Senpiper
  • Introduction to Senpiper One Resource
  • Getting started
    • Overview
    • Log in to the platform
    • Web workspace
    • Mobile Applications
    • White-labeled Apps and custom domains
  • Groups/Applications
    • Groups Overview
    • How to create groups?
    • Open vs Closed groups
    • Managing group members
      • Types of group members
      • Manual Group member management
        • Adding users individually
        • Adding users in bulk
        • Removing users
      • Automated user management
        • How to define criteria for adding users?
        • How to auto-remove users?
        • User Removal Alerts and Task Delegation
    • Group Details on web
      • Form Table View
      • Kanban View
      • Group chats
      • Pending task (assigned to you)
        • How to access the tasks assigned to you?
        • How to take actions on the tasks assigned to you?
        • How to toggle between different views?
    • Group Details on Mobile Apps
      • Managing Group Views
      • Group Chat Features
      • Form Submissions
        • Form card settings
      • Media Directory
        • How to create Media folder ?
        • How to upload media ?
        • How to delete Media ?
      • Pending Tasks
      • Group Settings
  • Media folders
    • Overview
    • How to access the Media Folders?
    • How to create media folders?
    • How to upload media files in folders?
    • How to delete media folders and files?
  • Scheduler
    • Overview
  • HOW TO CREATE APPLICATIONS
    • Overview
    • Tools to create an application
  • USER MANAGEMENT
    • Introduction
    • Managing users
      • User lists
        • How to create user lists?
        • How to create users?
        • How to add custom user list parameters?
      • How to add users to a user list?
        • Adding multiple users to a user list
      • More actions
        • Viewing users
        • Searching users
        • Downloading user lists
        • Delegating tasks
        • Viewing the change log of a user profile
        • Editing users
        • Deleting users
        • Blocking users
        • Unblocking users
        • Unlocking user
        • Granting permissions to users
    • Managing custom roles
      • Creating roles
      • Assigning custom roles to users
      • Removing custom roles from users
      • Granting permissions to roles
    • Roles and Users for the Reimbursement Use Case
  • FORM BUILDER
    • Introduction
    • How to create forms?
      • Basic details
      • Adding fields and saving a form
        • Types of fields
        • Default field settings
        • Individual field settings
        • Creating master records
        • Language settings for fields
      • Additional form settings
        • Conditions
          • Manage field settings
          • Copy field values
          • Conditional values of fields
            • Master Mapping
          • Validate field values
          • Calculate field values
          • Validate location
          • Face Matching
          • Append values to a field
        • Submit button settings
        • Configure pre loader
        • Configure post loader
        • Set form card layout
        • Set form table properties
    • Advanced concepts
      • Parent-child form settings
      • Using report data in forms
    • Editing forms
    • Deleting forms
    • More form options
  • WORKFLOW BUILDER
    • Introduction
      • Overview
      • Navigating workflow builder
      • How to add a new workflow?
      • How to view draft workflows?
    • Defining workflows
      • Define conditions for a workflow step
      • Define Workflow Actions
        • Configuring communication settings
        • Configuring a conditional assignee
        • Selecting an assignment strategy
      • Define workflow Step
        • Updating the status for a step of the workflow
        • Configuring button settings for a step of the workflow
          • Basic details
          • Form edit settings
          • Assignment settings
          • Comment log settings
          • Auto trigger settings
          • Time settings
      • Ending workflow
    • Editing workflows
    • Deleting workflows
    • Designing the reimbursement workflow (Path 1)
    • Designing the reimbursement workflow (Path 2)
  • ALARM BUILDER
    • Introduction
    • Alerts for form submission
      • Add New Alarm
        • Configuring the basic details
        • Defining the communication type
          • Send an Email
          • Send an SMS
          • Send an App Notification
        • Setting up the schedule for alerts
      • Viewing alarm event details
      • Editing an existing alarm
      • Deleting an existing alarm
    • Alarms for Custom Data Exports
      • Add a new alarm
        • Configuring Basic Details
        • Configure Content
        • Define Schedule
      • View Alarm event details
      • Clone a Alarm
  • General System Settings
    • Introduction
    • Authentication settings
      • Login option Preferences
      • Password settings
      • Custom URLs
    • Organization Branding
    • Custom Settings
    • Enable Sign-Up
      • Build a Sign-up form
      • Settings for Sign-up form
      • Customize Sign-up form
  • DIGITIZE A SAMPLE PROCESS
    • Overview of the process
    • Step 1: Register a company
    • Step 2: Create a group/Application
    • Step 3 : Design forms
    • Step 3: Create Process flow
    • Step 4 : Set up the communication
    • Testing the platform
  • Process migration
    • Introduction
  • Different types
  • Steps for migrating any process
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On this page
  • The flow of our process as per our requirements
  • Step-by-step guide for implementing the above flow
  • Testing the workflow

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  1. DIGITIZE A SAMPLE PROCESS

Step 3: Create Process flow

PreviousStep 3 : Design formsNextStep 4 : Set up the communication

Last updated 2 years ago

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The flow of our process as per our requirements

Step-by-step guide for implementing the above flow

1. Initiate a workflow

Go to workflow builder and click "Add a new workflow" Select the group and the form for which you want to create the workflow. Name your workflow "YourName_ Reimbursement Workflow"

Once you’ve filled in the requisite details, it’ll show you the interface for the workflow builder.

Now proceed by clicking the settings button beside the submit button to add a comment. “The reimbursement form has been submitted.” Learn more about the comments in workflow.

Comments are mandatory in every button of the workflow you create. It acts as a changelog when any workflow action button is clicked.

2. Apply a condition

Use case: As we discussed, if the reimbursement amount is more than 10,000 it’ll be assigned to the Department Head, and amounts less than that will be handled by the Manager.

  • Click the green plus icon and select the yes option for ‘Do you want to apply any condition’. Learn more on how to apply a condition at a step

  • Now to set another condition go back to the ‘+’ icon in front of submit button and add the rule "Total Amount" <= 10,000

  • The above two conditions create 2 separate paths for the workflow based on the "total amount" of the reimbursement, the workflow would now look like this.

Now that we have created the 2 paths for different conditions of the workflow. we will proceed with each path

3. Create action buttons in the workflow

  • Click on "+" button below the condition box where "Total amount > 10000" to ‘add a step’. Each workflow step has the following properties

    • Target status

    • Action buttons

    • Other Actions

  • Select the target status for each node as "submitted". Learn more about the target status in a workflow step

  • Click on "Define future actions" and add a new action button "Approve". Learn more about the actions buttons

  • And while we do that, we’ll assign the button to the Department Head, by selecting company defined roles and then Department Head.

Ensure that the "department head" role should be present in the system beforehand and allocated to the right users. Learn more about custom roles

  • Under the section "form edit settings". Click on "manage individual fields".

  • Click on manage fields and select the "Approval remarks" fields. Set the following properties

    • Visibility settings: Show to user

    • Edit settings: make editable

    • Optionality settings: Make field mandatory

Learn more about managing fields at a workflow step

  • Provide comments on this button under the section "Comment log settings".

  • Click on "add a new button" and add a "Reject" button with the same settings.

Adding steps for the "manager" role

  • Now click on the other conditional node with "total amount" <= 10000 and repeat the above steps to add the "Approve" and "Reject" buttons.

  • While creating the buttons on these nodes" choose the company-defined roles as "Manager"

Ensure that the Manager role should be present in the system beforehand and allocated to the right users. Learn more about custom roles

  • Once the workflow action buttons are created for both conditions, click on the "+" icon of each button and select "no" to apply any condition.

We selected no as we don't require further conditional logic in the stated requirements

  • Once you click on continue a new step is created. Set the target status for the step accordingly. Following should be the statuses

Button clicked
Workflow should move to following status

Approve

Approved

Reject

Rejected

  • Repeat this process for other sets of buttons

4. End the workflow

  • Now we are at the end of the requirement of process flow requirements, let's close the workflow.

  • Click on the define future actions and click on "End workflow"

  • Here’s how the finished workflow would look like

To wrap everything up, click apply changes and the workflow configuration is completed.

Testing the workflow

  • Go to the created group

  • Add a new submission to the reimbursement form with an amount less than 10000

  • Login with the credentials of the that user

  • Once a submission is made the user to whom the manager role is assigned will see two buttons "Approve" and "Reject"

  • Click on any button and finish the workflow

  • Check the status of the form

Using the we’ll be able to mimic the hierarchy followed in the organization regarding the business processes.

Assign the roles of "manager" and "department head" to two different users. Learn how to .

Add those users to the group. Learn how to

workflow builder tool
add roles to users
add users to a group
Fields state management at a workflow step
Individual action button conditions
End a workflow
Workflow ended