he is preparing to leave the office, a PO requiring his approval comes in. Example 9 will show you how Jerry can quickly reassign the PO to another manager, Sue, so he can leave for the conference.
We will need to create another user, Sue Blue. A dropdown control with a list of managers will be added to the PO step so Jerry can select the manager he wants to reassign the PO approval to - in this case Sue.

Create another user:

  1. Log on to 

    Frevvoproduct
     as the tenant admin. 

  2. Click Manage Users on the Manage tenant page

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

  4. Enter "sue" as the User Name then enter all the required information.

  5. Leave the Reports To and Role fields empty. Click Submit.

  6. You should be back on the user list. Logoff.

Modify the PO step:

  1. Login to your
    Frevvoproduct
    tenant as the designer user.
  2. Edit the Purchase Order Application, click the Flows tab, then edit the Purchase Order Workflow.
  3. Click the PO step and the to edit it.
  4. Add a field named "ManagerID" with a label "Manager ID" to the Sales Information Section. Uncheck the Visible property. 

  5. Drop a Dropdown control under the Manager Approval Section. Change the Decorator property to the blank option in the Decorator dropdown on the Properties panel.
  6. Set the label and name of the control to "Managers".
    1. Uncheck the visible property
    2. Add two managers to the dropdown control's Option's property. The option syntax is value=label. Value must be the manager's 

      Frevvoproduct
      username and the label can be a more user friendly label such as the manager's first and last name.   

      jerry=Jerry Mouse
      sue=Sue Blue 

  7. Click the Properties Style tab and set the control width to half the width of the form.
  8. Drop a Message control to the right of the Managers dropdown.
  9. Add this text to the message control's Message property.

    Code Block
    To reassign your approval task to another manager, select that manager from the Managers dropdown and click the Save button.
  10. Set the Name property to ReassignMsg. Uncheck the visible property

Modify/Add Rules:

We will create a rule that show the Manager Dropdown and the reassign Message controls only when the flow is on the Manager Approval step.
  1. Click the rules icon on the toolbar.

    Expand
    titleClick 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 to add the rule.
    2. Name it Show/Hide the Manager DD and Reassign Message controls on the Managers Step
    3. Click the Rule Builder button then click Add Condition - this is the Condition wizard
    4. Select current step from the first dropdown.
    5. Select is from the second dropdown
    6. Select Manager Approval from the third dropdown
    7. Click Next then click Add Action - this is the Action wizard where you set up actions that will happen if the condition is true
    8. Set the Managers control to visible
    9. Add another action to set the Reassign Message control to visible
    10. Click Next then click Add Action - this is the else action wizard where you set up actions that will happen if the condition is false
    11. Set the Managers control to hidden
    12. Add another action to set the Reassign Message control to hidden
    13. Click Finish

  2. Edit the rule "Populate Sales Person" and add this action line under the SalesID to userID() line:

    Expand
    titleClick here to see how to Modify the Populate Sales Person Rule
    1. Click the on the Set SalesID to userID().
    2. Click Add Action
    3. Select ManagerID from the first dropdown
    4. Select to from the second dropdown
    5. Type user in the Expression box - a list of Rule Builder functions for User details will display
    6. Scroll down and select the userManagerID function.
    7. Add the closing parenthesis and tab out of the Expressions box.

    8. Click Finish

  3. Add a new rule to copy the selection from the Managers dropdown into the ManagerID control. Remember we have set up the ManagerID template to route this step of the workflow to the user name specified in the ManagerID control.

    Expand
    titleClick here to see how to create the rule in the Visual Rule Builder

    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 to add the rule.
    2. Name it Reassign to User
    3. Click the Rule Builder button then click Add Condition - this is the Condition wizard
    4. Select Managers from the first dropdown.
    5. Select is filled from the second dropdown
    6. Click Next then click Add Action - this is the Action wizard where you set up actions that will happen if the condition is true
    7. To set the value of the ManagerID control to the value of the Managers control:
      1. Select ManagerID from the first dropdown.
      2. Select to from the second dropdown
      3. Begin typing "man" in the Expression field. A list of the fields in the flow that begin with the letters "man" display. Select the Managers field from this list.
    8. This rule does not require an else action. Click Finish

  4. Click the save/exit icon to save the changes to the PO form. 

Modify the workflow:

  1. Click the Manager Approval step.
    1. Click the Image Modified Edit Step Properties icon. Click on the General Setting tab. Check the Save to User property and verify that the Save/Load property is checked.
    2. Change the User property from {subject.reports.to} to {ManagerID}  - this must now be set to a dynamically populated control in the PO form.
    3. Change the label of the Save button to Save.
  2. Click the   save/exit icon to save the changes to the flow.


Test Example 9:

  1. Test the flow to the step for Manger Approval
  2. When performing the task from Jerry's Task List, select the other manager (sue) from the Manager's dropdown. You do not have to sign it.
  3. Click the Save button. The task will be removed from Jerry's Task List.
  4. Login as the other manager (Sue). The PO Manager Approval task is now on her task list.
  5. Perform that task. The flow will be routed to the VP if the amount of the PO is greater than or equal to > $10,000.00.  If the amount is under $10,000.00, the flow will complete.

 

Example 10 - PO Save to Role

In some cases, you may want multiple actions taken during a step in the workflow. Let's say you want to collect comments about the PO from more than one VP in the company. The PO can be routed to the first VP (Ed) who will comment, click Save and the approval task will be assigned to the Task List of all users with the VP role. A second VP can then perform the task from their Task List add their comment, click Save. The last VP to comment signs to complete the flow.

In this example, we will drop the comment control in the VP section of the PO into a repeat control so more than one manager can comment and add some message controls to clarify the instructions. Our workflow must use the Save to Role feature so the saved task is assigned to all users with the VP role that we specified for the VP step. 

We will need to create another user with the role of VP.

Create another user with the VP role:

  1. Log on to 

    Frevvoproduct
     as the tenant admin. 

  2. Click Manage Users on the Manage tenant page

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

  4. Enter "jim" as the User Name then enter all the required information.

  5. Leave the Reports To field empty. 

  6. Select "VP" from the Role dropdown. Click Submit.

  7. You should be back on the user list. Logout. 

Modify the PO step:

  1. Login to your
    Frevvoproduct
    tenant as the designer user.
  2. Edit the Purchase Order Application, click on the Flows tab, then edit the Purchase Order Workflow.
  3. Click the PO step and the to edit it.

  4. Drop a Message control inside the VP Approval section above the VP Comments text area.

  5. Put the following text into the message control's Message property 

    Code Block
    If you want another VP to comment:
            <ol>
            <li>Add your comment below</li>
            <li>Click the save button to return this PO onto the task list of all employees with the VP role</li>
           </ol>
           Other VPs can add comments by clicking the + icon.
  6. Drop a Message control inside the VP Approval section, below the VP Comments text area

    1. Select "Warning" from the Message Type dropdown.

    2. Put the following text into the message control's Message property. 

      Code Block
      The last VP to comment must sign the approval.
  7.  Click the Comments control inside the VP Approval section

    1. Type "Enter both your name and comments" into the Placeholder property
  8. Drop a Repeat control inside the VP Approval section immediately above the VP Comments text area.

  9. Drag the VP Comments text area into the repeat control
    1. Click to select the VP Comments text area control
    2. Set the Min property to 0
    3. Set the Max property to 4
  10. Click on the VP Approval section
  11. Type f-page-break in the CSS Class property for the VP Approval section. This css class will put the VP Approval on a new page in the workflow pdf.
  12. Click the save/exit icon to save the changes to the PO form.  

Modify the workflow:

  1. Click the VP Approval step
    1.   Click the Image Modified Edit Step Properties icon. Click on the General Settings tab. Check the Save to Role property.
    2.   Verify that the Save/Load property is checked.
    3. Change the label of the Save button to Save.
  2. Click the save/exit icon to save the changes to the flow.  
  3. Logout as the designer.

Test Example 10: 

  1. Test the flow to the step for VP Approval. Be sure to make the amount of the PO greater than or equal to $10,000.00 so the workflow navigates to the VP step.
  2. You should be logged in as the user, ed for the VP step.
  3. Add a VP Comment. Do not sign it.
  4. Click the Save button. Logout. Notice the task remains on Ed's Task List. All users with the VP role will receive a task notification letting them know the PO is available on their tasks lists again. For this example, users ed and jim receive a Task Notification email.
  5. Login as the other VP user (jim) and view Jim's Task List
  6. Perform the task.
  7. Click the icon to add another comment and sign the section.
  8. Click Finish.
  9. Logout of your
    Frevvoproduct
    space.
  10. Check the workflow PDF attached to the final email. Verify that the VP Approval section is on a new page in the PDF.

Example 11 - PO Workflow Escalation

If workflow tasks are not completed within a certain specified time, you can remind the user via an email (s) that there is a deadline for task completion and you can reassign the task to another user when the deadline expires. In Example 11, we will use the

Frevvoproduct
escalation feature to set a five minute deadline for manager Jerry to approve the PO. He will receive two emails in that time frame reminding him that he has a task that requires his attention. When the five minute deadline expires, Jerry will receive an email informing him that the task has been reassigned to manager Sue. 

In Example 9, manager Jerry manually selected the manager to reassign the task to from a dropdown control in the PO step. In this example, we will configure the Escalation feature so that 

Frevvoproduct
 automatically assigns the task to the user/role specified after the time period expires.

We will use the Setup Escalation link on the manager step. Escalations can be set up for any of the steps in our flow except the step performed by the anonymous user (Client Approval). 

 

Modify the workflow:

  1. Login to your Live Forms tenant as the designer user.
  2. Edit the Purchase Order Application, click the Flows tab, then edit the Purchase Order Workflow.

  3. Click the Manager Approval step. Click on the Escalations Section in the Properties Panel.
  4. Set up the Deadline:
    1. Click on the Add Escalation button
    2. Select Complete Within from the dropdown in the Condition field. Enter "5" on the minutes box that displays.

  5. Setup the Reassignment:
    1. Click on the Action tab. Select the Reassign Task option.
    2. Select "User" from the Reassign To dropdown. Type "sue" in the Select User Assignee's text box. Note the list of users that begin with the letter s displays as you type.
  6. Setup the email that will inform Jerry that the deadline has expired for the PO task. 
    1. Click on the Notifications Tab. Change the No Notification slider to on.
    2. Select "Current Owners" from the Send To dropdown. Current Owners will notify users who currently have the task on their Task List via email.
    3. Replace the template {flow.activity.assignee} with {flow.activity.escalation.reassignee} in the Email message. This change will put the name of the manager the task was reassigned to (Sue) in the message to Jerry. 

  7. Setup the Reminder emails to be sent. For Example, we want a total of two reminder emails to be sent  - one every two minutes during the 5 minute time period.  

    1. Click on the Reminders Tab. Change the Reminders are Off slider to on.

    2. Slide the  "Limit Reminder" to on. Enter "2" in the Every text box. Select "Minutes" from the Time Unit dropdown.

    3. Enter "2" in the Occurrences(s)  text box.
    4. Leave the text of the Reminder message at the default.

  8. Click Submit.

  9. Click the save/exit icon to save the changes to the flow.

  10. Logout as the designer.

...

  1. Click on Sales Review step
    1. Click the Image Modified Edit Step Properties icon then click on the General Settings tab.
    2. Scroll the tabs to the right.
    3. Click on the Quick Approval tab.
    4. In the Quick Approve section, Change the Quick Approval Enabled slider to on.
    5. Copy the text below into the Summary:

      Code Block
      {ClientName} from {ClientCompany} has approved the PO for {TotalAmount}!!!
    6. Select Sales Approval from the Approval Controls dropdown.
    7. Click Submit.
  2. Click the save/exit icon to save the changes to the flow.

  3. Logout as the designer.

...