Add Flow and Approval

Utilizing Record Producers on an Employee Center Portal allows consumers (employees) to connect with a departmnet and to access the services the department provides. Workspaces provide a Dept-specific view for service fulfillment for department users.

Now we will utilize Flow Designer to build a workflow to standardize the way that the department processes requests. We will configure the workflow to execute whenever a Dept Request is submitted. This workflow will request an approval from a Group of Users designated as Dept Request Approvers.

1. Exit App Engine Studio and return the platform.
   Select All.
   Type sys_user_group.list in the Filter Navigator textbox and press the Enter key.

2. The Groups list view will load displaying the existing Groups.
   Select the New option in the upper right.

3. Enter Dept Request Approvers in the Name field.
   Right-click in the gray bar at the top of the form view and select Save.

4. Select the Group Members tab. Select the Edit button to add members.

5. Search for Users on the left side of the slush bucket. Use the [>] button to select add the User to the group. Add:

• Andrew Och
• Beth Anglin
• Luke Wilson
  Select Save

6. Repeat the steps to add a Role to the Group. This will grant access to the Dept Request Approvers members.
   Select the Roles tab.
   Add the user role for the Dept Services app. (Your role will have a slightly different prefix)

7. Return to the Dept Services app in App Engine Studio.
   Select the Logic and automation tab.
   Select the (+) Add option next to the Logic and Automation header.

8. Select Flow when the next screen appears.

9. Select Build from scratch, you will not be using a flow template in the Dept Services app.

10. Enter Dept Request Created in the Name field
    Select Show advanced options
    Change Run as to System User
    Select Continue

11. Select Edit this flow once the flow is ready

12. Select (+) Add a trigger. Set the Trigger to Created

13. Set the Table to Dept Request.

14. Select (+) Add an Action, Flow Logic, or Subflow.
    Search for ask for
    Select Ask For Approval

15. Drag the Dept Request Record Data Pill from the right Data pane to the Record field.
    Set Approve to Approve or Reject
    Set Choose approval rule to Anyone approves or rejects
    Select the middle Group button to assign the approval to open the group selector popup
    Type dept and select Dept Request Approvers, the group created in a previous step
    Select Done to save your changes

16. Select the (+) directly below the Ask for Approval action
    Select Flow Logic Select If when the popup appears

19. Drag the Approval State Data Pill from the right Data pane and drop on Drag and drop data pill in Accpet the default is value
    Set the Select a choice to Approved
    Select Done

20. Select the (+) option below the If action that we just added. Make sure to select the (x) that is indented. This will ensure that it the action only will only run if the Dept Request is approved
    Select Action and search for update record in the popup
    Select the Update Record action

21. Drag the Dept Request record from the right Data pane and drag to the Record field
    Select + Add field value. Set the field to State
    Set the value to Work in Progress

22. Select Activate in the upper right to set the flow as Active
    

Confirm by selecting Activate again when prompted

23. Return to the App Home tab
    Select the ellipsis(...) for the Dept Request table
    Select Edit

24. Select Preview in the upper right when the Dept Request tab opens

25. Select the New button in the upper right once the Preview opens

26. Select the hamburger (three stacked lines) button in the upper left
    Select Configure >
    Selected Related Lists

27. Select Approvers
    Select Group approval->Parent
    Select Save

28. Return to the platform tab
    Search for and click Employee Center

29. Search for Dept Requests

30. Fill out the required fields and click Submit

31. Notice how the State is Open when the confirmation screen opens. Leave this tab open.

32. Return to App Engine Studio and select PREVIEW to open up the Workspace in the Experience section.

33. The Workspace will open in a new tab
    Select the List button in the upper left
    Select Open in the Dept Request section
    Select the newest Dept Request. It will have the largest number.

34. Select the Approvers (3) tab
    Select Requested** to open the first approval request

35. Set the State field to Approved
    Select Save in the upper right

36. Return to the browser tab where the confirmation screen is displayed in Employee Center
    Observe how the State has changed to Work in Progress.