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  1. Click the Edit icon for the Purchase Order application.
  2. Click the Flows tab to open the Flows Home Page.
  3. Click the New icon to create a new workflow. Click on the toolbar to display the workflow Properties panel.  Type Example 2 - Send the PO for Signature in the Flow Name property on the left.
  4. Drag the PO form from the Palette and drop it into the Guide box on the flow designer canvas. The PO form will be the first step in the workflow. 

    1. Click on the PO step. Click the Image Modified Edit Step Properties icon. Click on the General Settings tab. Make sure the printable property is checked on this step. We are creating our flow using the linked steps design pattern. Checking the printable property on the original form guarantees that the original form and any linked steps in the flow are included in the pdf.
    2. Type "Send to client" in the Continue Label property. Click Submit.
  5. Click the  Link icon to create a copy of this step. A linked copy of the PO form (double box), is added to the flow.
  6. Click on the linked PO step:
    1. Change the name to "Client Approval" in the Name field by clicking the General Settings in the the Properties panel.
    2. Type "Send to frevvo, Inc" into the Continue label property to change the text to something more meaningful.

    3. Click the Rejection tab, uncheck the Reject to here and Reject from here checkboxes. The Reject button feature will be discussed in a later example.
  7. We will now set up the anonymous user step:
    1. Click on the Assignment section of the Properties panel. Enter the template {ClientEmail} into the Assign to Email property. ClientEmail is the field in Step 1 where the sales person enters the email address of the customer. 
      Frevvoproduct
       sends  the PO to the email address entered in that field. This is an example of a template. Note the control name is encased in curly braces.
    2. Below the Task Notification Email instruction on the same tab, type the subject for the email - "Purchase Order from frevvo". Copy the text below into the message field to replace the existing message. This is the email the customer receives.

      Code Block
      {ClientName},
      <br/><br/>
      Please review and sign this Purchase Order from frevvo Inc. by clicking on <a href="{task.perform.url}">this link</a>.
      <br/><br/>
      Thank You.
    3. Click on the Messages tab, enter  "Purchase Order Sent to {ClientEmail} for Signature" in the Pending Message property. This will be the message that the sales person sees after they click the Send to client button. 
  8. Click Submit
  9. We will use the Visual Rule Builder to add a business rule to the PO. This rule hides the Instruction section on the Client Approval step. The Instructions should only show on the steps performed by company employees logged into

    Frevvoproduct
    . It will also show the Agreement (Client Approval) section on the Client Approval and subsequent workflow steps and hide it on the first step. We want the Agreement section to display on the Client Approval step of the workflow where the Client Approves or Rejects the PO. If the Client approves the PO, then the business rule will make the Client Signature field required.

    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 PO step then click the red pencil icon to edit it
    2. Click the  Rule icon on the Flow Designer toolbar
    3. Click the to add the rule.
    4. Name it Show/Hide Client Approval/Instruction Sections, make Client Signature Required if Approved
    5. Click the Rule Builder button then click Add Condition - this is the Condition wizard
    6. Select current step from the first dropdown.
    7. Select is on or after from the second dropdown
    8. Select Client Approval from the third dropdown
    9. Click Next then click Add Action - this is the Action wizard where you set up actions that will happen if the condition is true
    10. Set the Agreement section to visible
    11. Add another action to set the Instructions section to hidden
    12. Add another action to set the Client Signature field to required
    13. 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
    14. Set the Agreement section to hidden
    15. Add another action to set the Instructions section to visible
    16. Add another action to set the Client Signature field to optional
    17. Click Finish

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


  10. Click the save and exit icon to save your work. Click the Cancel icon to return the the Flow Designer canvas.  
  11. In this example, the workflow will end after the client approves. The sales person receives an email with a copy of the flow pdf attached. Follow these steps to configure this email:
    1. Click the what happens to my data icon on the toolbar.
    2. Click on the Email data to a specified address wizard. 
      1. Enter {SalesEmail} and {ClientEmail} in the To: field. Separate them with a comma. Ex: {SalesEmail},{ClientEmail}

      2. Select PDF from the Send Snapshot dropdown. This adds a pdf to the email after the customer approves it or requests corrections.
      3. Uncheck the Send Data checkbox. Check the Files checkbox. These selections ensure the flow xml will not be attached to the email but any attachments that are uploaded will.
      4. Click Next
      5. Enter "Purchase Order for {ClientName} at {ClientCompany}" in the subject field.
      6. Copy the text below into the message field to replace the existing message.

        Code Block
        The Purchase Order from {ClientName} at {ClientCompany} is attached. Please review. 
        <br/>
        Thank You.
      7. Click the Finish button.
  12. Customize the message the client will see when they click the Send to frevvo, Inc button.
    1. Click on the what happens to my data icon in the tool bar.

    2. Click on the Display Message wizard. Enter "The Purchase Order for {ClientName} at {ClientCompany} was sent to frevvo, Inc.".

    3. Click Finish.

  13. Change the visibility of the workflow to public so the customer (anonymous user) can access it. To do this: 
    1. Click the lock icon on the toolbar. This will pop up a window where the designer can specify permissions.

    2. Change the Visibility to “Anyone (login not required)” for the Permission “Who can start the flow”.

    3. Click Finish.

  14. At this point, your workflow should look like this:  



  15. Click thesave and exit icon to save your work.

...

  1. Login to your
    Frevvoproduct
    tenant as the designer user.
  2. Edit the Purchase Order application.
  3. Click the Edit icon for the workflow you want to modify. Change the name to Purchase Order Workflow.

  4. Set up the fields from the flow to use as task and submission search criteria. For example, if we define the control named ClientCompany as a searchable field then we can search for Purchase Orders that were submitted by a particular company. 
    1. Click the Setup Searchable/Summary fields link on the Flow Properties panel. 
    2. Minimally, move the Client Company, Client Name and Total Amount fields from the Available Fields column to the Searchable Fields column. Add/remove any other fields that you want to define as Searchable Fields.
    3. Click Finish.

       .
       
  5. Add the Sales Review step:

    1. Click on the PO form, and then click the Link icon.
    2. A linked copy of the PO form,  a double box, will be added to the flow. Drag this step below the Client Approval step. Drop it when you see the "green flashing bulls eye".
    3. Click on the linked PO step, then click the Image Modified Edit Step Properties icon. Change the name to "Sales Review" in the Name field by clicking in General Settings on the Properties panel.
    4. Click on the Assignment Tab. Type {SalesID} in the Assign to User property on the panel.
    5. To customize the task notification email the sales person receives: 

      1. Below the Task Notification Email instruction message type "Review PO from {ClientName}" in the subject field. You can select the control name from the dropdown to the left of the subject field. 

      2. Leave the default message. 

    6. Click on the Message tab. Type "Thank you! Your PO has been sent back to frevvo Inc." in the Pending Message property. This is the message the client will see when they click the Send to frevvo, Inc button on the previous step.
    7. Type Client: {ClientCompany} in the Task Information property. The Task Information helps the sales person identify the task on the Task List.

    8. Click Submit
  6. Click on the what does the user see icon in the tool bar. Click on the Display Message wizard. Change the email message back to

    Code Block
    The Purchase Order for {ClientName} at {ClientCompany} is complete.
  7. At this point, your workflow should look like this:



  8. Click the save/exit icon to save your changes. 

...

  1. Create a new linked step from the PO step.

    1. Drag it to the end of the flow. Drop it when you see the "green flashing bulls eye".

    2. Click on the linked PO step, then click the Image Modified Edit Step Properties iconType  "Manager Approval" in the Name property by clicking on the General Settings in the property panel.

    3. Click on the Assignment Tab. Type "{subject.reports.to}" in the Assign to User property. 

    4. To customize the task notification email the manager receives,

      1. Type "Approval needed for PO from {ClientCompany}" in the Subject field. Replace the {task.perform.url} template with the URL to the Space we created above. Make sure the space URL is included between the double quotes. Append /tasklist to the end of the URL. The message shown below will send the user to their Task List in a space with an id of workflowtutorial.

        Code Block
         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>
    5. Click on the Messages tab. Type "PO sent for your Manager's Approval"  in the Pending Message property. 

    6. Type "Client:  {ClientCompany}" in the Task Information property.

    7. Click Submit

  2. Click to select the Sales Review step. 

      1. Click the Image Modified Edit Step Properties icon then click on the General Settings tab.
      2. Type "Send to Manager" in the Continue Label property.
      3. Click on the Assignment Tab.

      4. Do not make any changes to the Subject under Task Notification Email instruction. In the Message field, replace the {task.perform.url} template with the URL to the Space we created above. Make sure the space URL is included between the double quotes. Append /tasklist to the end of the URL. The message shown below will send the user to their Task List in a space with an id of workflowtutorial.

        Code Block
         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>
      5. Click Submit
      6. At this point, your workflow should look like this:



  3. Click the save/exit icon to save your changes.

...

  1. Create a new linked step from the PO step.
    1. Drag it to the end of the flow.
    2. Click on the linked PO step then click the Image Modified Edit Step Properties icon Click on the General Settings tab. Type "VP Approval" in the Name field.
    3. Click on the Assignment tab. Select VP from the Role list in the Assign to Role(s) field.
    4. To customize the task notification email the VP receives, 
      1. Type "VP Approval needed for PO from {ClientCompany}" in the Subject field. In the Message field, replace the {task.perform.url} template with the URL to the Space we created above. Make sure the space URL is included between the double quotes. Append /tasklist to the end of the URL. The message shown below will send the user to their Task List in a space with an id of workflowtutorial. Click Finish.

        Code Block
         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>
    5. Click on the Messages section in the Properties panel. Click on the Message Tab. Set the Pending Message property to "PO sent for VP Approval". 
    6. Type "Client:  {ClientCompany}" in the Task Information property. 
    7. Click Submit.
  2. Click to select the Manager Approval step.
    1. Set the Continue Label property to "Send to VP". 
  3. At this point, your workflow should look like this:

     

  4. Click the  save/exit icon to save your changes. 

...