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Create Forms for Invoice Approval Process

Create the needed approval and notifications forms for the Invoice Approval Process
You will learn
  • How to leverage the result of the Decision in an approval form
  • How to create an approval form
  • How to create forms to notify process participants
SchluchterStephanStephan SchluchterSeptember 12, 2022
Created by
chaitanya-priya-puvvada
April 20, 2022
Contributors
celineaudinsap
chaitanya-priya-puvvada

Prerequisites

  • Step 1
    1. Choose + at the connection flow after the decision Determine Approver to open the context menu. Then select Approvals > New Approval Form.

      New Approval Form
    2. Maintain the Name Invoice Approval Process and also the Description Form to approve the invoice. Choose Create. The Identifier is created automatically.

      Maintain approval form name
    3. Choose the three dots on the created form’s artifact and select Open Editor to do the same. Just ignore the red frames, you will fill them later.

      Open Editor
    4. Now you are in the Form’s Editor, where you can define the layout and input fields. First add via drag and drop a new Headline 1 to the canvas. Provide this headline Invoice Approval.

      Add Headline
    5. Drag and drop a Paragraph into the canvas. Insert Invoice Details in the paragraph.

      Add paragraph
    6. Include a Text field in your form.

      Add text field
    7. Change the name to Company Name and select Read Only, as you will display here some information from the process content.

      Maintain text field
    8. Add some further input fields to your form. Please ensure you have selected the correct type and also maintain all of them as Read Only.

      Field Type Name
      Text Invoice Number
      Number Gross Amount
      Text Employee Name
      Further input fields
    9. You are done with the layout and input fields of the approval form. Save your work.

    10. Go back to your process, you will recognize some errors, e.g. inputs are missing. No need to worry, you will provide the required details in the next steps.

      Errors
    11. Select the Invoice Approval Form and in the General tab of the form properties, move to Subject and choose Select Item.

      Select Item
    12. Enter the text Please approve the invoice and add the process content Document Number. You will find this underneath Invoice Details.
      This combines plain text with process-related information and serves as an unique identifier for the end user.

      Add process content
    13. In the Decision you have defined the approver of the invoice. The output of the decision has been an email address. Now add from the process content within determine Approver Output the eMail in the Recipients as Users. Now only the selected approver will get this approval in the inbox.

      Approval user
    14. Switch to the Inputs tab and within Employee Name choose Select Item. The process content will be opened again.

      Approval Form inputs
    15. Now add the attributes from the process content to the related input fields.

      You can only assign fields with the same type, e.g. text in the process content to text input field.
      If you cannot assign, e.g. Invoice Number from the process content to the Invoice Number in the input field, the type of the input field might be wrong. If so, please correct your form.

      Process Content Input Field
      Employee Name Employee Name
      Sender Name Company Name
      Gross Amount Gross Amount
      Document Number Invoice Number
      Add Approval Form inputs
    16. As this mapping of process content and forms is quite important to ensure a proper flow of the relevant data in your process, please check them again. It should look like this.

      Check Approval Form inputs

    Select the type of form you have created now:

  • Step 2
    1. Choose the + of the control flow for Approve coming from the Invoice Approval Form you have just created. In the context menu, select Forms > New Form.

      New Approval Notification Form
    2. Maintain the Name Invoice Approval Notification Form and also the Description Form to notify about the approved invoice and choose Create. As always, the Identifier has been created automatically.

      Maintain Notification Form
    3. In the newly created Invoice Approval Notification Form, choose the three dots and select Open Editor.

      Open Editor
    4. In the form, add a headline Invoice Approval, a paragraph Your invoice has been approved. and also a text field Invoice Number and select here Read Only. Save your work.

      Invoice Approval Notification Form
    5. Go back to the process select Invoice Approval Notification Form to maintain the information in General tab.

      Approval Notification General
    6. Maintain Subject and select for the Users in this case Process Started By from the process content.

      Approval Notification General Entries
    7. Select Inputs tab and assign the Invoice Number from the process content here.

      Approval Notification Input
    8. Save your work.

    Can you combine plain text and process content attributes in the subject of a form?

  • Step 3
    1. Select + of the Reject control flow from the Invoice Approval Form. Select Forms > New Form.

      New Rejection Notification form
    2. Maintain the Name Invoice Reject Notification Form and also the Description Form to inform about the rejected invoice and choose Create. As always, the Identifier has been created automatically.

      Maintain Rejection Notification form
    3. In the newly created Invoice Reject Notification Form, choose the three dots and select Open Editor.

      Open Editor Rejection Notification form
    4. In the form, add a headline Invoice Rejection, a paragraph Your invoice has been rejected. and again also a text field Invoice Number and select here Read Only. Save your work.

      Invoice Reject Notification Form
    5. Go back to the process, select Invoice Reject Notification Form to maintain the information in General tab.

      Reject Notification General
    6. Maintain Subject and select for the Users in this case Process Started By from the process content.

      Reject Notification General Entries
    7. Select Inputs tab and assign the Invoice Number from the process content here.

      Reject Notification Input
    8. Add an end event, choose the + of the control flow from the Invoice Reject Notification Form and select Controls > End.

      End event
    9. Your process is ready to be released, deployed and executed. Save your work.

      Final process
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