Create an approval process

Applies to Infiniti v8.0 or later
In this How to Guide, you will learn the following;
  • How to create a simple three process leave application using Infiniti Workflow
  • How to add states
  • How to add transitions on states
  • How to add an email action to a transition
Before you begin you should have knowledge in the following;
  • Workflow icon is not appearing in Design (how to guide)
  • Accessing Workflow tasks in Produce (how to guide)
  • Workflow Diagram Disappeared (how to guide)
  • Working with the workflow digram (how to guide)
  • Send to Email action (how to guide)
  • Add an Action to a Project (How to guide)
  • Ensure the SMTP is set up correctly in the IIS
  • Ensure the workflow licence has been added correctly (for more information refer to Workflow icon is not appearing in Design

1. Create the Leave Request project using Infiniti - Workflow

1.1. In Design, add the following pages to the question set; (note there will already be 'New Page 1', use this as the first page)

  • Leave Request
  • Leave Approval
  • Processing

1.2. On the 'Leave Request' page, add the following user prompt questions; (This will be the questions for the staff member to complete for their leave request)

  • Title: Name, Data type: Text
  • Title: Start Date of Leave, Data type: Date
  • Title: End Date of Leave, Data type: Date

1.3. On the 'Leave Request' page, add the following questions; (This will display the data entered by the staff member and allow the approver to approve or deny the leave)

  • Question Type: Label, Title: Staff Name, Label Text: [q1] (do this by using the reference tool)
  • Question Type: Label, Title: Start Date of Leave, Label Text: [q2] (do this by using the reference tool)
  • Question Type: Label, Title: End Date of Leave, Label Text: [q3] (do this by using the reference tool)
  • Question Type: Group Logic, Title: Do you approve the leave request?, Answers: Yes, No 
  • Question Type: User Prompt, Title: Approvers Name, Data type: Text

1.4. On the 'Processing' page, add the following questions. (This will display the data entered by the staff member and approver and allow the processor to finish the workflow)

  • Question Type: Label, Title: Staff Name, Label Text: [q1] (do this by using the reference tool)
  • Question Type: Label, Title: Start Date of Leave, Label Text: [q2] (do this by using the reference tool)
  • Question Type: Label, Title: End Date of Leave, Label Text: [q3] (do this by using the reference tool)
  • Question Type: Label, Title: Approved By, Label Text: [q7] (do this by using the reference tool)
  • Question Type: Group Logic, Title: Processed?, Answer: Yes

Your project should now look similar to the example below

2. Add Workflow States to your Leave Request Project

2.1. Click the Workflow icon to open to Workflow window (Note: if workflow icon doesn't display please refer to Workflow icon is not appearing in Design How to article)
You will notice that the (Start) state already exists in the States list, this is the default first state and the name is not editable. We will use this state for the Leave Request section of the workflow.

2.2. Click Drag and drop a state into the workflow.

2.3. Rename 'State 1' to 'Leave Approval'
We now have all the workflow states required and should look like the example below

3. Add Transitions between your Workflow States

3.1. Drag and drop a transition onto the (Start) State.

3.2. Select 'Leave Approval' and click OK.
This has created a workflow transition between the (Start) state and the Leave Approval State (See below for example)

Note: another way to do this is by clicking on the Leave Approval state in the diagram then clicking 'Add Transition'

3.3. Create a transition from 'Leave Approval' to 'Processing'.

3.4. Create a transition from 'Leave Approval' to '(Finish)'.

3.5. Create a transition from 'Processing' to '(Finish)'.

You have now created all the transitions required. (your workflow window should look like the example below)

4. Adding Conditions to your Transitions

We now need to add conditions to the tow transitions from Leave Approval, to determine the scenarios applicable for each transitions.

4.1. Select the 'Processing' transition under the Leave Approval state.

4.2. Select the Conditions tab on the right hand pane.

4.3 For the Question drop down, select 'Do you approve the leave request?'

4.4 For the Answer drop down, select 'Yes' and click Add.

We have now added a condition so that if the approver selects 'No' the workflow will finish.

4.5 Add a condition to the '(Finish)' transition under the leave Approval state so it will only apply if 'Do you approve the leave request' - 'No'

5. Defining who to send each workflow transitions to

We now need to define who will be assigned the workflow during each transition. The actions tab within Workflow allows you to define who will receive the workflow task after a transition. There are various ways of defining who will recieve workflow tasks, for this example we will be using the Send To (For an explanation on the various ways refer to Define who to send a workflow step to how to article)

5.1. Select the 'Leave Approval' transition under the (Start) state.

5.2. If not already, select the 'Actions' tab.

5.3. Set the Send To for the 'Leave Approval' transition to a known user on your Infiniti instance, for example we used 'Staff1'

5.4. Set the Send To on the 'Processing' transition under the 'Leave Approval' state to a known user on your Infiniti instance, for example we used 'Staff2'

Note: No Send To values are required for any transitions to the (Finish) page as the workflow is complete once it reaches this transitions.

5.5 Close the Workflow window.

6. Setting State Conditions on Pages

We now need to control which pages are displayed in each state of the workflow.

6.1. Click to select the 'Leave Request' page in the Question Set.

6.2. Select the Conditions tab in the right hand pane.

6.3. Change the 'Conditions For' from 'Active' to 'Visible' (For a definition on active and visible conditions refer to Difference between active and visible conditions how to article)

6.4. Change the 'Type' from 'Answer Value' to 'State'.

6.5. Set the Comparison to 'Equals' '(Start)' and click add. (This will ensure that the leave request page will only be displayed in the (Start) state of the workflow.

6.6. For the Leave Approval page, set a Visible State condition using the Leave Approval state.

6.7. For the Processing page, set a Visible State condition using the Processing state. We have now set our Conditions for each page to only be displayed during the correct workflow state.

7. Adding an Email action to a Transition.

Actions can also be added to a transition, in this section we will add an email action to the 'Leave Approval' - 'Processing' transition that will notify the user 'staff2' that they have a task in their workflow queue. (For more information on adding actions please refer to the Send to Email how to article)

7.1. Open the Workflow window

7.2. Select the 'Processing' transition underneath 'Leave Approval' state.

7.3. Select and click the 'Add Action' button. (This will bring you to the Select Action drop down)

7.4 From the Type drop down select 'Send Email' and click OK. You have now added an email action to that transition.

7.5. Select the 'Properties' tab in the right hand pane.

7.6. Add the following Attributes; - Attribute: Address To, Type: Fixed Value, Fixed Value: Enter a valid email address you would like to be notified to, for example we used info@intelledox.com - Attribute: Address From, Type: Fixed Value, Fixed Value: Enter a valid email address for the email to be from, for example we used test@intelledox.com - Attribute: Subject Line, Type: Fixed Value, Fixed Value: Enter a subject line for the email, for example 'Hi there is new leave to be approved' - Attribute: Email Body, Type: Fixed Value, Fixed Value: Enter some text for the email body of the email, for example 'You have new leave to approve' The email properties should look similar to the example below

You have now added and configured an email to send and notify when the workflow has been sent to the processing state.

 

8. Using the Leave Request in Produce

8.1. Open the project you created in Produce

8.2. On the Leave Request Page enter a 'Name', 'Start date of leave' and an 'End date of leave' and click Next

8.3. You will now be taken to the finish page of that state. On this page it will give you the 'Next Steps' (What state it will go to next) 'Send To' (The user the project will go to next) and 'Comment' (where you add a comment)

8.4. Click Submit

8.5. Log out and log back in with the user you set up for this state in 5.3. (For our example it would be Staff1)

8.6. You will now notice the project with its state in your 'Tasks' List in Produce (see below for example)

8.7. Select the project from the tasks list (you will be taken to the Leave Approval Page).

8.8. This page will display the information entered in on the 'Leave Request' page as well as 'Do you approve the leave request? select 'Yes' and Submit. Note: Selecting 'No' will bypass the 'Processing' page and will take you to the end of the workflow.

8.9. Log out and log back in with the user you set up for the processing state in 5.4 (For our example it would be Staff2).

8.10. Select the project from the Task list (You will be taken to the Processing Page).

8.11. This page will display the information entered in on the 'Leave Request' page as well as the Approvers name entered in on the 'Leave Approval' page.

8.12. Under 'Processed' select 'Yes' this will take you to the end of the workflow where the user will be able to Generate Documents.

 

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Keywords

 

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