Steps on how to build the Basic Approval Workflow

Add Required Columns

1. Add Status Choice field if needed
   • Options: Draft, Submitted, Approved, Rejected, Paid
   • Default value: Draft
   • Require that this column contains information
2. Add comments: Multiple lines of text field if needed
   • append only
3. Add approver: Person or Group field if needed
4. Open the View Item form and add APl script to disable the Status column.
   1. This disabled the status field in the UI, but allows API updates and default value updates. This will allow us to use the status field in the user-actions conditions.
   2. This is optional, the traditional way would be to hide it in new/edit forms and update it in the workflow using an activity.

kwizcom.ModernUILibrary.FormPage.OnReady("disable_status", function (form) {
    switch (form.context.pageType) {
        case 8://new item form  rules only
        case 6://edit item form  rules only
            //Disables the status field in the UI, but allows API and default value change to the field value
            form.SetFieldsState({
                Status: { disabled: true, preventUndo: true }
            });
            break;
    }
});

1. Change the layout to use tabs.
2. Add a new tab called Approval.
3. Layout:
   • Approver column | Status column
   • Comments column
4. Condition: Show this tab when**** The Status is not Draft.

1. Create the Workflow
   1. Workflow Type: User triggered Workflow
   2. Name: Submit for Approval
   3. Description: Submit this request for approval and payment
   4. Icon: Send
   5. Show Form: Enabled
      
2. Add Conditions: when status = draft
   
3. Add activity: Email.
   1. Settings Tab:
      1. Activity type: Emil
      2. Name: Request approval
      3. Description: Send email to approver requesting approval
         
   2. Properties Tab:
      1. Recipients: [Approver],
      2. CC: [Employee]
      3. Subject/Body: ** ACTION REQUIRED ** Please review and approve this expense.
         

         <div>Hey&nbsp;[Approver]!</div><div>Please review and approve this expense:</div><div><a href="[View Item]">View Item</a></div>

         
4. The workflow is setup
   

1. Create the Workflow
   1. Workflow Type: User triggered Workflow
   2. Name: Approve
   3. Description: Approve this request and submit it for payment
   4. Icon: InboxCheck
   5. Show Form: Enabled
      
      
      
2. Add Conditions when status=submitted AND approver = [me]
   
   
   
3. Add activity: Email.
   1. Settings Tab:
      1. Name: Notify expense approved
      2. Description: Notify employee his expense was approved
         
   2. Properties Tab:
      1. Recipients: [Emploee]
      2. Subject and body: Your expense was approved!
         

         <div>Hey&nbsp;[Employee]!</div><div>Your expense was approved by [Approver]:</div><div><a href="[View Item]">View Item</a></div>

         
         
4. The Workflow is now setup:
   

1. Duplicate the Approve Workflow
   1. Rename to Reject
   2. Description: Reject this request and notify employee
   3. Icon: Unsubscribe
2. No need to edit conditions
3. Remove activity and add new one
   1. Duplicate Notify expense approved
   2. Name/description: replace approved with Rejected
   3. Subject/body: ** IMPORTANT ** your expense was declined
      

      <div>Hey&nbsp;[Employee]!</div><div>Your expense was declined by [Approver]:</div><div><a href="[View Item]">View Item</a></div>

      
      
4. The Workflow is setup: