Using Assigned Forms For User Information Approval

 Example One Video:

Example Two Video:

Every form or task has a setting called “Assignment Type” which is either set to “In Session” or “Assigned“. 

This tutorial demonstrates how to use Assigned Forms for Approver to request user for resubmission the Form.

Note, all Forms for this tutorial was predesigned because Form Design is out of this tutorial’s scope.

Example One:

In this example we will create a Flow with two assigned Forms. First Form will be assigned to the Initiating User right away and second Form will be assigned to the Approver. If the Approver rejects User’s input, then User is assigned with a new task to resubmit the Form.

We begin in the Designer Folder with clicking Create Flow button on the Folder Actions panel.

Then, we Name our Flow and click Create to proceed to the Flow Designer.

In the Flow Designer we expand Flows, Rules, Forms and Reports > Forms [Interaction] > [Current Folder] category and add User Information Form to our Flow.

This Form is used to gather User’s inputs. It is designed in the following manner…

Back in the Flow Designer we add Display User Information Form from Flows, Rules, Forms and Reports > Forms [Interaction] > [Current Folder] category next to the User Information Form on our Flow.

This second Form was created for User to verify his or her inputs and either to Submit the information to Approver or go back to the previous Form to Edit inputs. It was designed as following…

Back in the Flow Designer we add Review User Information approvers Form from Flows, Rules, Forms and Reports > Forms [Interaction] > [Current Folder] category. This Form should be added on the Submit outcome from the Display User Information Form step.

Approvers Form is designed as following. Approver reviews User’s information and either Approves it or Assigns a new task for the User to correct the inputs. Mention, for this example an Approver will be able to compare Initiating User Email and User Input Email. If these emails do not match, approver will create new task for the User with appropriate comments.

Back in the Flow Designer we connect steps in our Flow as following…

Next, we select User Information Form on the workspace and Step Information assisting layer for this step pops up. In the Assignment Setup section we change Assignment Type from InSession to Assigned.

Mention, we have step validation issue now because all Assigned Forms have to have at least one assignee. We click Show Mapping Editor for this step.

This form should be assigned to the User who is initiating this Flow. To accomplish this, in Mapping Editor we expand Flow Data category and connect InitiatingUserEmail to the Account and Groups field of our Assignment. Click Ok to save changes and return back to the Flow Designer.

Back in the Flow Designer with User Information Form Step selected we locate Display section in the Step Information layer. Then, we check Automatically Show If Assigned checkbox. Because we assign this Form to the User on the initial run, we do not want to ask him or her if he or she wants to Fill In Assigned Form. By checking this check box we force the Assigned Form to show up to the assignee.

Next, we select Review User Information Form on the workspace and Step Information layer for this step pops up. We change Assignment Type from InSession to Assigned. This Form should be assigned to the approver.

This time we use Assignment [edit] link to Add New User as an assignee. Then, we click Ok and DONE to close these windows.

Back in the Flow Designer we call Mapping Editor for the Review User Information Form step.

In the Mapping Editor we simply connect InitiatingUserEmail from Flow Data category to the InitiatinUser label on the Form. We click Ok to save and continue.

This completes our Flow. To test this we log out from our Admin account and log back in as a User.

In the User’s Portal we locate the thumbnail for our Flow and click Run Flow from the Action menu.

We fill in the Form and click Next…

Then, Display User Information Form reflects our inputs and we click Submit.

We log out of User’s Portal and log back in as an Approver.

We locate new Assignment and click to Fill In the Assigned Form.

Because Initiating User Email does not match User’s Input Email we leave the appropriate comment and send this Form for Resubmission.

Then, we log out and log back in as Initiating User. Mention, that we have a new Assignment. We click it and select to Fill In the Assigned Form.

User Information Form opens with approver’s comments. We correct our Inputs and click Next.

Display User Information Form opens and we click Submit.

We log out and log back in as the Approver. New assignment is available for us. We click it and select to Fill In the Assigned Form.

User’s inputs are corrected and valid now. We can click Approve.

Example Two:

In this example we are going to create a Flow that achieves the same results as in the previous example in this tutorial. This time we are not going to Assign User Information Form right away to the initiating User. Instead, we are going to duplicate this Form and Assign the copy while first one will remain InSession.

We begin in the Designer Folder with clicking Create Flow button from Folder Actions panel.

Next, we Name the Flow and click Create to proceed to the Flow Designer. In the Flow Designer we begin building our Flow in the same manner we did in the previous Example in this tutorial.

Then, instead of connecting Send Back To User outcome from the Review User Information step back to the User Information Form we add User Information Form step again on this outcome. This is done so because first User Information Form will stay InSession and second User Information Form will be Assigned.

Then, we add Display User Information Form next to the second User Information Form.

Next, we connect steps in our Flow as following…

We select first User Information Form and set AdminComments value to Null. Approvers Comments should never be shown on the first User Information Form because this Form will be shown first and only one time to the Initiating User in the process cycle.

Then, we Assign Review User Information Form to the Approver in the exact same manner we did in the previous Example in this tutorial. And, click Show Mapping Editor.

In the Mapping Editor we connect InitiatingUserEmail value from the Flow Data category to the InitiatingUser label on the Form. Click Ok to save and close Mapping Editor.

Next, we select second User Information Form on the workspace and change Assignment Type from InSession to Assigned. Then, click Show Mapping Editor.

In the Mapping Editor we expand Flow Data and connect InitiatingUserEmail to the Accounts and Groups field of the Assignment. Then, click Ok to close Mapping Editor.

This completes our Flow. If we test it like we did in the first Example we will see the same results.

Additional Resources

• Creating Your First Flow
• Flow Designer Wizard Overview
• Creating Your First Form Flow
• Using the Mapping Editor
• Changing Output Data Mappings