Create Forms for Invoice Approval Process

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

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

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.

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.

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

Include a Text field in your form.

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

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.

You are done with the layout and input fields of the approval form. Save your work.

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.

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

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.

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.

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

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.

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.

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.

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.

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

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.

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

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

Select Inputs tab and assign the Invoice Number from the process content here.

Save your work.

Select + of the Reject control flow from the Invoice Approval Form. Select Forms > New Form.

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.

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

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.

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

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

Select Inputs tab and assign the Invoice Number from the process content here.

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

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