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Digitalizing User Interactions with Forms

Objectives

After completing this lesson, you will be able to:

Add interactive forms in the process you are building
Define different forms for triggers, approvals, and notifications

Digitalize User Interactions with Forms

You have probably experienced that many tasks in your working world, such as reviews, approvals, and validations are still assigned to employees via paper or e-mails. These tasks are a vital part of any business process but they are inefficient and slow.

Forms are a popular way to streamline these activities. Once you have created a form, you can use it to trigger a process to start or add an approval step in the process.

Let’s have a look at the trigger form. The trigger form is the starting point of your business process.

You can define three different types of triggers:

Using an Event trigger in SAP Business Process Automation (SBPA), you can automate and trigger a variety of actions based on events within your business processes. The event triggers onboard and listen to back-end events emitted from an external source system, and reacts to such events by triggering artifacts such as processes and automations.
Using a form as a process trigger gives you an opportunity to use a direct link to the published form to start. Alternatively, you can embed the starting trigger into a tile in SAP workzone edition with the given parameters:
Using an API call as a process trigger, you can start your business process via API call. To do this, you have to define the required input parameters and reuse them as, for example, input fields:
Using an Event trigger in SAP Business Process Automation (SBPA), you can automate and trigger a variety of actions based on events within your business processes. The event triggers onboard and listen to back-end events emitted from an external source system, and reacts to such events by triggering artifacts such as processes and automations.

After you have defined your trigger form, it is time to add approval forms to your business process via drag and drop functionality in the forms builder tool. Approval forms are intended to capture and share information. With that, you can simplify and accelerate business approval processes used by business users. Approval forms automatically provide the choice to approve or reject the request with the according notification.

You have different options to configure the approval forms and to add further information:

Make use of layouts such as headlines, and input fields such as text, dropdown, checkbox, number, date, choice, file upload/attachment*, and more.
Configure read-only or required fields and their format:
Define some more details like general information, inputs, and outputs:

Create a Form to Trigger a Business Process

Business Scenario

The first step in the development of your business process is the creation of a trigger form that will be the starting point of the business process. For that, you have to use the process builder tool.

To learn more about how to create a form to trigger a business process, follow this interactive tutorial.

Task flow

In this exercise, you will perform the following steps:

Design the form with the available layout.
Add further objects to the trigger form.
Use the trigger form for internal configurations.

To learn more about how to create a form to trigger a business process, follow this interactive tutorial.

Exercise options

To start the exercise, choose Start Exercise (as shown in the figure below).

A pop-up opens. You have the following options:

Choosing Start: the simulation starts. Follow the simulation to learn how to create a form to trigger a business process.
Choosing Open PDF Document: a PDF opens. Based on the steps described in this document, you can perform the exercise in your own system landscape.

ExerciseStart Exercise

Steps

Create a form to trigger a business process.
1. Choose Add a Trigger.
2. Choose Submit a Form.
3. Choose Blank Form.
4. In the Name field, enter Order Processing Form.
5. In the Description field, enter Form to collecrt order details.
6. Choose Create.
7. Choose Trigger Order Processing Form.
8. Choose More Options (the icon with three dots).
9. Choose Open Editor.
10. Choose Headline1.
11. Choose Paragraph.
12. In the Headline field, enter Order Approval Request Form.
13. In the Paragraph field, enter Please provide the necessary information of your order and submit for approvals.
14. Choose Text.
15. In the Text field, enter Customer Name.
16. Select Required.
17. Choose Text.
18. In the Text field, enter Order Number.
19. Select Required.
20. Choose Number.
21. In the Number field, enter Order Amount.
22. Select Required.
23. Choose Date.
24. In the Text field, enter Order Date.
25. Select Required.
26. Choose Text.
27. In the Text field, enter Shipping Country.
28. Select Required.
29. Choose Date.
30. In the Text field, enter Expected Delivery Date.
31. Select Required.
32. Choose Headline2.
33. In the Headline field, enter Please press Submit.
34. Choose Save.

Result

You have now successfully created a form to trigger a business process.

Create and Configure an Approval Form

Business Scenario

In this exercise, you are going to create and configure an approval form. Approval forms are being used to simplify and accelerate business approval processes used by business users.

Approval forms can include not only approvals, but also rejections, in the context of sales order processing, invoices, or employee onboarding. You can model these approval forms with the form builder that is imbedded in the process builder tool. These forms will be converted later on into tasks, as part of an automated workflow that will appear in the inbox of the authorized business users.

Exercise Options

To start the exercise, choose Start Exercise in the figure below.

A pop-up opens. You have the following options:

Choosing Start: the simulation starts. Follow the simulation to learn how to create and configure an approval form.
Choosing Open PDF Document: a PDF opens. Based on the steps described in this document, you can perform the exercise in your own system landscape.

ExerciseStart Exercise

Steps

Create and configure an approval form.
1. From the Order Processing tab, choose Approval.
2. Choose Blank Approval.
  This option appears below Create a New Approval.
3. In the Name field, enter Approval Form.
4. In the Description field, enter Form to approve or reject the Sales Order.
5. Choose Create.
6. Choose More Options (three dots icon).
7. From the More Options list, select Open Editor.
8. Choose Heading (to the left of the screen).
9. In the New Headline field, enter Approve Sales Order.
10. Choose Paragraph.
11. In the New Paragraph field, enter A new order has been received.
  Review and confirm whether the requirements can be met or not.
12. Choose Paragraph.
13. In the New Paragraph field, enter Sales Order Details:.
14. Choose Text.
15. In the New Text field, enter Customer Name.
16. Select Read Only.
  You find this checkbox in the Configuration area to the lower-right of the interface.
17. Choose Text (T symbol) from the bar on the left side of the screen.
18. In the New Text field, enter Order Number.
19. Select Read Only.
  You find this checkbox in the Configuration area to the lower-right of the interface.
20. Choose New Number.
21. In the New Number field, enter Order Amount.
22. Select Read Only.
23. Choose New Date.
24. In the New Date field, enter Order Delivery Date.
25. Select Read Only.
  You can find this checkbox in the Order Delivery Date panel to the right of the interface.
26. Choose Paragraph.
27. In the New Paragraph field, enter Supplier Acknowledgement Letter.
28. Choose Checkbox.
29. In the Checkbox field, enter I acknowledge that we have received your order and will process it based on the availability.
30. Choose Text Area.
31. Select the scroll bar to scroll down.
32. In the Text field, enter Message to buyer.
33. Choose Heading.
34. In the New Headline field, enter Please approve or reject the Approval Form.
35. Choose Save.
36. Choose Order Processing.
37. Choose Approval Form.
38. In the Subject field, enter Review and approve order.
39. Choose Order Number.
40. In the Subject field, enter from.
41. Choose Customer Name.
42. Select the scroll bar to scroll down.
43. In the Subject field, enter Company.
44. Select the scroll bar to scroll down.
45. Choose Users.
46. Choose Process Started By.
47. Select the scroll bar to scroll down.
48. Open the Choose the type of due date list.
49. Select Static Duration.
50. Select the scroll bar to scroll down.
51. In the After the task was created, it is due in or on field, enter 2.
52. Choose Inputs.
53. From the Approval Form, choose Customer Name.
54. From the Process Content pane, choose Customer Name.
55. Select the scroll bar to scroll down.
56. From the Approval Form, choose Order Amount.
57. From the Process Content pane, choose Order Amount.
58. From the Approval Form, choose Order Delivery Date.
59. From the Process Content pane, choose Expected Delivery Date.
60. From the Approval Form, choose Order Number.
61. From the Process Content pane, choose Order Number.
62. Choose Save.

Result

You have now successfully created and configured an approval form.

Create and Configure a Form for Notifications

Exercise Options

To start the exercise, choose Start Exercise in the figure below.

A pop-up opens. You have the following options:

Choosing Start: the simulation starts. Follow the simulation to learn how to create and configure a form for notifications.
Choosing Open PDF Document: a PDF opens. Based on the steps described in this document, you can perform the exercise in your own system landscape.

ExerciseStart Exercise

Steps

Create and configure a form for notifications.
1. Choose Add Process Step.
2. Choose Form.
3. Choose Blank Form.
4. In the Name field, enter Order Confirmation Form.
5. In the Description field, enter Notification from to in form whether the sales order is approved.
6. Choose Create.
7. From Order Confirmation Form, choose the More Groups list (three dots icon).
8. From the list, choose Open Editor.
9. From the side panel to the left, choose Heading.
10. In the New Headline field, enter Order Confirmation.
11. Choose Paragraph.
12. In the New Paragraph field, enter Your order has been received and accepted for delivery. We will send you the details as soon as the order is shipped. You can find the details of your order below. Please review and verify your request:.
13. Choose the Text icon from the side panel on the left.
14. In the New Text field, enter Message from the supplier:.
15. Choose Paragraph.
16. In the New Paragraph field, enter Your Sale's Order Details:.
17. Choose Text.
18. In the New Text field, enter Order Number.
19. Select Read Only.
20. Select the scroll bar to scroll down.
21. Choose New Number.
22. In the New Number field, enter Order Amount.
23. Select Read Only.
24. Choose Date.
25. In the New Date field, enter Expected Delivery Date.
26. Select Read Only.
27. Choose Heading.
28. In the New Headline field, enter Please press Submit.
29. Choose Save.
30. Choose Order Processing.
31. Choose Order Confirmation Form.
32. In the Subject field, enter Your order has been successfully received.
33. Choose Order Number.
34. Select the scroll bar to scroll down.
35. From the Order Confirmation Form and Recipients, choose Users.
36. From the Process Content pane, choose Process Started By.
37. From the Order Confirmation Form, choose Inputs.
38. From the Inputs tab that appears, choose Expected Delivery Date.
39. To expand the Order Processing Form (Trigger) pane, choose the arrow.
40. From the Process Content pane, choose Expected Delivery Date.
41. From the Order Confirmation Form, choose Order Amount.
42. From the Process Content pane, choose Order Amount.
43. From the Order Confirmation Form, choose Order Number.
44. From the Process Content pane, choose Order Number.
45. From the Order Confirmation Form, choose Message from the supplier.
46. From the Process Content pane, choose Message to buyer:.
47. Choose Save.
48. Choose the Overview tab (near the top of the screen).
49. Choose More Groups (three dots icon by Order Confirmation Form).
50. Select Duplicate.
51. In the Name field, enter Order Rejection Form.
52. Select Duplicate.
53. In the Order Rejection Form field, enter Order Rejection.
54. Choose Paragraph.
55. In the New Paragraph field, enter We are sorry to in form you that your order cannot be accepted. Any inconvenience caused due to the refusal of the order is regretted. You can find the reason of the rejection and the details of your order below, please confirm the request:.
56. Select the scroll bar to scroll down.
57. In the field, enter Please press Submit button to acknowledge the order status..
58. Choose Save.
59. Choose Order Processing.
60. Choose Add Process Step.
61. Choose Form.
62. Choose Order Rejection Form.
63. In the Subject field, enter Your order is rejected by the supplier.
64. Choose Order Number.
65. Select the scroll bar to scroll down.
66. Open the Priority list.
67. Select High.
68. Choose Users.
69. Choose Process Started By.
70. Choose Inputs.
71. From the Order Rejection Form, choose Expected Delivery Date.
72. To expand the Order Processing Form (Trigger) pane, choose the arrow.
73. From the Process Content pane, choose Expected Delivery Date.
74. From the Order Rejection Form, choose Message from the supplier.
75. From the Process Content pane, choose Message to buyer:.
76. From the Order Rejection Form, choose Order Amount.
77. From the Process Content pane, choose Order Amount.
78. From the Order Rejection Form, choose Order Number.
79. From the Process Content pane, choose Order Number.
80. Choose Save.
81. Choose Close side panel.

Result

You have now successfully created and configured a form for notifications.

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