Configuring Decision Form Templates

Objective

After completing this lesson, you will be able to configure a Decision Form in SAP Fieldglass.

Decision Form Template

The Decision Form feature allows Buyers to capture and review information in order to authorize the creation of job postings, statements of work, SOW bids, profile workers, and/or projects. The ultimate procurement type is determined based on the information provided by the User.

Decision Forms are essentially guided request forms: When one is completed, it is routed to an appropriate approver who evaluates the request. If approved, the information on the form is carried over to the selected procurement solution.

Watch the video below to see how a Decision Form can help determine an appropriate type of worker procurement.

Decision Form Templates

Decision form templates contain the informational fields, questions, and requirements needed for decision forms. Decision forms can be created to accommodate just about any workflow. Questions are created separately and added to the decision form template where the decision flow is determined, leading to an appropriate procurement solution.

Navigating the Decision Form Template Admin Object

The Workflow section of the Admin Menu, the Decision Form Template selection is highlighted.

1	To view the list of approval groups available in the tenant, select Decision Form Template from the Workflow section of the admin menu.

Decision Form Template List Page

In addition to the name and purpose of the decision form, the list page also indicates the number of business units the form has been associated to, as well as the procurement options the decision form can direct the user to.

Decision Forms List page, with the Business Units column, the SOW, SOW Bid, and Job Posting columns, and the link to the Assistance for Procurement link listed in the Name column are highlighted.

2	Decision forms can be associated to All or specific business units. The numbers listed in this column are selectable and will take you directly to the list of business units that are associated to the approval group.
3	Decision forms are configured to direct the user to appropriate procurement options. The Procurement Options available is a decision form are listed in these columns. Yes indicates that the form points that option as a potential result. No means the option is not included as a potential result.
4	To view the business unit that a decision form is associated to, select the appropriate number link in the Business Unit column.

Decision Form Template Details Page

The appropriate paths to a correct result are specified in the template Details section and can be selected to appear in the Decision Form as appropriate.

Decision Forms Details page, highlighting the Rules section, the Custom Fields section, and the Questions section.

Depending on the company configuration, decision forms can be required for the creation of all documents. They can be mandatory or optional, but when a decision form is set as mandatory it must be approved before the user is able to create the actual document. The users’ responses to questions and custom fields help approvers identify the correct procurement type. Rules and approval groups can be used to customize a decision form workflow.

Decision forms can be designed to be company specific by utilizing questions, Custom Fields, and even wizards.

For example, WorkingNet might use custom fields in their decision forms to determine how a project will be paid for. This is not a standard field within the SAP Fieldglass application, therefore WorkingNet has to create a custom field to address this during the decision form process. Custom fields and questions can be identified as mandatory or optional through configuration or on the decision form.

The Questions that guide the user to an appropriate procurement option are indicated here. As with Wizards, the questions for Decision Forms are created independently of the Decision Form, using the Question admin object in the Configuration admin menu, and imported during the process of creating the form.

Unlike Wizards, the answers for each question cannot be configured to perform branching actions.

However, Wizards with branching instructions can be embedded into Decision Forms, and those choices can help guide the result of the Decision Form.

Create a Decision Form

WorkingNet Networking, Inc., a global manufacturer of data networking equipment, needs a decision form to help hiring managers vet Independent Contractors based in the UK.

As the SAP Fieldglass administrator for WorkingNet, you’ll create that Decision Form.

ExerciseStart Exercise

Summary

The Decision Form feature allows buyers to collect and review information to authorize various procurement actions like creating job postings or statements of work. These forms are guided requests routed to approvers for evaluation and, if approved, the information is transferred to the selected procurement solution.

Key Points:

Guided Request Forms: Decision forms guide users through essential information collection, routing requests, to approvers.
Information Carryover: Approved forms transfer data to the selected procurement solution, streamlining the process.
Customization and Flexibility: Decision forms can be customized with questions, custom fields, and wizards specific to company needs.
Approval Workflow: Mandatory decision forms must be approved before creating the actual document, ensuring proper procurement type identification.

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