Controlling the Flow

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Create and configure process conditions
  • Define different process flows for each conditional criterion

Controlling the Flow With Process Conditions

Great! You have successfully designed and tested your process with an RPA Bot which automates reading of the sales order data from excel. By using bots, you not only made your sales order processing faster but also reduced errors from manual entries and spared more time for resources to work on critical tasks.

Now it is time to get introduced to yet another capability which will help you to control the process flow in a no-code approach where the process needs to be branched out into different steps based on certain criteria. In this lesson, you will learn how to add a process condition without writing a single line of code.

How process conditions control the flow

Process conditions route the business process based on certain criteria. These conditions apply an If or Else rule and the business process responds according to the rules defined in the condition settings of the process. If expression has the definition of the condition, the Else expression holds the instruction about what to do if the condition is not met.

So, without writing a single line of code, you can automate your process to take different conditional routes. In this unit, you will learn how to use process conditions in a business process to get rid of unnecessary approvals by routing the process for auto-approval or for a one-step-approval flow based on the sales order criteria. For example, sales order less than a certain value, say 100,000, does not need approval and all other sales orders will undergo one-level approval.

To Create and Configure Process Conditions

Now that you have designed a process with forms and automation in the previous lesson , let us define which process flow should run based on the If/Else condition criteria we mentioned beforehand.

Steps

  1. Open the process builder and add the condition to the process by clicking on the + button from the outgoing connector of the Automation.

  2. Configure the condition settings to select If criteria as Order Amount Less Than100000 and select Approval Form as Else criteria. By doing this, the process will have two branches such that the sales orders above the specified amount will be sent for approval via the Else branch; the rest will be auto approved via the If branch.

  3. Now it’s time to decide the process flow if the condition criteria are met.

    For that, you first must remove the connection from If-route to Approval Form and then either directly connect to Order Confirmation Form or create a new form to notify the requester of the auto-approval.

    • If you decide to directly add to the Order Confirmation Form, then do not follow the steps below. Just connect the If connector with the Order Confirmation form, save the process and directly run the process.
    • If you decide to create a new form, then add the new Approval Form from the If-route and give it a name and description.
    1. Design the notification form the same way as you did in Unit 3 to notify the requester about the auto-approval.

      Names and Field Settings (5)

      Form FieldsField Settings with Label
      Headline 1Automatic Order Confirmation
      ParagraphYour order has been received and approved, and we will notify you as soon as the order is shipped. You can find the details of your order below; please review and verify your request.
      ParagraphSales Order Details:
      for all below Input Fields enter the labels and select the Read Only checkbox
      TextOrder Number
      NumberOrder Amount
      DateExpected Delivery Date
      ParagraphPlease press the SUBMIT button to acknowledge the order status.
    2. Configure the General and Inputs section of the form in the process builder. Save the process when you are done.

    3. Finally, connect the outgoing flow of the auto-approval form to the End activity.

Result

This completes the process design with condition criteria that will decide which process flow is executed and whether there will be an auto-approval or a one-step approval route.

To Release, Deploy and Run the Business Process Project With Process Conditions

Finally, run the process to check the recent changes. As explained in previous units, you must first release and then deploythe business process project in order to run the process.

Steps

  1. Release

  2. Deploy

  3. Now open the Order Processing Form in the browser, enter an Order Number from the Excel sheet and submit. Go to My Inboxand take action depending on if there is a notification of auto-approval or an approval form to deal with based on the sales order details

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