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Creating a Workflow Builder app

Your Workflow Builder design journey starts on the My Apps screen. Here, you can start creating internal productivity apps, such as expenses approval, employee onboarding, employee performance, vacation approval, timesheet management, and other kinds of case management apps.

The instructions that follow use the example of creating an expenses approval app.

As a Workflow Builder app developer, the first step is to click Create app. Then, you need to enter the app's basic information:

  • App name — the name of the app you are developing.

  • Description — a brief description of the outcome of the app.

  • App icon — upload an icon for the app that you are about to create.

  • Main color — Pick up the color to apply to the main actions (buttons) and menus background on the generated app. If you upload an icon for your app, Workflow Builder selects the main color based on it, for example, your company brand color.

Customize your app - name, icon, and description

Workflow design

Once you fulfill the overall information about the app, you can start designing the workflow.

All applications created in the Workflow Builder start by creating a single request form used to gather the required information from your app end users. These forms are the trigger of every workflow, so the first thing to do in your new app is to create a form. For example, if you are building an app to manage expenses from your employees, you need to add the form that they're going to fulfill for the expense request, to trigger the approval process of that particular expense.

Set up a new form

Set up form

To create the form to gather information from the end users, follow the steps below.

  1. Start by clicking on the Setup Form button. In this screen, you can define the request form your end users are going to see. To publish your app, you need to define at least one form field.

    Adding new field in form

  2. Click on the +Add a field button. The New field window opens.

  3. The Type of the field is automatically pre-filled based on the field name, but you can select another one that better fits. Each selected type shows different input parameters, for example, the Dropdown type allows you to add several options for your users to select from:

    • Number
    • Text
    • Currency
    • Date
    • Checkbox
    • Dropdown
    • File upload
  4. Repeat steps 2 and 3 to add other fields to your form.

Setting the form status

The default status of a form when you complete designing it in the workflow is: submitted. If you want to define a different status for the form when submitted, perform the following steps:

  1. Click on the Status workflow block below the form. A status window appears.

    Setting the form status

  2. On the Change status to drop-down menu, select one of the following options:

    • Submitted (default)
    • Create new status — to add a new status to the list, for example, Pending.
    • Manage status — to list all existing status, add or delete.
  3. On the Send email to requester? menu activate the checkbox if you want to notify the users who submitted the form (Requesters) about their request status. To see how the e-mail looks, click on the preview icon.

Email preview

  1. Click Save to keep your changes.

Adding steps

Once you have your form created, start adding steps to your workflow. To add a step, click on the + Add step button. There are two kinds of steps: Manual task and Condition. Two knd of steps: manual task and condition

Manual tasks

Specific group of people perform Manual task manually. Using the example of the employee expenses approval app, a manual task could be the approval step of a manager.

While creating a new manual activity, you need to identify who is going to perform it.

To define the manual task, perform the following steps:

  1. On the Name field, type the task name.

    Manual task - name

  2. On the Assign to a group drop-down menu, select one of the following options:

    Manual task - assigning to a group

    • Requester's manager — to assign automatically the request to the requester's manager.

    • <group-name> — to assign to one of the groups already created, where <group-name> is the name of a group.

    • Create a new group — to define the group to whom you want to assign the approval of the request, for example, Managers.

    • Manage groups — to create or delete groups of users.

    • Create assignment rule — to set the assigned user or group dependent on a condition. Check how to create assignment rules

    User groups are groups of end users with different roles in the hierarchy and may not correspond to groups or teams within your organization. To learn more about user groups refer to How to set up Governance Model and How to set up the end users hierarchy.

  3. On the Send email to assigned group? menu activate the checkbox if you want to notify all the users of your group about the new request waiting for their action. To preview how the email looks like, click on the preview icon.

    Manual task - email preview

Create assignment rule

While assigning manual tasks to user groups you can set an assignment rule to assign groups at runtime based on form and case fields.

An assignment rule exists only in the context of the manual task for which the rule is created.

  1. On the assign group, on the drop down select Create assignment rule.

  2. Choose the attribute of the If rule in the first drop-down list. This is the first logical operand.

  3. Choose the logical operator from the second drop-down list. These conditions vary according to the data type of the field you chose in the previous step.

  4. Write or choose the value in the third drop-down list. The available options change according to the previous field. This is the second logical operand.

  5. If needed you can add another logical expression to the If rule by selecting And and repeating steps 2 to 4.

  6. In the drop-down following assing to, choose the user or group of users that should be assigned to the task if the rule is true.

    Example of an assignment rule

  7. If needed add another If rule, by selecting +If, and then following steps 2 to 6 to define the rule and assignment.

  8. In the drop-down following Else assing to, choose the user or group of users that should be assigned to the task if the rules are all false.

From this point on, the manual task is automatically assigned to the group that fulfills the condition you defined. You can edit existing rules at any time.

Adding fields to tasks

While configuring a Manual task, you can also add fields to the task.

These fields apply to that specific Manual Task only. Tasks are only executable by specific groups of users, meaning that only the users belonging to these groups can deal with the request, and consequently have access to these fields.

To add fields to a task, perform the following steps.

  1. Click on the +Add field button. The New Field window opens.

  2. Workflow Builder fills the field Type automatically, based on the field name you type. For example, if you type Notes, the Type changes to Text. If this isn't the type you are looking for, on the Type drop-down list, select the one of the field types that suits your needs below.

    • Number
    • Text
    • Currency
    • Date
    • Checkbox
    • Dropdown
    • File Upload

Each type you select shows different input parameters. For example, choosing the Dropdown type allows you to add several options for your users to select from.

  1. On the Label field, type the name of the field.

  2. If the field is mandatory, turn on the Required field switch.

  3. Click on the Save button to save the changes.

  4. Repeat steps 2 and 3 to add other fields to your form.

Using the example of the employee expense approval, this field could be a Required field, for managers to validate the expense submitted by the employees.

Conditions

Conditions allow you to automate decisions based on attributes. You can set a condition based on an input field and create a decision (rule) based on that. Conditions lead to two different branches:

  • One branch that defines what happens if you meet the condition.
  • The Else branch that defines what happens if you don't meet the condition.

Using the example of the employee expense, you can use a Condition to automatically approve expenses lower than a defined value, or require approval from a manager, if exceeding that value.

To define the Condition, perform the steps below. You can add more than one rule.

  1. Enter the name of the condition.

  2. Choose the attribute of the rule in the first drop-down list. This contains the Status field by default, and also the form fields you defined for each task.

  3. Choose the rule from the second drop-down list. These conditions vary according to what you chose in the previous field.

    Adding conditions

  4. Write or choose the value in the third drop-down list. The available options change according to the previous field. Some examples:

    • If Expense is greater than 100...
    • If Status is equal to submitted...
    • If Description contains hotel...
  5. You can add other rule, selecting the +If button below, and defining the new rule as described in the previous steps. The Else button isn't clickable. It referes to the workflow branch to run if you don't meet the condition.

  6. Click on the Save button to save the condition.

After creating a condition the workflow automatically splits into two branches: the true and the false branches.

Condition branches

For each branch, you need to define the following steps in the workflow . You can add the following tasks:

  • Manual task — to insert a new manual task
  • Condition — to add a new condition to the branch
  • Status — to set a new status
  • Go to... — to proceed to another destination in your workflow, for example, to one of the existing manual tasks, conditions, or to the form submission.

Adding manual tasks to the middle of the workflow

All branches of a workflow finish with an End green icon.

Once you finish your app worflow, you can Publish and test it.

To learn how to publish and test your Workflow Builder app, go to Publishing and testing your appn.