Configuring Forms in ESM

Administrators can access and configure Forms by using the dedicated settings available at the following path: Settings → All Settings → Forms.

When configuring a Form, it is important to identify and understand the business requirements. Since the main purpose of a Form is to capture information, making a list of which fields need to be defined is fundamental.

Let´s imagine you are implementing SAP ESM for a customer who wants to automate and enable a self-service feature for employees requesting Parental Leave. What is the information required when raising a Parental Leave request?

The following represents a hypothetical list of inputs:

• Leave From Date and Leave To Date
• Child’s name
• Child’s date of birth
• In case of multiple births, the list of names and dates of birth
• An option for the employee to continue working part-time, or not
• An email address for official communications and a digital signature

Once a list is identified, you as an Administrator can start configuring a new Form as described in the following step-by-step guide:

1. Log in to SAP ESM with administrative access.
2. Navigate to Settings → All Settings → Forms.
3. Select on "Create New Form" to start configuring a new Form.

1. Provide a Form ID
2. Enter a Form Name (e.g., Parental Leave Request).
3. Assign a Category (e.g., HR Requests).
4. Set the Status to Draft until the Form is fully configured.

First, select the icon "Form Designer" below "Version" next to the status of the form. Next, using the Control Palette, drag and drop the required fields:

• Employee Name – Use a Text Field for manual input.
• Employee ID – Use a Text Field (or auto-populate from an integrated HR system).
• Leave Start Date – Use a Date Picker.
• Leave End Date – Use a Date Picker.
• Reason for Leave – Use a Dropdown Menu or Text Area for additional details.
• Supporting Documents – Use a File Upload field (optional).

1. Select on each component and set its Label and Validation Rules (e.g., make Employee Name and Leave Dates mandatory).
2. Configure Read-Only fields if data is auto populated from an external system (e.g., Employee ID).

1. Add a Submit Button linked to an external system – When needed, this could allow employees to submit their request by triggering an external system, if necessary.

1. Select Preview to check the layout and functionality.
2. Use the Validate Button – This ensures all control elements are properly configured.
3. Use the Export to Excel button - if needed, Forms can be exported into an excel file and imported into a different tenant.
4. Test field validation and submission to ensure proper functionality.

1. Once the Form is finalized, set the Status to Active.
2. Deploy the Form to the Self-Service Portal, allowing employees to access it. - How to deploy the Self-Service widget into the employee portal in discussed in a later lesson.
3. Optional: Integrate with HR systems (e.g., SAP SuccessFactors Employee Central) if needed. - Additional integrations details and scenarios are discussed in a later lesson.

The next activity that you as an Administrator must perform is to define a Form determination rule that will enable the Parental Leave request Form to be embedded within a pre-defined Case. This will allow employees and agents to use the Form when creating and working with Cases.

Prerequisite: the Case type where the Form should be embedded must exist.

Below are the steps to create a Form determination rule.

1. Log in to SAP ESM with administrative access.
2. Navigate to Settings → All Settings → Cases.
3. Select the setting Form Determinations.
4. Select create and enter the rule with the following parameters:
   1. Select the Case Type where the Form should be assigned (e.g., Parental Leave Request Case).
   2. Select any additional parameters that might be required.
   3. Select the Form code previously created.
5. Select the Activate button.

The following video demonstrates how to configure a 'parental leave request' form in Enterprise Service Management.