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Create and Configure Forms

Add forms to start the business process, send tasks for approvals and notify business users
You will learn
  • How to add interactive forms to the process
  • How to design the form with layout and input fields using drag-and-drop approach
  • How to configure the forms as the process steps

Tasks are a part of any business process. SAP Process Automation helps you to create forms that are made available to the business users in their inboxes to take relevant action.

These interactive forms can be created by dragging and dropping the text elements and input fields into the canvas. Once a form has been created, it can then be used as a process trigger to start the process or added as an approval step in the business process.

Let us now explore how these different forms are created. In the steps below, you will create three forms which will be used to:

  • Start the approval process.
  • Send a task in the inbox of the business user for approval.
  • Notify the requester for approval or rejection.
  • Step 1

    First you will create a trigger form that will start the business process. For that, you have to open your process in the process builder and add a new form.

    1. Choose New Form in Trigger Settings.

      Choose New Form
    2. In the pop-up for new form, do the following:

      • Enter the Name as Order Processing Form.
      • Enter a Description as Form to collect order details.
      • Choose Create.

      The form Identifier field is auto-filled.

      Fill Form infos

      The form will be added as the Start Trigger.

      Fill Form infos
    3. Choose the three dots and select Open Editor

      Open Editor
    4. You will now design the Form with available layout and input fields options. You will drag-and-drop the form fields and enter the given names and field settings as per:

      Form Fields Field Settings with Label
      Headline 1 Order Approval Request Form
      Paragraph Please provide the necessary information of your order and submit for approvals.
      • For all below Input Fields enter the labels and select the Required checkbox.
      Form Fields Field Settings with Label
      Text Customer Name
      Text Order Number
      Number Order Amount
      Date Order Date
      Text Shipping Country
      Date Expected Delivery Date
      Design Form
    5. Save the form using the Save button on the top-right corner of the screen.

      Your trigger form is ready!

      Trigger Form

      Now you will design the process with more activities related to approval of the sales order.

    What are the available form fields?

  • Step 2

    The approval form will be used to get faster and easier approvals from the business users to take informed decisions and getting rid of sending emails. These approval forms could be about approving or rejecting sales order, invoices, or onboarding, IT requests etc. The forms are then converted into tasks in an automated workflow which will appear in the MyInbox of the user.

    You can create these different forms using the Form Builder embedded in the process builder using different form field options. You can drag-and-drop to design and modify them without any coding.

    1. Add a New Approval Form to the process.

      New Approval Form
    2. In the Create Approval dialog box, do the following:

      • Enter Approval Form in the Name field.
      • Enter Form to approve or reject the sales order in the Description field.
      • Choose Create.
      Approval Form
    3. Design the Approval Form in the form builder by dragging-and-dropping fields into the form editor and configuring respective field settings.

      Form Fields Field Settings with Label
      Headline 1 Approve Sales Order
      Paragraph A new order has been received. Please review and confirm whether the requirements can be met or not.
      Paragraph Sales Order Details:
      • For all below Input Fields enter the labels and select the Read Only checkbox.
      Form Fields Field Settings with Label
      Text Customer Name
      Text Order Number
      Number Order Amount
      Date Order Delivery Date
      Approval Form
      • For all below Input Fields enter only the labels.
      Form FieldsField Settings with Label
      Paragraph Supplier Acknowledgment
      Checkbox I acknowledge that we have received your order and will process it based on the availability
      Text Area Message to buyer:
      Approval Form
    4. Save the form using the Save button on the top-right corner of the screen.

    5. Go back to the process builder to map the process content with the form input fields, and select the Approval Form to configure the General information section.

      • In the Subject box, enter Review and approve order.
      • Then select Order Number > Order Processing Form from the Process Content.
      • Enter from.
      • Select Customer Name > Order Processing Form from the Process Content.
      • Enter company.
      • For Users in Recipients, select Process Started By > Process Metadata from the Process Content.
      03-027
    6. Similarly, go to the Inputs tab and map the different input fields (which were marked as read-only in the approval form) by selecting the respective Process Content entry.

      The process content will highlight the entries with the same data type of the input field. For example: if the input field is of Number type then Process Content will show only number-type entries.

      Form Input FieldsProcess Content Entry
      Customer Name Order Processing Form > Customer Name
      Order Delivery Date Order Processing Form > Expected Delivery Date
      Order Amount Order Processing Form > Order Amount
      Order Number Order Processing Form > Order Number
      03-027
    7. Save the process.

      The process should look like the following.

      Approval Form Added

      Note that there is an error in the Approval Form, which will be addressed in the subsequent steps.

    SAP Process Automation helps you to easily and quickly create forms using:

  • Step 3

    After the user approves or rejects the request, the next step is to create notifications. These notifications will inform the requester whether their sales order is approved or rejected, and will be sent either via an email or through the form.
    These notifications will appear in the inbox of the requester as a task.

    1. Add a New Form to the process.

      New Approval Form
    2. In the Create Form dialog box, do the following:

      • Enter Order Confirmation Form in the Name field.
      • Enter Notification form to inform whether the sales order is approved by the supplier in the Description field.
      • Choose Create.
      03-026
    3. Double click the form in the process builder to open the form builder. In the form builder, design the form to notify the requester of the order confirmation.

      Form Fields Field Settings with Label
      Headline 1 Order Confirmation
      Paragraph Your order has been received and accepted for delivery. We will send you the details as soon as the order is shipped. You can find the details of your order below, please review and verify your request:
      Text Area Message from the supplier:
      Paragraph Your Sale’s Order Details:
      • For all below Input Fields enter the labels and select the Read Only checkbox.
      Form FieldsField Settings with Label
      Text Order Number
      Number Order Amount
      Date Expected Delivery Date
      Order Confirmation
    4. Save the form using the Save button on top-right corner of the screen.

    5. Go back to the process builder to map the process content with the form input fields, and select the Order Confirmation form to configure the General information section.

      • In the Subject box, enter Your order.
      • Then select Order Number > Order Processing Form from the Process Content.
      • Enter has been successfully received.
      • For Users in Recipients, select Process Started By > Process Metadata from the Process Content.
      03-027
    6. As done before in the approval form, go to the Inputs section and map the different input fields (which were marked as read-only) with the respective process content entries.

      The process content will highlight the entries with same data type of the input field. For example: if the input field is of Number type then Process Content will show only number-type entries.

      Form Input FieldsProcess Content Entry
      Order Number Order Processing Form > Order Number
      Message from the supplier Approval Form > Message to buyer
      Expected Delivery Date Order Processing Form > Expected Delivery Date
      Order Amount Order Processing Form > Order Amount
      03-027
    7. Save the process.

      With this you completed designing and configuring the notification form. You can copy the same form to create another form to send a rejection notification to the requester.

      If copy is not available then create the form in the same way and modify the texts wherever relevant as shown below.

    8. To add the new rejection form, you will use the Duplicate feature.

      Duplicate feature is used to copy artifacts within the Business Process whereas Copy feature is used to copy artifacts across the business processes.

      Click on the Overview.

      Click Overview
    9. In the Overview screen, do the following:

      • Find Order Confirmation Notification under the Artifacts section and click on .
      • Choose Duplicate.
      Duplicate Form
    10. The duplicate artifact pop-up will appear.

      • Duplicate Artifact

      Change the name to Order Rejection Notification and click Duplicate.

      • Order Rejection Form
    11. The Order Rejection Notification form is automatically opened in the form builder.

      The screen shown will be same as Order Confirmation Notification.

      • Order Rejection Form
    12. Change the order rejection form in the form builder to reflect the data for rejection case.

      • Do not forget the Save the form once completed.

      Form Fields Field Settings with Label
      Headline 1 Order Rejection
      Paragraph We are sorry to inform you that your order cannot not be accepted. Any inconvenience caused due to refusal of order is regretted. You can find the reason of rejection and the details of your order below, please confirm the request:
      • For the below Input Field enter the label and select the Read Only checkbox.
      Form FieldsField Settings with Label
      Paragraph Please press the SUBMIT button to acknowledge the order status.
      Order Rejection
      • Do not forget the Save the form once completed.
      Save Order Rejection

      The remaining fields can be left as is.

    13. Go back to the process builder and add the order rejection notification form to the process.

      • Select Approval Form and Choose + option for the Reject
      • Choose Forms and select Order Rejection Notification
      • Add Order Rejection Notification
    14. Configure the order rejection form.

      • Configure the General section.

      PropertyValue
      Subject Your order, Order Number > Order Processing Form, is rejected by the supplier
      PriorityHigh
      Recipients Process Started By > Process Metadata
      03-026
      • Configure the Inputs section.
      Form Input Fields Process Content Entry
      Expected Delivery Date Order Processing Form > Expected Delivery Date
      Message from the supplier Approval Form > Message to buyer
      Order Amount Order Processing Form > Order Amount
      Order Number Order Processing Form > Order Number
      03-026
    15. Finally, connect the outgoing flow of the order rejection form to the End activity.

      03-026

      With this you complete the process design of your business process. You have experienced building a process in a completely no-code environment and with no technical know-how. You used our new enhanced process builder to create a one-step approval process with trigger form, approval form and notification forms.

    In SAP Process Automation, forms can be used:

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