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 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.

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.

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.

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