AGILEPOINT NX FUNDAMENTALS

TRAINING – PROCESS BASED APP - LAB 1

MANUAL
THIS MANUAL WAS DEVELOPED TO PROVIDE STUDENTS WITH AN OPPORTUNITY TO
DESIGN, CONFIGURE, DEPLOY AND TEST PROCESS BASED APPLICATIONS USING THE
AGILEPOINT NX DIGITAL AUTOMATION PLATFROM

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2 AgilePoint NX Fundamentals Training - Process Based App - Lab 1 Manual

Table of Reference

Introduction ...................................................................................................................................................................4

System Requirements ....................................................................................................................................................4

tips for taking this lab ....................................................................................................................................................4

LAB goal .........................................................................................................................................................................6

Part 1 – Get to know: 6

Part 2 – Practice & Build: 7

Part 3 – Experience – Run your app: 7

Part 1 – Get To Know .....................................................................................................................................................7

The USE CASE - Spending Inc. - Background Story .....................................................................................................7

Spendings inc – process - Challenges ......................................................................................................................13

process-based app ...................................................................................................................................................15

eForms .....................................................................................................................................................................15

EXPENSE report – High level process design ...........................................................................................................15

Part 2 – Practice and build ...........................................................................................................................................16

Create a New PROCESS BASED Application .............................................................................................................16

Adding and configuring a start task .........................................................................................................................20

Adding and configuring a CONDITION (Buesiness rule) ...........................................................................................34

Adding and configuring Direct manager approval ...................................................................................................37

Adding and configuring CFO approval .....................................................................................................................48

Adding and configuring a CONDITION (Buesiness rule) to Check Approval ............................................................55

Adding and configuring Expense report processing ................................................................................................57

Configuring Email Templates and Adding Email Notifications.................................................................................70

Validating process model and publishing your app .................................................................................................83

Part 3 – Experience – Run your app.............................................................................................................................88

Running and tesing your app ...................................................................................................................................88

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Summary and Wrap-up – What Have We Learned And Practiced ..............................................................................91

Going Further, What next? ......................................................................................................................................92

Appendix 1 – Create Role ............................................................................................................................................95

Appendix 2 – Create GROUP........................................................................................................................................97

Appendix 3 – Email & Notification Usages and Best Practices ....................................................................................99

Usage consideration for Email Activity vs Activity/Task Notification 99

Email & Notification Best Practices 99

Appendix 4 – Concept Terminology and Gloassary ...................................................................................................101

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INTRODUCTION

This lab manual was developed to provide business, citizen developers and technical project team
members the opportunity to rapidly define, design, deploy, and test custom applications, using the
AgilePoint NX Portal in structured skills development exercises.
This lab is part of a lab series, built on a real-world common use case of an Expense Report. The
complete use case is presented with the Spending inc – a small context story to present the use case
and its underlying challenges, 7 in total. This lab series cover these 7 challenges, each lab document
dedicated to solving a specific challenge using AgilePoint NX built in capabilities for such business
and technical challenge, including Process Based Applications, Data Entities, Form Based
Applications, Reports, Pages and more.
In general, each lab is a stand-alone lab, to provide a step-by-step tutorial on a given AgilePoint NX
capability to solve a given business and technical challenge within the Spending inc challenges
context (note that some labs may requires other lab deliverables as a prerequisites to be used as the
start point/data/resources). Yet, one of the true powers of this lab series is to understand how to
connect the dots and use the different AgilePoint capabilities to create a complete digital business
solution – how to compose and mesh few different Apps/Micro-Apps into one unified Digital
Business Solution.

SYSTEM REQUIREMENTS

In order to complete the exercises in this lab manual, a computer with the following minimum
system requirements is required:

• Access to an active AgilePoint NX (V8 or higher) with the following roles: Application Designer,
Application Runtime Manager, Users.
o Note: if you do not have an available AgilePoint NX environment – you may request for
your 30 days free trial here
• One of the following browsers is required:
o Microsoft Edge
o Safari 6 or higher
o Firefox 35 or higher
o Google Chrome 40 or higher

The web browser must have cookies enabled.

Note: Google Chrome is recommended for best performance and development experience.

In addition, the computer system must support a minimum screen resolution of 1024 X 768.

TIPS FOR TAKING THIS LAB

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Following are some general tips and best practices to allow you to an efficient and best experience
lab walk through:

1. Get to know this lab

a. Don’t panic from doc length - 65% of this doc is just screen shots 🤓.
b. Additionally, some of the instruction are being repeated, to their extent, as practice
best learn by repetition …
c. Review this doc its structure and content, to better understand what’s coming and
plan your work with it.
d. Followed completely, this should take net of 2 hours in average.
e. Following are some common signed to help read on the content in this doc:
Sign Description

Learn – key fact on a given AgilePoint topic, to keep as knowledge to

 gain with this lab.

Note – for your attention and following progress.


Reminder – for an action you should repeat repetitively, like Save
 changes.

Blue horizontal arrow, shows on top of a screen shot, point on field

where you’re required to enter value

Blue diagonal arrow, shows on top of a screen shot, point on button to

click

Blue dashed horizontal/diagonal arrow, shows on top of a screen shot,

to optional/alternate button to click/field to fill

Blue rounded two headed arrow, shows on top of a screen shot, Drag &
Drop

Check mark for an topic to learn as part of this lab and implement for
 the Expense Report Process Based App

2. The use case:

a. Review the use case presented in the Background Story followed by the Challenges,
and High-Level Design.
b. Understanding the use case, will greatly help to follow, enjoy and understand the
lab.
3. Your ongoing lab practice – working in the browser tips:

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a. As you’ll go through the lab, you’ll need to move between the different AgilePoint
modules, such as the App Builder, Work Center, Manage Center etc… we strongly
recommend you’ll open each of this module in separate browser tab, so you can
switch and return between in a breeze.
b. While working and designing your App, using the different design tools, such as the
Process Builder, Form Builder etc, make sure to actively click the Save every now
and then (we’ll also remind you to do so ), to make sure your changes has been
saved and avoid browser network outage issues.
• To save your
Process/Form changes,
click the Save menu on
the top left of the Action
Bar, and then click the
Save option. This will
save changes and will
keep you on
Process/Form Builder to
keep design your
Process/Form.

c. Navigate the lab with your available time - you can save your work and pick it up
from that point later, as you need
• To save and exit the
Process/Form Builder,
click the Save menu on
the top left of the Action
Bar, and then click the
Save and Check In
option. This will commit
and check in your and
changes and will Exit the
current Process/Form
Builder.

LAB GOAL

While going through this lab you can expect to learn and accomplish the following, while building
the Expense Report Process Based App:

PART 1 – GET TO KNOW:

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• The app use case – we’ll present the app use case using a background story which will
introduce 7 different challenges, to accompany the complete lab series.
• What is a Process Based App
• What is an eForm and Task Forms
• The high-level analysis and design of the Expense Report App.

PART 2 – PRACTICE & BUILD:

• How to create a Process Based App

• How to model the process and use different activities, including: Swimlane, eForm Activities
(Human activities), Condition and Automatic activities
• How to create and Email Templates and utilize them to send notification as part of task and
process events.
• How to create an eForm Task Form including fields, layout, validation and more and assign it
with an eForm Activity.
• How to validate you process based app.
• How to publish your process based app.

PART 3 – EXPERIENCE – RUN YOUR APP:

• How to submit an expense report.

• How to participate and approve a task.
• How to view and monitor the and form from the Work Center as an end user.

PART 1 – GET TO KNOW

THE USE CASE - SPENDING INC. - BACKGROUND STORY

Spending inc – a small context fun and comic like story, based on real world common expense
report scenario, to present the use case and its underlying challenges, 7 in total.
The following is a quick recap of the Spending inc background story for the current lab document
challenge context – the process. For the full story, read to background story document or view the
animation movie.

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Hopefully, by now, you’re clear with the challenge and gained some smiles on the way ☺.
We’d also guess that you’re personally familiar with this story, as expense report is a use case most
employees has experienced, and to some extent, suffered and shared the same frustration with Carol,
Dave and John.
The process challenge is the first among the 7 challenges in the Spending Inc background context story,
and is typically, though not necessary, the core challenge of any business solution.
This document will go through the AgilePoint NX platform to show case one of the key AgilePoint
feature and capability to solve and create process and/or automated oriented solutions – The Process
Based Apps.

SPENDINGS INC – PROCESS - CHALLENGES

The following are the main issues to be addressed and solved as part of this process challenge lab:
• Data is unstructured (you can assume current expense are submitted on a word/excel and
submitted on a hard copy over the office mail or soft copy using email)
o Causes irrelevant information collection, data loss and / or difficulty in tracking on
expenses and their status, which often results in subsequent inquiries, refund
corrections and unnecessary effort
• Process is not managed, as there is no process
o Current expense handling is a known practice, but not a real, modeled and automated
process to ensure the formal required flow, business rules, SLA’s reviewers, approvals
and more.

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• Current practice relies on people-to-people communication, mainly via office mail delivery
/Emails, which are often exposed to sidetracked due to too many emails, bounced back, wrong
recipient etc…
• Carol, as the expense submitter (initiator), and other parties involved has no clear view and
transparency on request and its status, till final decision is received.
• The above add a clear overhead arising from the manual monitoring and corrections with
parties involved.
• All adds-up with delays / mistakes in employee expenses updates and sometimes even create
frustration atmosphere for employees and the finance department

To meet with these issues and challenges we’ll create a Process Based App, which will allow:

PROCESS PRESPECTIVE :
• Model and flow - the correct flow for expense report submit, review, approval and handling.
• Business rules - will be incorporate to standardize, consolidate and enforce the correct review
and approval and handling is applied for all expenses.
o For sample: if total expense amount is above 1000$, then expense need to be reviewed
and approved by the company CFO, otherwise, the initiator direct manager would be
enough.
• Participants - activities assigned with the correct attendees for the underlying activity task,
based on app data, organizational roles and hierarchy.
o For sample: The company CFO or Initiator Direct Manager.
• SLA’s - Activity will be set with SLA and process will enforce them to make sure expense are
reviewed and approved with int the required time frame.
• Notifications – will be included and pushed the corresponding participants and informants to
update them on task/process events, keep them in the loop and call for actions.
o For sample – when each of the approver will be assigned on a task to review/approve –
a notification will be sent to him with the expense and task details including also a direct
link for review and approve.

DATA PRESEPCTIVE:
• eForm - will be assigned with each activity, which will allow to structure the data and efficiently
submit digitally, from the pc/smart phone/tablet, ensuring accuracy, quality, efficiency and
validity.
• Data Consolidation – app data can be consolidated into a data source, such as AgilePoint Data
Entities, Database, Salesforce and more, to allow further usage and leverage of data driven by
the app
o Note – this will be part of challenge 2 and 3 in this lab series.
• Enrichment and integrations – data can be easily enriched and/or integrated by third party data
sources.
o For sample: Once expense is approved, salary system can be automatically updated for
the refund as part of next salary.

MANAGEMENT PRESPECTIVE:

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• Keeping the people in the loop – process always keep transparent to initiator and involved
parties.
• Ongoing Operations and management – process, activity, tasks and data can be managed at
any given time across the lifecycle of the process to change or adapt with needs and / or issues.
o For sample: tasks can be reassigned, rolled back to be re-worked, skipped etc…
• Reports and KPIs – are available to track on service level, business performance and any other
matrix required.

PROCESS-BASED APP

A process-based app is an application created in AgilePoint NX that is a collection of processes,

forms (eForms or external forms), and other application resources, including: task forms, email
template, access tokens and more...
A process-based application can include one of these:
• One standalone process model.
• One parent process with any number of subprocesses.

Each of the process models, can include any number of activities, of any kind: human activity,
automatic activities, conditions (business rules) or extenders.

EFORMS

AgilePoint eForms provide a very powerful forms option to create custom forms for the cloud or on
premise that support modern smart devices and browsers. The Application Builder eForm Builder,
allows the designer to create a unique form for each task, referred to as Task Form, within a custom
Process Based Application. The custom eForms are designed, validated, published and versioned
from the Application Builder. The custom application is based on the Expense Report Request
process described below.

Forms can also be created aside of a Process Based Application as part of a Form Based Application –
 which enables the creatin of either Widget/Standalone Forms or CRUD/Data Driven Forms. this will
be addressed on lab 3 of the Spendings inc lab series.

EXPENSE REPORT – HIGH LEVEL PROCESS DESIGN

The following context diagram illustrates the high-level requirements for the first iterative delivery
of the Expense Report Request application.

There are 4 different actors in this story:

1. Requestor/Initiator
2. Initiator Manager
3. CFO that will approve if the amount is > 100$
4. Finance/Salary Department
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If request is not approved due to lack of information/unapproved expenses etc, the request form
will be routed back to the requestor.


we’ll use the term Initiator here onward, instead of the Requestor, as initiator if the formal and
professional term.

For the complete analysis and design of the Expense Report App, see Expense Report Design &
Analysis

PART 2 – PRACTICE AND BUILD

CREATE A NEW PROCESS BASED APPLICATION

To create a new Form application, complete the following steps:

1. Login to the AgilePoint Portal

2. Click the icon on the portal menu
3. Process Designer Steps:

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Login to your AgilePoint Portal.

In general, use AgilePoint ID to
authenticate, unless used external Auth
Provider, like Salesforce/Office 365/Azure
1.1
Active Directory, in which can choose the
proper authentication provider and
authenticate using your Salesforce/Office
365/Azure Active Directory account.
Once logged in, from the Action Bar on the
1.2
top, click on the App Builder

On the App Builder page click on the Add

1.3 App button.
Alternatively, click on the New button.

Select Process-Based App and click the Next

1.4
button


As the focus of this challenge and lab is the process, we’ll be creating and Process Based App through
out this lab. Challed 4 in this lab series, and its associated lab will be focusing on Form Based App .
Provide the following information:
App Name: Expense Report (you can enter
another name for your understanding and
needs).
Choose Category: Finance
Description: Process Based App to handle
1.5 the complete lifecycle of an expense report:
Submit, Review & Approval, Handling.

For the Language field, we’ll keep the

Default language.

And click Next button.

App Name
• Must be unique within a given tenant/environment
• Once App created, App Name provided during creation will be used for both App Internal and
 Display Name. App Internal Name cannot be changed. App Display Name can be changed at
any time.
Category:

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• Allows grouping of closely related applications under a category which can be utilized in App
Builder, Data Entity as well as Work Center to group related apps together.
• Can be changed at any time.
Description:
• Is an optional field, yet it is highly recommend to enter quick and strait forward info for
documentation, future maintenance and governance.
Language:
• AgilePoint is a multi-language platform by design.
• Language set for the App Language, will be inherited by App Resources, such as Email
Templates, eForms etc, to be used as the default language.
• For more info on multi-language support, see following blog post and documentation
• When Language is set to value Default – app will use the Tenant/AgilePoint Server default
language configuration. By default, AgilePoint Server Default language is English – United
States
Provide the following information:
Process Model Name: Expense Report
Approval.
Description: Main Process Model to handle
the complete lifecycle of an expense report:
Submit, Review & Approval, Handling
1.6
Process Trigger By: eForms
Number of Swimlane: 4
Keep the default Horizontal Orientation for
the swimlane.

Click the Next button.

Process Model Name
• As this is a Process Based App, this would be the first and main/parent Process Model of the
app. Additional model can be added when and as needed.
• Must be unique within a given tenant/environment
• Once App created, App Name provided during creation will be used for both App Internal and
Display Name. App Internal Name cannot be changed. App Display Name can be changed at
any time.
Description:
• Is an optional field, yet it is highly recommend to enter quick and strait forward info for

 documentation, future maintenance and governance.

Process Triggers By:
• Specifies what causes the process to start.
• Option selected will mainly affect the Design Time – it will set the process modeler design
Environment with Stencils typically required for such process types.
• In general, this does not impact nor limit the runtime.
Number of Swimlane:
• We provided the value 4 as we have 4 different process roles in this process: Initiator, Initiator
Manager, CFO, Finance. We’ll have lane per process role.
• This can be changes when and as needed from the Process Builder.

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Select Blank as your Data Source

1.7
Click the Next button.

We’re going to leave default App

1.8 Permission.
Click the Next button

App Permission:
• Can be changed and set at any given time.
 • By default, App creator will be set as App Owner, which is the highest level App Permission
• App Initiator and Report Viewers, can be set only after App has been Published

On the “Anything else right now?” we’ll not

be adding any additional resources at this
point.
1.9
Click the Next button.

This configuration step can be used to pre-load/pre-create resources that will be later used in this App,
 and includes: Access Tokens, Document repositories, Style Sheets, Group and Roles, Images and
JavaScript

Sit back and relax - you’re App is now being

set and created for you based on the input
1.10 provided so far.

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Once App creation will be completed, you’ll

be taken to Process Builder to start design
1.11
your main/parent process: Expense Report
Approval.

 SETTING UP THE SWIMLANE

As we set in the App creation, the Swimlane

has 4 horizontal lanes – one for each
process roles.
Double-click on each of the labels and
1.12 rename them, as follow:
Lane1 → Requester
Lane2 → Manager
Lane3 → CFO
Lane4 → Finance

1.13 After renaming the lanes.

 This would be a good time to hit the Save button to Save all changes so far.

ADDING AND CONFIGURING A START TASK

 ADDING AND CONFIGURING THE START TASK

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Select the Start Task from the Activity

2.1
Library

Drag the Start Task on top of the Connector

(line), and while the connector is green
2.2
highlighted as shown on the left, Drop the
Activity.

• Dropping Activity on top of green highlighted connectors – the activity will be connected
 •
between the current two activities connected with this connector.
Dropping an Activity anywhere on the Canvas, will open the Activity Configuration wizard.

The Start Task configuration wizard will

2.3 open up on the eForm Configuration. Click
Add New Form.

On the New Task Form dialog, provide the

following information:
Form Name: Submit Expense Report
Form Description (Optional): Initial form to
2.4
submit an expense reports and its
associated expenses

Click the Next button.

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In the Choose Form Layout, keep the default

(and only at this point) of Blank Form and
Click Finish.

2.5

An empty (blank) form, named Submit

Expense Report, will be created and you’ll
be automatically taken to the Form Builder
to start design your form.
• Whenever creating new or editing existing Task Form from the eForm configuration of a
process activity, you’ll be taken to (“drill-in”) the Form Builder to design the Task Form.
 • Once done with the design of the Task Form, i.e. either Save and Check-In (commit changes) or
Undo Check-Out (revert changes), you’ll be taken back the Process Builder to follow on the
Activity configuration.

 FORM DESIGN STEP

Next Items will walk you through the steps to design an eForm to be used as the Task Form
associated with the Start Task to Submit Expense Report.
The end form will look as follow:

2.6

In the Form Builder the Form Setting

configuration dialog will open.
2.7 Click on the X on the top right of the
Form Settings configuration dialog to
close it.

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We’ll start by setting the column layout of

the form. To do so, click on the Columns
button on the top Action Bar, and then on
the Column Layout dialog, click on the 2 –
2.8 this will change the form column layout to 2
Columns Layout from the default of 3
columns Layout.

Click the OK button

• Columns layout is part of the HTML5 “GRID System”
o The HTML5 Backbone for responsive UI
 o Will provide the main form layout to place and align fields.
o Columns can be anything from single column to 10 (default is 3)
o Columns can be spanned, and column row can be increased

Click the Common Controls on the Toolbox

(should be opened Tool Box by default).
Use the Tool Box scroll bar to scroll down
until the Image control is visible.
2.9
Alternatively, start typing Image in the Tool
Box Search, as you type, the Tool Box list
will filter with controls having name
matching your input in the Tool Box Search.

Drag the Image control into the first column

2.10
on the top left side of the form.

• While dragging the Control over the columns, the column background will turn gray, to

 •
visualize in which column will the control be placed if dropped now (see screen shot above).
Dropping a control anywhere on the Form Columns Layout, will open the Control Configuration
dialog.

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In the Field Settings – Image dialog, provide

the following information:
Label: Logo
Internal Name: imgLogo
2.11

Click on the X on the top right of the dialog

to close the dialog.

• Field Settings changes are immediately applied – no need to OK/Save to apply changes to the
control configuration. When done, simply click on the X to close the Field Setting configuration
dialog.
 • By default, Internal Name will be the same as Label, but with no spaces and/or special
characters.
• For naming convention best practices, we’ll recommend to add a prefix to the Internal Name to
indicate its field/data type. See Naming Conventions for suggested naming conventions.

Mouse over the Image control and from its

2.12
context action bar, click the Image Picker.

On the Image Picker dialog, Click the Public

URL, to choose this option and provide the
following URL:
2.13
https://documentation.agilepoint.com/supp
ortportal/DOCS/ProductDocumentation/Ho
stedDocs/Resources/Images/vacso.png

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Place the cursor or mouse pointer on the

right edge of the Header Image, and when
2.14 cursor changes to left arrowhead, drag to
the right so that the Header Image spans
both columns.

After spanning the image on both columns,

2.15 form should now look as seen with the
screenshot on the left.
Next, we’ll add a Text control for the
Initiator Full Name.
To do so, from the Tool Box, drag the Text
2.16
Box control onto the form column layout
and drop it on top of the left column of the
second row, right below the Image logo.
On the Filed Settings – Text Box, on the
General Tab, provide the following info:
Label: Full Name
Internal Name: sFullName

To automatically set a default value for the

Full Name to be the Initiator (Form filler)
Full name, click on the App Data on the
2.17
right to Open the Data Draw, and when
opened, click on the System Data category
and scroll down till the User Full Name will
be visible.
Alternatively, start type User Full Name in
the System Data Search to filter.
Drag the User Full Name and drop it into
the Default Value

As this filed should automatically be set with

the value of the current Initiator Full Name,
and not be filled or changed by the end
user, we’ll set this field to be Read Only.

To do so, click on the Behavior tab, click on

the Enabled to uncheck the it and make the
2.18
disable the control (controls are enabled by
default), and click the Read Only to make it
Read Only.

When done, click on the X on top right of

the Field Settings – Text Box to close the
dialog.

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• The different Field Settings configuration dialog is highly identical within the General,
Appearance, Behavior and Advanced tabs, with no – very little difference between the
different fields settings in this tabs.
• The main difference is within the Configure tab, which will hold most of the specific functional
 control configuration.
• As such, most of the configuration will apply for most controls, will be within the General tab,
to provide the control General information such as Label and Internal Name, and in the
Configuration tab to provide the specific control functional configuration and when needed
we’ll also use the Behavior tab to make Control Read Only/Disabled etc.
Follow and 4 steps above, 2.16 - 2.18, to add the additional controls for Submit Date, Title and Business
Justifications with the following charecteristics, and lay them out of the form columns layout, left-to-
right, to evetually get to the following layout:

Following are the fields characteristics to be added:

• Provide the information as described in the configuration below and leave all other in its
default settings.
2.19
• Once done configuring the Field Settings as described in the below configuration below, click
on the X at the top right of the Field Settings configuration to close the dialog, and repeat the
instruction to add and configure the following control.
In Tool Box Control Type Configurations
Common Date General Tab:
• Label: Date Submitted
• Internal Name: dDateSubmited
• Default Value: Current Date
Behaviour Tab:
• Enbaled: Uncheck (to make it disabled)
Common Text Box General Tab:
• Label: Title
• Internal Name: sTitle
Configuration Tab:
• Required: Check (to make mandatory)
Advanced Sequence Number General Tab:
• Label: Request ID
• Internal Name: sRequestID
Configuration Tab:
• Prefix: ER_ (ER ➔ Expense Report)

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Common Text Area General Tab:

• Label: Business Justification
• Internal Name: sBusinessJustification
Configuration Tab:
• Required: Check (to make mandatory)
Span the Text Area on 2 columns:
• Move your cursor to the right edge
of the column containing the Text
Area
2.20
• Once the cursor changes to left
arrowhead, drag to the right so
that the Text Area spans both
columns.
After spanning on both columns, Business
Justification control ending (right border)
2.21
does not align with Request ID control
above it, which is visually uncomfortable.

To right align endings of both Business

Justification and Request ID controls, hover
2.22 on the Business Justification control, and
from the Action Bar showing on top of it,
click on the Adjust Width option.

Move your cursor on top of the right Field

Border (Blue) and Drag it to align with to
right align with the ending of the Request ID
on the top. When they are aligned and you
are satisfied, drop/release the cursor.
Optionally, but recommended, repeat this
2.23 to adjust the Label (purple) to right align its
ending as well.

When done, click again on the Adjust Width

from the Action Bar on top of the Business
Justification, to apply the new width and
exit the Adjust Width mode.
At this point, we’ve added all expense report information fields, and our form should look like the
2.24
below:

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Well done! Awesome work so far 🤓

 This would be a good time to hit the Save button to Save all changes so far.

 SETTING UP SUBFORM FOR THE EXPENSE ITEMS

We now need to add the controls to for the expense items, those will include: Expesne Date, Expense
2.25 Type, Amount and Description. For this, will be using a special and powefull control – the Subform
control.

Search/Scroll the Common Tool Box, till the

Subform control is visible, and once visible,
2.26
drag the Subform and drop it on the bottom
left column on you Form Column Layout.

In the Field Settings – Subform, provide the

following information:
• Label: Expense Items
• Internal Name: sfExpenseItems

Optionally, but recommended, click the

2.27
Configure tab and review the available
configuration options. For now, we’ll be
keeping all defaults.

Click on the X at the top right of the Field

Settings configuration to close the dialog.
Span the Subform on 2 columns:
• Move your cursor to the right edge
of the column containing the
Subform.
2.28
• Once the cursor changes to left
arrowhead, drag to the right so
that the Subform spans both
columns.

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To design the Subform and add fields,

mouse over the Subform control and from
2.29
its context action bar, click the Design
Subform.

The Subform design will open, showing a

new column layout with 2 columns by
default.
2.30
Click on the + icon on the Columns and add
additional 2 columns, so that in total we’ll
have 4 columns for the Subform.
Darg&Drop and configure the fields onto the Subform Columns Layout, to evetually get to the following
layout:

Following are the fields characteristics to be added:

• Provide the information as described in the configuration below and leave all other in its
default settings.
• Once done configuring the Field Settings as described in the below configuration below, click
on the X at the top right of the Field Settings configuration to close the dialog, and repeat the
instruction to add and configure the following control.
In Tool Box Control Type Configurations
2.31 Common Date General Tab:
• Label: Expense Date
• Internal Name: dExpenseDate
• Default Value: Current Date
Configuration Tab:
• Required: Checked (to make mandatory)
Common Drop Down List General Tab:
• Label: Expense Type
• Internal Name: sExpenseType
Configuration Tab:
• Required: Checked (to make mandatory)
• List Type: Inline (default)
• List Options: add the following inline list
options:
Name Value
Please Select
Meals Meals
Transportation Transportation
Home Office Home Office

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Accommodations Accommodations
Mobile Mobile
Insurance Insurance
Common Currency General Tab:
• Label: Amount
• Internal Name: fAmmount
Configuration Tab:
• Required: Checked (to make mandatory)
Common Text Box General Tab:
• Label: Description
• Internal Name: sDescription

Once done adding, laying out and configuring the field on the Subform as described above, click on the
X at the top right of the Subform Columns Layout, to close the Subform Fields Edit Layout and return
to the main Form.
SubForms are great usage for the following:
• Create a different fields layout than the original form layout, i.e.: while the main form 3
columns, using Subform we can create row with 7 columns/controls.
• To create a repeatable behavior – i.e. like many expense items
 • To group collection of controls together in order to apply rules and behavior as a whole instead
of individually, i.e. make all hidden
• To create a custom control to be more easily reused, i.e. create a phone number control which
is a combination of 3 controls together: county code, city/carrier code and phone number.

 This would be a good time to hit the Save button to Save all changes so far.

 SETTING FORMULA TO CALCULATE TOTAL AMMOUNT

Search/scroll on the Advanced Tool Box for
the Formula control, and drag it into the
2.32
bottom right column, under Expense Items
Subform

On the Field Settings – Formula, provide the

following info:
• Label: Total Amount
2.33 • Internal Name: fTotalAmmount

Click on the X at the top right of the Field

Settings configuration to close the dialog.

Mouse over the Formula control and from

2.34 its context Action Bar, click the Formula
icon.

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1. Select Sum for Functions in the

lower right corner
2. Click the Insert button
3. Highlight ${numberArray:[*]} with
your mouse pointer and delete it
4. Select Expense Amount from
Fields/Tokens combo box
2.35 a. Highlight this in :[this]
with your mouse pointer
and change it to *, to get
:[*]
5. Click Validate and close the
Formula is valid message by
The resulting fomula should be:
clicking on the (X) icon
sum(${sfExpenseItems/fAmount:[*]})
6. Click OK

Search/scroll on the Advanced Tool Box for

2.36 the Comments control, and drag it into the
bottom left column.

On the Fields Settings – Comments, provide

the following:
• Label: Comments
• Internal Name: cmComments

We’re going to keep all other comments

2.37 fields default, but we’d recommend you to
click on the Configure tab, to explore and
learn on the comments configuration
options.

Click on the X at the top right of the Field

Settings configuration to close the dialog.

Span the Comments on 2 columns:

• Move your cursor to the right edge
of the column containing the
Comments
2.38
• Once the cursor changes to left
arrowhead, drag to the right so
that the Comments spans both
columns.
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To right align endings of both Comments

and Total Amount controls, hover on the
2.39 Comments control, and from the Action Bar
showing on top of it, click on the Adjust
Width option.

Move your cursor on top of the right Field

Border (Blue) and Drag it to right align with
the ending of the Total Amount on the top.
When they are aligned and you are satisfied,
drop/release the cursor.
Optionally, but recommended, repeat this
2.40 to adjust the Label (purple) to right align its
ending as well.

When done, click again on the Adjust Width

from the Action Bar on top of the
Comments control to apply the new width
and exit the Adjust Width mode.

 PREVIEW THE FORM, SAVE AND CHECKIN

Great job and awesome work 🤓, you’ve just

completed the Submit Expense Report
form.

As eForm id a native HTML5, its completely

runtime interpreted, meaning, you run a
preview of your form anytime, right form
2.41 the Form Builder, which will show you how
would your form look during runtime.
To run a preview, on the top Action Bar,
click on the Preview menu and then click on
the PC Browser, which will show you how
the eForm would look on a desktop or
laptop

While running the preview, you can manipulate the form fields to see how they handle the values,
2.42
logic, and how the form behaves:

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Play around and test you form.

Apply any changes if required, and run Preview again to see you new changes
• Keep in mind eForm is UI responsive - you can run the preview for other form factors, such as
smartphones and tablets, to see how the form will look on such device. columns, using Subform

 we can create row with 7 columns/controls.

• System tokens, such as ${UserFullName}, Sequence Number fields etc’, will not work during the
preview, as they need to actual App runtime scope. Fields, rules, validation and logic relying on
such tokens and/or fields, would need to be tested as part of App testing.
When satisfied with your newly created
form, from the top Action Bar, click the
Save menu and then the Save and Check In.
This will commit your changes and check in
2.43 the Task Form resource, and you’ll be taken
back to the Process Builder, right into the
Start Task Activity eForm Configuration,
were we left from to the Form Builder to
design our form.

Once back on the Start Task Activity eForm

Configuration on at the Process Builder,
2.44
click on the Next button to follow up with
the Start Task configuration.

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On the General Configuration, provide the

following info:
Display Name: Submit Expense Report
Time To Complete: 2 (Click on the X to
2.45 remover the default of 1 and then enter 2)

Keep other configuration on their default.

Click the Next button.

 For more information on Time To Complete, Reminders and Timer, see the referenc doc - Human
Activity Time Span, Reminders and Escalations.

On the Participant screen, we’re going to

keep all defaults.
2.46
Click the Finish button to complete the
configuration of the Start Task.

• Note that ${ProcessInitiator} is set by default as the Participant for Start Task – this is part of

 •
the Start Task definition, unique characteristics and default configuration.
Yet, this configuration, as any of the other Start Task configuration is open for any changes
needed according to your specific needs and use case.

Your Process Model should now look as the

2.47
screen shot on the left.

 This would be a good time to hit the Save button to Save all changes so far.

ADDING AND CONFIGURING A CONDITION (BUESINESS RULE)

We’ll now add a Condition Activity to check the Expense Report Total Amount:

• If higher then 1000$, then we’ll route the Expense Report for review and approval by the CFO
• Otherwise, if lower or equal to 1000$, will route the Expense Report to Initiator Direct Manager for
review and approval.

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To add the Condition activity to your

process, do the following:
1. On the Activity Library, click on the
Common library, to show its
Activities.
2. Drag the Condition activity into the
3.1 process model after the Start Task
3. While the Outgoing connector of
the Start Task is Green highlighted,
drop the Condition activity.

The Condition configuration wizard will

open.
On the Condition screen, provide the
following info:
1. Display Name: Check Total Amount
2. Description (optional): Check the
Expense Report Total amount
3. 1. IF: > 1000
3.2 4. 2. (ELSE): <= 1000
5. Lastly, click on pencil icon, on
the right of the “1. IF > 1000”, to
open the Condition Builder and set
the configuration for the > 1000
rule.

On the Condition Builder screen:

1. Click on the App Data to open the
Data Draw
2. Click the Form Data category
3. In the Form Data search/scroll
down for the fTotalAmount field
and drag&drop it into the variable
field on the left
4. Click on the Operator dropdown,
from the list opened, expand the
Number, and from the options
3.3 under choose the > (greater than)
5. On the Value field on the right to
the Operator dropdown, and enter
1000 (representing 1000$
threshold, which requires the CFO
approval)

Review your condition and the options on

the Condition Builder and when done click
on the  (#6) icon (back), on the top left of
the screen to go back to the Condition
Wizard.
•
 Note that the Condition Builder has a + icon, which will allow you to add more fields to create
a complex IF statement, i.e. fTotalAmount > 1000 And sTitle contains Manager.
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• See more info and details on the Condition Activity documentation page at
https://documentation.agilepoint.com/00/appbuilder/cloudenvShapeCondition.html

Once back into the Condition wizard, click

3.4 the Finish button to complete the Condition
configuration.

Back on the Condition configuration wizard, review the options available for the Condition
 configuration, such as the “+ Add New Rule”, “ELSE Connector Shows On”, “Incoming Sequence Shows
On”,  → (route to the left / right (default)) etc and play with them to explore this options.
Important facts on Condition Activity -a process Business Rule
• Rules order are important - first rule should be the less likelihood and as you go down, rules
should be more likely to apply
o Each rule will create an outgoing port which you can route and connect to the
required activities to handle on this business case.
o You can control the outgoing direction of each rule and move it from the default "to
the right exit" into "to the left exit". This is important for process readability - so
lines/connectors will not do a "U turn" and will cross each other.
 • Rules IF statements can be simple or complex including logical AND/OR and
canonical/cascading rules
• There is always an ELSE. Can be used in one of two ways:
o The most common (i.e default) scenario
o Exception - create a rule for each of the option, and if none of them and condition got
to the ELSE, then we have an expected - an unexpected value/condition/combination...
• You can control the activity direction for the incoming and for the ELSE outgoing - again this is
important for process readability - so lines/connectors will not do a "U turn" and will cross each
other.
By default, the ELSE connector will be red
color, which is OK when else represent
Exception/Rejection/etc. In our use case,
the ELSE is used for the common scenario, in
which total amount is lower or equal to
1000$, which requires only the initiator
manager to review and approve, so we’d
like to change the color the default black. To
3.5 do so:
1. Click on the Properties option on
the top Action Bar, and then Agile
Properties – the Properties
window will open on the right.
2. Click the red connector (<= 1000),
to focus it – once focused, the
Properties windows will show its
properties.
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3. On the Properties windows, click

on the red color on the right of the
Background Color property – the
colors pallet will open
4. From the color pallet, choose the
black color, the <= 1000 connector
will now change its color
accordingly.

Your process model should now look as the

3.6
screen shot on the left.

 This would be a good time to hit the Save button to Save all changes so far.

ADDING AND CONFIGURING DIRECT MANAGER APPROVAL

We’ll now add the task for the Direct Manager approval to which we’ll route the Expense Report for review and
approval when total amount is lower or equal to 1000$.

To do so, we’ll now:

1. Add a new Standard Task for the Expense Report Manager Approval
2. Create a new Task Form, based on the existing Expense Report.
a. Well make all existing fields Read-Only using the Bulk Edit feature
b. We’ll add a new section for the Expense Report Approval
c. We’ll add the required fields for the Expense Report Approval on the new section.
d. Add rules to apply approval logic.
3. We’ll configure the Direct Manager Approval Activity and set participant of the Standard for the initiator
manager.

 1. ADD NEW STANDARD TASK

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From the eForm Activity Library, drag the

Standard Task and drop it in the Direct
Manager lane under the Condition exit
4.1 connector of “<= 1000”

Once dropped, the Standard Task

configuration wizard will open.

2. ADD A NEW TASK FORM BASED ON EXISTING SUBMIT EXPENSE REPORT TASK
 FORM

On the eForm Configuration, click on the

4.2
“Add New Form”

On the New Task Form provide the following

info:
Form Name: Expense Report Approval
Form Description (Optional): Task form to
allow Direct Manager/CFO to review the
4.3
expense report and provide its decision
whether expense report is approved or
rejected.

Click the Next button.

On the Choose Form Layout, click on the

4.4
Existing Form, click the Next button.

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On the Select Existing Form, choose the

Submit Expense Report (the only form we
currently have), and click the Finish button.
4.5
The Expense Report Approval task form will
now be created and will be opened with the
Form Builder to design.

• When creating a Task Form based on an exiting Form Layout, new Task Form will use existing
Task Form as its initial layout, including, fields, layouts, rules, JavaScript, CSS and all form
definition and design, i.e. a copy of the exiting Task Form will be created.
• Changes applied to form layout, such as deleting controls, adding controls, changing controls
 positions, local JavaScript, local CSS etc – will be applied on this form and will not reflect
originating form.
• Changes made for controls setting, will be local to the form, unless promoted to library, in
which case they will be automatically populated to all forms using this controls settings library
version.

 2.A BULK EDIT EXISTING FIELDS TO MAKE READ-ONLY

New Task Form, Expense Report Approval, now opened in the Form Builder, and include exact same
layout, controls and configuration as Submit Expense Report.

4.6

Yet, in this Expense Report Approval Task Form, the approver should be able to see all submitted
Expense Report info, in a read-only mode, but should not be able to change any of the Expense Report
summitted data, while on the other hand, it should provide the approver its own controls to provide its
input decision whether to approve or reject this Expense Report.
So we’ll first make all originating Submit Expense Report controls to be read-only and then we’ll be
adding a section and additional controls for the decision input.

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In order to quickly change current controls

to be read-only and/or disabled, from the
top Action Bar click on the Clipboard menu
4.7
and then on the Bulk Edit.

The Bulk Edit page will show and will

include all current existing fields with their
main properties configuration.

To make all fields Disabled, first click the

Enabled check-box on the header – this will
make all fields Enabled (checked), and now
click the Enabled check-box on the header
once again to un-check it – this will now
make all fields Disabled (unchecked).
Similarly, to make all fields Read-Only, click
4.8
on the Read-Only check box on the header -
this will make all fields having the Read-
Only property, be Read-Only (checked).
Finally, repeat this for the Mandatory check
box on the Header, click once to make all
Mandatory, and then again to remove the
mandatory from all fields.

Click on the X at the top right of the Bulk

Edit page to close and return to Form
Builder form design page.
Why have we removed the Mandatory configuration from the existing fields?
1. They are mandatory In the Submit Expense Report Task Form, and by the time we get to this

 use this Task Form by Approvers, this fields should contain their data, other-wise, the Submit
Expense report will not pass validation and will fail to submit.
2. Field are read-only, so even if missing values, user cannot enter value to fix issue
o This can be address by applying special rules to enable them in case of missing values

 2.B ADD A NEW SECTION FOR THE EXPESNE REPORT APPROVAL

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4.9 On the Top Action Bar, click on the Sections

On the Form Section Settings, do the

following:
1. Under “List Of Section” – changed
the default value of Section 1, for
the existing section, Expense
Report Info
2. Under the Add New Section, enter
4.10
the value Expense Report Approval
3. Click on the Add button, to add as a
new section.
4. Finally, click on the OK button, to
apply section changes and go back
to Form builder main design page

It is recommended to explore and try the additional settings available for the sections, under the
 Settings, Layout and Appearance tabs in the Form Sections Settings, to learn on the additional
configuration and visual options available with Form Sections, and tune it for your preference.

The two sections, Expense Report Info and

Expense Report Approval are now added to
your form.
4.11
Click on the Expense Report Approval
section, to add the required Expense Report
Approval fields to it and design it.

 This would be a good time to hit the Save button to Save all changes so far.
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2.C ADD THE REQUIRED FIELDS FOR THE EXPENSE REPORT APPROVAL ON THE
 NEW SECTION
We’ll now add the required controls to the new Expense Report Approval section to allow the approver
to provide its. Input to the Expense Report Approval process as part of its Expense Report Approval
task.

Once a Section has been added, adding, configuring and designing controls on a section is just like we
did so far on the main from colum layout, which is section by itself (default name Section 1).

Darg&Drop and configure the fields onto the Subform Columns Layout, to evetually get to the following
layout:

Following are the fields characteristics to be added:

• Provide the information as described in the configuration below and leave all other in its
4.12 default settings.
• Once done configuring the Field Settings as described in the below configuration below, click
on the X at the top right of the Field Settings configuration to close the dialog, and repeat the
instruction to add and configure the following control.
In Tool Box Control Type Configurations
Common Date General Tab:
• Label: Date
• Internal Name: dApproveDate
• Default Value: Current Date
Behavior Tab:
• Enabled: Unchecked (to make disabled)
Advanced UserList General Tab:
• Label: Name
• Internal Name: sApprover
Configuration Tab:
• Select People Source: Registered Users
(default)
• Map Properties for Name and Value:
o Name: Full Name
o Value: Full Name
Behavior Tab:
• Enabled: Unchecked (to make disabled)
Common DropDown List General Tab:
• Label: Decision
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• Internal Name: sDecision

Configuration Tab:
• Required: Checked (to make mandatory)
• List Type: Inline List
• List Options:
Name Value
Please Select
Approved Approved
Reject Reject
• From the list options provided, set Please Select
to be used as default by checking its Default
Checkbox right to its Value field.
Common Text Box General Tab:
• Label: Description
• Internal Name: sDescription
We’d also like to have a comments fields for
the Approver.
To move the comments fields from the
Expense Report Info tabs to the Expense
Report Approval tab, do the following:
1. Click on the Expense Report Info
Section, to open its design
4.13 2. Drag the Comments field and drop
it on the Expense Report Approval
Section
The comments field is will now be added to
the bottom left column on your Expense
Report Info Section.
Click on the Expense Report Info Section to
open its design.
Span the Comments on 2 columns:
• Move your cursor to the right edge
of the column containing the
Comments
4.14
• Once the cursor changes to left
arrowhead, drag to the right so
that the Comments spans both
columns.

 This time there is no need to align the width of the Comments fields to end with the same endings on
top/below of it, as we already adjusted the control width previously.

 This would be a good time to hit the Save button to Save all changes so far.

 2.D ADD RULES TO APPLY APPROVAL LOGIC

 FORM LEVEL RULES

We’ll start by adding form level rules, for the event of Form Load, to set Approver and Date Field to
4.15
current user and current date respectivly.

 This needs to be set as under the Form Load Event, and not just as default value for the control:
• Approver task may execute more than once (i.e. in case of a Rejected decision).

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• As we need each time the approver to open the task form for approval, fields will be set with
the current approver opening the form and current date, we’ll use the Form Load event to do
so.
• Default value will only apply for the first time field is being used and has no value.
Additionally, specifically for the UserList control used for the Approver, has no option to set its
default value, and has to be set using the Form Load Event

On the top Action Bar, click on the Rules

action and then on the Rule Builder.
4.16

The rule builder design will open.

On the Rule Builder page, do the following:

1. On the Actions, on the left bottom, scroll down for the Set Field Value action, and drag and
drop it under the Then section.
2. Click on the Field drop down and choose the Approver field (the UserList field used for the
Approver).
3. Click on the App Data on the the right, to open the Data Draw.
4. Expand the System Data category and search/scroll for the User FullName (${UserFullName})
and drag and drop It into the value field for Set Field Value action

Repeat items 1-4 to Set Field Value for the Date field with the value of CurrentDate (${CurrentDate})
Repeat items 1-2 to Set Field Value for the Decision field to the value of “Please Select” (available from
the drop down list for the value field) – this would be use to reset the current Decision incase this
previous Rejected decision.

4.17

When done, click on the OK button, to apply Form Load event rule configuration and go back the main
Form Builder page.

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• When is optional and can be set if we’d like to take the action only when specific conditions are
met as part of the event.
•
 For our current rules logic, we’d want to apply the action at each form load, regardless of other
conditions, so not When expression will be set.
• The following Control Level rule will be using When expression, as part of the logic of this form
and for the practice of this lab.
• Note that the Rule Builder is opened for the Form Load event by default.
 • To set rules for other events, open the From Event dropdown list and select the desired form
level event, to set the required form logic (When and Action)

 CONTROL LEVEL RULES

We’d now like to add another rule to our Task Form, this time this as follow:
When: Decision is equal to Reject;
4.18
Then: Make Comments field mandatory level.
To do so, follow on the steps below to add Control level Rule:

Hover on the Decision control, and from

control Action Bar, click on the Rules icon.
4.19
The Rule Builder will open.

On the Rule Builder, do the following:

1. From the Fields on the top left, drag the Decision filed and drop it under the When section.
2. Click on the operator drop down list and set it to “Is equal to”
3. Click on the drop down for the Value field of the Decision expression, and set it to be Reject
4. From the Actions on the bottom left scroll down and drag the Set as Mandatory under the
Then section.
5. On the Set as Mandatory expression, click on the fields drop down list and choose the
Comments fields.

4.20

When done, click on the OK button, to apply Control Rule configuration and go back the main Form
Builder page.
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 PREVIEW THE FORM, SAVE AND CHECKIN

Once again, great job and awesome work 🤓,
you’ve just completed the Expense Report
Approval form.

As eForm id a native HTML5, its completely

runtime interpreted, meaning, you run a
preview of your form anytime, right form
4.21 the Form Builder, which will show you how
would your form look during runtime.
To run a preview, on the top Action Bar,
click on the Preview menu and then click on
the PC Browser, which will show you how
the eForm would look on a desktop or
laptop

While running the preview, move to the Expense Report Approval section and manipulate the form
fields to see how they handle the values, logic, and how the form behaves.
For instance:
• Change the Decision value to Rejected and note how the Comments field become mandatory.
• Change again to another value, and note how Comments field removes its Mandatory

4.22

Play around and test you form.

Apply any changes if required and run Preview again to see your new changes.
• Note that in the preview the Approver and Date are empty and not set with values, although
we have set a Form Level Rule to set them with values on the Form Load Event.
• The reason is that we used values from the System Data – those are scoped into application

 runtime and will only be available on with the application runtime instance, while currently,
we’re just previewing.
• System tokens, such as ${UserFullName}, Sequence Number fields etc’, will not work during the
preview, as they need to actual App runtime scope. Fields, rules, validation and logic relying on
such tokens and/or fields, would need to be tested as part of App testing.

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When satisfied with your newly created

form, from the top Action Bar, click the
Save menu and then the Save and Check In.
This will commit your changes and check in
4.23 the Task Form resource, and you’ll be taken
back to the Process Builder, right into the
Start Task Activity eForm Configuration,
were we left from to the Form Builder to
design our form.

 CONFIGURE THE DIRECT MANAGER APPROVAL ACTIVITY

Once back on the Standard Task Activity

eForm Configuration on at the Process
4.24
Builder, click on the Next button to follow
up with the Start Task configuration.

On the General Configuration, provide the

following info:
Display Name: Direct Manager Approval
Time To Complete: 2 (Click on the X to
remover the default of 1 and then enter 2)
4.25 Description (Optional): Provide task
description

Keep other configuration on their default.

Click the Next button.

 For more information on the Time To Complete, see reference doc, Human Activity Time Span,
Reminders and Escalations

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On the Participant page:

1. Click on the App Data to open the
Data Draw.
2. Expand the System Data category,
and scroll\search for the token
Process Initiator, drag and drop in
into the Participants list box
3. Click on the Manager icon, to
4.26
enable the Manger macro – during
runtime this Macro will retrieve the
Manger of the provided
ProcessInitiator and will set it to
the Task Participant.

Click the Finish button to complete the

configuration of the Start Task.
Manager/Group/Role Macro’s:
• When enabling this macro’s, as used the Manger macro above, during runtime this macro will
retrieve the Manager of the provided ProcessInitiator and will set it to the Task Participant
• Respectively, if using Group/Role macro, during runtime, the workflow engine will use the
 provided value as a Group/Role name, will retrieve their members and assign them for the Task
Participants, which my form a Task Pool.
• To learn more on Task Participants anatomy and Task Pool, see reference document Task
Participant anatomy and Task Pool Explained.
• To allow you easily test drive the App, consider uncheck the Manager macro, so Direct
 Manager Approval task will be routed to you (as process initiator).
• Once you finished testing, check the Manager macro again.

Your Process Model should now look as the

screen shot on the left.
Click on the head of the “<= 1000”
4.27
Connector and drag and drop it to on the
Direct Manager Approval Activity to
connect them.

 This would be a good time to hit the Save button to Save all changes so far.

ADDING AND CONFIGURING CFO APPROVAL

We’ll now add the task for the CFO approval to which we’ll route the Expense Report for review and approval
when total amount is higher than 1000$.

To do so, we’ll now:

1. Add a new Standard Task for the Expense Report Manager Approval
2. Set it to use the same Expense Report Approval Task form currently being used by the Direct Manager
Approval
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a. Note: Expense Report Approval Task Form can be used by any of this Activity as their Task Form
as it generally and dynamically configured for review and approval of an Expense Report.
3. We’ll add a timer for the CFO approval:
a. As CFO are highly busy, will add a timer in which if Task will not complete with its designed time
span, it will automatically cancel and will route to the Direct Manager.
b. From the App perspectives, this will allow us to make sure process does not get stuck and keeps
promote to its end to make sure Expense are being reviewed, approved and processed within
and expected time range.
c. From lab perspective, this will allow you to get to know and practice Escalation mechanism can
be applied on Huma Activities to meet SLA’s.

To complete this step:

1.You’ll need to have a AgilePoint Role called “CFO”.

 To create the “CFO” Role, see Set columns layout to design form layout
 Controls anatomy: General, Configuration, Appearance, Behavior and Advanced Tabs
 Adding controls to the form and configuring them.
 Common Controls: Text Box, Text Area, Check Box, Drop Down
 Layout control alignment: span over multiple columns and adjust width.
 Subform: an advanced control to create a repeatable control functionality and additional
advanced usages.
 Rules
▪ control level (on control change event)
▪ form level (form level event)
 Create a Task Form from an Existing Task Form
 Bulk Edit
 Sections
 Moving control between sections
 Email & Notifications:
 Email Activity for process level event notification and Activity/Task notification for Task level
event notification.
 Creating, configuring and using email template.
 Use the Email Activity to send process level event notifications
 Use the Activity notification to send task level event notification
 Manage:
 Create a Role
 Create a Group
 Run your app
 Work Center My Apps to submit a new Expense Report and initiate an process instance.
 Work Center My Tasks to track and perform tasks.

Well done again – that’s quite a lot to accomplish .

GOING FURTHER, WHAT NEXT?

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50 AgilePoint NX Fundamentals Training - Process Based App - Lab 1 Manual

We strongly encourage you to follow on the next

Spendings inc. challenge and lab series to learn and
practice additional AgilePoint NX Platform capabilities
while expanding and enhancing the Spendings inc
business solution

Additionally, we’ll recommend reviewing again the app created and explore the reference documents and guides.
For your convenience we’ve consolidate few key reference docs, documentation links and video guides:

INCLUDED AS PART OF THIS GUIDE

 Expense Report Analysis and Design

 Task Participant Anatomy
 Task Pool Explained
 Human Activity Time Span, Reminders and Escalations
 Email & Notifications
 Naming Conventions

PROCESS BASED APPS DOCUMENTATIONS AND VIDEO GUIDES

Docs Videos

Process Builder Process Builder Interface

Process Builder Screens Process Builder Procedures

Human Tasks and Forms Basic steps to create a process based application

Process-Based Application Process-Based Application

Properties for Human Activities

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51 AgilePoint NX Fundamentals Training - Process Based App - Lab 1 Manual

Properties for System Activities

E-mail Template screen

Notifications

How Do I Create a Link to a Task?

Going further, follow is refence docs and videos guide for next topics

DATA ENTITY

Docs Videos

Entity Designer Docs Entity Designer Video

New Entity Create Your First Entity Video

Entity Fields Tab

Entity Relationship Tab

Entity Security Tab

Entity Association Tab

PickList Docs

FORM BASED APPS

Docs Videos

Create a Form Based application For Data Entity Data Driven Applications

Create a Form-Based Application with a Salesforce Form-Based Application with Salesforce

Entity

Create a Form-Based Application with a Database Form Based Applications – Custom Database as Data
Table Source

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Create a Form-Based Application With a SharePoint eForms w/ SharePoint Integration

List

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2. Appendix 1 – Create Role

3. For information on creating a Group and adding members, check Role documentations
4. For testing and try-out, we’d recommend that you’ll add your own user, and possibly, your peers, as Role
members.

 ADD CFO APPROVAL ACTIVITY

 As the Direct Manager Approval and CFO Approval are pretty much the same, we’ll use the Copy/Paste
option, as one additional Process Builder Edit option to know and practice.

Click on the Configure/Wheel icon, on the

top right of the Direct Manager Approval,
5.1
and from the context menu opened, click on
the Copy option

From the top Action Bar, click on the Edit

5.2 action and from the context menu click on
the Paste option.

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The Activity will be pate on the canvas, next

and ¾ on top of the copied Activity.

Drag and move it into the CFO lane, and

then open the activity configuration, either
5.3
by double clicking it or by clicking on the
Configure/Wheel icon, on the top right of
the copied Direct Manager Approval, and
from the context menu opened, click on the
Configure Activity option.

 CONFIGURE CFO APPROVAL ACTIVITY

On the eForm Configuration page, the

Expense Report Approval Task Form is
already selected, as copied from the Direct
5.4
Manager Approval, and as we need.

Click on the Next.

On the General page configuration, provide

the following:
• Display Name: CFO Approval
5.5
Keep other settings as copied or change to
your preference.

Click the Next button.

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On the participant configuration, do the

following:
1. Click on the X next to the current
value of the ProcessInitiator copied
from the Direct Manager Approval
Activity, to remove it.
5.6 2. Make sure Roles is selected on the
drop down list and (default) and
from the ROLES list drag the CFO
role to the Participants list box.

Click the Finish button, to apply Activity

configuration.
• Note that when dragging the Role as the participant, the Role Macro is automatically checked.
• This is since this is an explicit known system managed role.
•
 Same will apply incase dragging a group name from Groups, Group macro will automatically be
enabled.
• For more information on the Group and Role Macro, see reference doc, Task Participant
Anatomy
 If you did not followed on the pre-req for this section to create the CFO Role, follow it
now – see Set columns layout to design form layout
 Controls anatomy: General, Configuration, Appearance, Behavior and Advanced Tabs
 Adding controls to the form and configuring them.
 Common Controls: Text Box, Text Area, Check Box, Drop Down
 Layout control alignment: span over multiple columns and adjust width.
 Subform: an advanced control to create a repeatable control functionality and
additional advanced usages.
 Rules
▪ control level (on control change event)
▪ form level (form level event)
 Create a Task Form from an Existing Task Form
 Bulk Edit
 Sections
 Moving control between sections
  Email & Notifications:
 Email Activity for process level event notification and Activity/Task notification for
Task level event notification.
 Creating, configuring and using email template.
 Use the Email Activity to send process level event notifications
 Use the Activity notification to send task level event notification
 Manage:
 Create a Role
 Create a Group
 Run your app
 Work Center My Apps to submit a new Expense Report and initiate an process
instance.
 Work Center My Tasks to track and perform tasks.

Well done again – that’s quite a lot to accomplish .

GOING FURTHER, WHAT NEXT?
Document Information: Last Modified: 49:23 11/11/2020 Version: 1 Revision: 007
AgilePoint, Inc. Confidential © 2020, AgilePoint, Inc. 10/09/2020
56 AgilePoint NX Fundamentals Training - Process Based App - Lab 1 Manual

We strongly encourage you to follow on the next

Spendings inc. challenge and lab series to learn and
practice additional AgilePoint NX Platform capabilities
while expanding and enhancing the Spendings inc
business solution

Additionally, we’ll recommend reviewing again the app created and explore the reference documents
and guides. For your convenience we’ve consolidate few key reference docs, documentation links and
video guides:

INCLUDED AS PART OF THIS GUIDE

 Expense Report Analysis and Design
 Task Participant Anatomy
 Task Pool Explained
 Human Activity Time Span, Reminders and Escalations
 Email & Notifications
 Naming Conventions

PROCESS BASED APPS DOCUMENTATIONS AND VIDEO GUIDES

Docs Videos

Process Builder Process Builder Interface

Process Builder Screens Process Builder Procedures

Human Tasks and Forms Basic steps to create a process based application

Process-Based Application Process-Based Application

Properties for Human Activities

Properties for System Activities

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57 AgilePoint NX Fundamentals Training - Process Based App - Lab 1 Manual

E-mail Template screen

Notifications

How Do I Create a Link to a Task?

Going further, follow is refence docs and videos guide for next topics

DATA ENTITY

Docs Videos

Entity Designer Docs Entity Designer Video

New Entity Create Your First Entity Video

Entity Fields Tab

Entity Relationship Tab

Entity Security Tab

Entity Association Tab

PickList Docs

FORM BASED APPS

Docs Videos

Create a Form Based application For Data Entity Data Driven Applications

Create a Form-Based Application with a Form-Based Application with Salesforce

Salesforce Entity

Create a Form-Based Application with a Form Based Applications – Custom Database as

Database Table Data Source

Create a Form-Based Application With a eForms w/ SharePoint Integration

SharePoint List

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58 AgilePoint NX Fundamentals Training - Process Based App - Lab 1 Manual

• Appendix 1 – Create Role.

• For more information on creating roles, see documentation
• If you do not have permission to do so, use on of the existing roles for now, and once Role will
be created for you, open the activity and change participant to use the created role.

 ADD CFO APPROVAL TIMER

Click on the Configure/Wheel icon, on the

top right of the CFO Approval, and from the
5.7 context menu opened, click on the Add
Timer option.

Timer has been now added to the Activity,

5.8
as another dashed red outgoing output

Add a Connector:
1. Open the Common Activity Library.
5.9 2. Drag a Connector and drop it next
to the timer output.

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To connect the Timer output connector:

Drag the Begin of the connector to the
Timer exit on the Activity and drop to
connect.
5.10
Drag the End of the connector to the Direct
Manager Approval Activity and drop to
connect them.

Your process should now look like the

5.11
screen shot on the left.

Optionally, you can move to connector to

5.12 the right side, to make it clear it goes from
the Time Exit route.

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Optionally, you can change the color of the

Timer Exit route to Orange (or another to
your preference), to visualize it as different
from the normal flow route. To do so:
1. Click on the Properties option on
the top Action Bar, and then Agile
Properties – the Properties
window will open on the right.
2. Click Timer Exit connector, to focus
5.13 it – once focused, the Properties
windows will show its properties.
3. On the Properties windows, click
on the black color on the right of
the Background Color property –
the colors pallet will open
4. From the color pallet, choose the
Orange color, Timer Exit connector
will now change its color
accordingly.

Finally, drag the ending of the “> 1000”

5.14 Condition route, and drop it on the CFO
Approval Activity to connect them.

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Your process model should now look as the

5.15
screen shot on the left.

 For more information on Time To Complete, Reminders and Timer, see the referenc doc - Human
Activity Time Span, Reminders and Escalations.

 This would be a good time to hit the Save button to Save all changes so far.

ADDING AND CONFIGURING A CONDITION (BUESINESS RULE) TO CHECK APPROVAL

We’ll now add a Condition Activity to check the Expense Report:

• If higher than “Approved”, then we’ll route the Expense Report Processing for by the finance
• Otherwise, if Rejected, will route the Expense Report to Initiator required changed.

To add the Condition activity to your

process, do the following:
1. On the Activity Library, click on the
Common library, to show its
Activities.
6.1 2. Drag the Condition activity into the
process model after the CFO
Approval.

The Condition configuration wizard will

open up.
On the Condition screen, provide the
following info:
1. Display Name: Check Approval
2. Description (optional): Check the
Expense Report Approval
3. 1. IF: Approved
6.2 4. 2. (ELSE): Rejected
5. Lastly, click on pencil icon, on
the right of the “Approved”, to
open the Condition Builder and set
the configuration for the Approved
rule.

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On the Condition Builder screen:

1. Click on the App Data to open the
Data Draw
2. Click the Form Data category
3. In the Form Data search/scroll
down for the sDecision field and
drag&drop it into the variable field
on the left
4. Click on the Operator dropdown,
from the list opened, expand the
6.3 String, and from the options under
choose the == (equal to)
5. On the Value field on the right to
the Operator dropdown and enter
Approved.

Review your condition and the options on

the Condition Builder and when done click
on the  (#6) icon (back), on the top left of
the screen to go back to the Condition
Wizard.
• Note that the Condition Builder has a + icon, which will allow you to add more fields to create

 •
a complex IF statement, i.e. fTotalAmount > 1000 And sTitle contains Manager.
See more info and details on the Condition Activity documentation page at
https://documentation.agilepoint.com/00/appbuilder/cloudenvShapeCondition.html

Once back into the Condition wizard, click

the ”Else Connector Shows On” and change
6.4 it to Top.
Click Finish button to complete the
Condition configuration.

Back on the Condition configuration wizard, review the options available for the Condition
 configuration, such as the “+ Add New Rule”, “ELSE Connector Shows On”, “Incoming Sequence Shows
On”,  → (route to the left / right (default)) etc and play with them to explore this options.
Important facts on Condition Activity -a process Business Rule
• Rules order are important - first rule should be the less likelihood and as you go down, rules
should be more likely to apply
o Each rule will create an outgoing port which you can route and connect to the

 required activities to handle on this business case.

o You can control the outgoing direction of each rule and move it from the default "to
the right exit" into "to the left exit". This is important for process readability - so
lines/connectors will not do a "U turn" and will cross each other.
• Rules IF statements can be simple or complex including logical AND/OR and
canonical/cascading rules
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• There is always an ELSE. Can be used in one of two ways:

o The most common (i.e. default) scenario
o Exception - create a rule for each of the option, and if none of them and condition got
to the ELSE, then we have an expected - an unexpected value/condition/combination...
• You can control the activity direction for the incoming and for the ELSE outgoing - again this is
important for process readability - so lines/connectors will not do a "U turn" and will cross each
other.

Drag the end of the Reject outgoing

connector to the Submit Expense Report
Activity to connect them.
6.5
Move the connector lines if and as needed
to avoid them going on top/crossing other
Activities.

Move the Check Approval Condition activity,

close the bottom of the CFO lane (to avoid
connector crossing activities).

Connect the CFO Approval activity to the

6.6 Check Approval Condition by dragging the
Edge-Drag/Connector from the CFO
Approval to the and drop it on the Check
Approval Condition to connect them.
Repeat this to connect the Direct Manger
Approval to the Check Approval Condition.

Your process model should now look as the

6.7
screen shot on the left.

 The Edge-Drag/Connector icon will show when the activity is focused.

 This would be a good time to hit the Save button to Save all changes so far.

ADDING AND CONFIGURING EXPENSE REPORT PROCESSING

We’ll now add the task for the Expense Report Processing to which we’ll route the Expense Report to be processed
by the finance team to process for refund.

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To do so, we’ll now:

1. Add a new Standard Task for the Expense Report Processing

2. Create a new Task Form, based on the existing Expense Report Approval.
a. Well make all existing fields Read-Only using the Bulk Edit feature
b. We’ll add a new section for the Expense Report Processing
c. We’ll add the required fields for the Expense Report Processing on the new section.
d. Add rules to processing logic.
3. We’ll configure the Expense Report Processing Activity and set participant for the finance group.
4. Set the Expense Report Processing Activity to be used for Report View

This will be very similar Adding and configuring Direct Manager Approval chapter above.

To complete this step:

5. You’ll need to have a AgilePoint group called Finance Processing.

6. To create the Finance Processing group, see Appendix 2 – Create GROUP
7. For information on creating a Group and adding members, check Groups documentation.
8. For testing and try-out, we’d recommend that you’ll add your own user as group member, and possibly,
your peers, as group members.

 1. ADD NEW STANDARD TASK

From the eForm Activity Library, drag the
Standard Task and drop it in the Finance
lane under the Condition exit connector of
7.1 Approved”

Once dropped, the Standard Task

configuration wizard will open up.
2. ADD A NEW TASK FORM BASED ON EXISTING EXPENSE REPORT APPROVAL
 TASK FORM

On the eForm Configuration, click on the

7.2
“Add New Form”

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On the New Task Form provide the following

info:
Form Name: Expense Report Processing
Form Description (Optional): Task form to
7.3 allow finance group to review the Expense
Report and update on refund being
processed.

Click the Next button.

On the Choose Form Layout, click on the

7.4
Existing Form, click the Next button.

On the Select Existing Form, choose the

Expense Report Approval, and click the
Finish button.
7.5
The Expense Report Processing Task Form
will now be created and will be opened with
the Form Builder to design.

• When creating a Task Form based on an exiting Form Layout, new Task Form will use existing
Task Form as its initial layout, including, fields, layouts, rules, JavaScript, CSS and all form
definition and design, i.e. a copy of the exiting Task Form will be created.
• Changes applied to form layout, such as deleting controls, adding controls, changing controls
 positions, local JavaScript, local CSS etc – will be applied on this form and will not reflect
originating form.
• Changes made for controls setting, will be local to the form, unless promoted to library, in
which case they will be automatically populated to all forms using this controls settings library
version.

 2.A BULK EDIT EXISTING FIELDS TO MAKE READ -ONLY

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New Task Form, Expense Report Process, now opened in the Form Builder, and include exact same
layout, controls and configuration as Expense Report Approval.

7.6

Yet, in this Expense Report Processing Task Form, and like with the Expense Report Approval Task
Form, the participant should be able to see all submitted Expense Report info as well as Expense
Report Approval, in a read-only mode, but should not be able to change any of the Expense Report
Info or Approval data, while on the other hand, it should provide the participant its own controls to
provide its input whether to Expense Report has been processes and reimbursement.
So we’ll first make all originating Submit Expense Approval controls to be read-only and then we’ll be
adding a section and additional controls for the decision input.

In order to quickly change current controls

to be read-only and/or disabled, click on the
Expense Report Approval section and then
7.7 from the top Action Bar click on the
Clipboard menu and then on the Bulk Edit.

 Expense Report Info fields are already all read-only, as configured while creating the Expense Report
Approval Task form.
The Bulk Edit page will show and will
include all current existing fields with their
main properties configuration.

To make all fields Disabled, first click the

7.8
Enabled check-box on the header – this will
make all fields Enabled (checked), and now
click the Enabled check-box on the header
once again to un-check it – this will now
make all fields Disabled (unchecked).

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Similarly, to make all fields Read-Only, click

on the Read-Only check box on the header -
this will make all fields having the Read-
Only property, be Read-Only (checked).
Finally, repeat this for the Mandatory check
box on the Header, click once to make all
Mandatory, and then again to remove the
mandatory from all fields.

Click on the X at the top right of the Bulk

Edit page to close and return to Form
Builder form design page.
Why have we removed the Mandatory configuration from the existing fields?
3. They are mandatory In the Expense Report Approval Task Form, and by the time we get to this

 use this Task Form by finance group, this fields should contain their data, other-wise, the
Expense Report Approval will not pass validation and will fail to submit.
4. Field are read-only, so even if missing values, user cannot enter value to fix issue
o This can be address by applying special rules to enable them in case of missing values

 2.B ADD A NEW SECTION FOR THE EXPESNE REPORT APPROVAL

On the Top Action Bar, click on the

Sections.
7.9
Alternatively, click on the + icon right to the
Expense Report Approval Section.

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On the Form Section Settings, do the

following:
1. Under the Add New Section, enter
the value Expense Report
Processing
7.10 2. Click on the Add button, to add as a
new section.
3. Finally, click on the OK button, to
apply section changes and go back
to Form builder main design page

It is recommended to explore and try the additional settings available for the sections, under the
 Settings, Layout and Appearance tabs in the Form Sections Settings, to learn on the additional
configuration and visual options available with Form Sections and tune it for your preference.

The Expense Report Processing Section has

been added to your Task Form which now
include three sections, Expense Report Info,
Expense Report Approval and Expense
7.11
Report Processing.
Click on the Expense Report Processing
section, to add the required Expense Report
Processing fields to it and design it.

 This would be a good time to hit the Save button to Save all changes so far.
2.C ADD THE REQUIRED FIELDS FOR THE EXPENSE REPORT APPROVAL ON THE
 NEW SECTION
We’ll now add the required controls to the new Expense Report Processing section to allow the finance
handler to provide its Input to the Expense Report process as part of its Expense Report Processing
task.

7.12 Once a Section has been added, adding, configuring and designing controls on a section is just like we
did so far on the main from column layout, which is section by itself (default name Section 1).

Darg&Drop and configure the fields onto the Subform Columns Layout, to evetually get to the following
layout:

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Following are the fields characteristics to be added:

• Provide the information as described in the configuration below and leave all other in its
default settings.
• Once done configuring the Field Settings as described in the below configuration below, click
on the X at the top right of the Field Settings configuration to close the dialog, and repeat the
instruction to add and configure the following control.
In Tool Box Control Type Configurations
Common Date General Tab:
• Label: Processing Date
• Internal Name: dProcessingDate
• Default Value: Current Date
Behavior Tab:
• Enabled: Unchecked (to make disabled)
Advanced UserList General Tab:
• Label: Finance Handler Name
• Internal Name: sProcessingApprover
Configuration Tab:
• Select People Source: Registered Users
(default)
• Map Properties for Name and Value:
o Name: Full Name
o Value: Full Name
Behavior Tab:
• Enabled: Unchecked (to make disabled)
Common Yes/No Radio Button General Tab:
List • Label: Reimbursement Processed
• Internal Name: bIsReimbursement
Configuration Tab:
• Reuqired: Checked (to make mandatory)
Common Text Box General Tab:
• Label: Description
• Internal Name: sDescription

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We’d also like to have a comments fields for

the Approver.
To move the comments fields from the
Expense Report Approval tab to the
Expense Report Processing tab, do the
following:
1. Click on the Expense Report
Approval Section, to open its
7.13 design
2. Drag the Comments field and drop
it on the Expense Report
Processing Section
The comments field will now be added to
the bottom left column on your Expense
Report Processing Section.
Click on the Expense Report Info Section to
open its design.
Span the Comments on 2 columns:
• Move your cursor to the right edge
of the column containing the
Comments
• Once the cursor changes to left
7.14 arrowhead, drag to the right so
that the Comments spans both
columns.

Open its configuration and in the behavior

tab, check the Enabled.

 This time there is no need to align the width of the Comments fields to end with the same endings on
top/below of it, as we already adjusted the control width previously.

 This would be a good time to hit the Save button to Save all changes so far.

 2.D ADD RULES TO APPLY APPROVAL LOGIC

 FORM LEVEL RULES

We’ll start by adding form level rules, for the event of Form Load, to set Approver and Date Field to
7.15
current user and current date respectivly.
This needs to be set as under the Form Load Event, and not just as default value for the control:
 • specifically for the UserList control, and the Yes/No Radio buttons used for the processing
fields, has no option to set its default value, and has to be set using the Form Load Event

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On the top Action Bar, click on the Rules

action and then on the Rule Builder.
7.16

The rule builder design will open.

Note that the Rule Builder will load with Rules already set for the Form Load event, as we created this
 Task Form from the existing Expense Report Approval Task Form, where this rules were set and
configured, so will now just need to edit them.
On the Rule Builder page, do the following:
1. Under the Then section, for the first Set Field Value expression, click on the Field drop down,
and choose the change to Finance Handler Name field.
2. After changing the field, the expression value field will be reset, click on the App Data on the
right, to open the Data Draw.
3. Expand the System Data category and search/scroll for the User FullName (${UserFullName})
and drag and drop It into the value field for Set Field Value action

Repeat items 1-3 to Set Field Value changed the Date to Processing Date field with the value of
CurrentDate (${CurrentDate})
Delete the last Set Field Value expression used to reset the Decision value.

7.17

When done, click on the OK button, to apply Form Load event rule configuration and go back the main
Form Builder page.
• When is optional and can be set if we’d like to take the action only when specific conditions are

 met as part of the event.

• For our current rules logic, we’d want to apply the action at each form load, regardless of other
conditions, so not When expression will be set.
• Note that the Rule Builder is opened for the Form Load event by default.
 • To set rules for other events, open the From Event dropdown list and select the desired form
level event, to set the required form logic (When and Action)

 PREVIEW THE FORM, SAVE AND CHECKIN

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You’re really getting this… awesome work 🤓,

you’ve just completed the Expense Report
Processing form.

As eForm is a native HTML5, its completely

runtime interpreted, meaning, you run a
preview of your form anytime, right form
7.18 the Form Builder, which will show you how
would your form look during runtime.
To run a preview, on the top Action Bar,
click on the Preview menu and then click on
the PC Browser, which will show you how
the eForm would look on a desktop or
laptop

While running the preview, move to the Expense Report Processing section and manipulate the form
fields to see how they handle the values, logic, and how the form behaves.

7.19

Play around and test you form.

Apply any changes if required, and run Preview again to see you new changes
• Note that in the preview the Finance Handler Name and Processing Date are empty and not set
with values, although we have set a Form Level Rule to set them with values on the Form Load
Event.
• The reason is that we used values from the System Data – those are scoped into application
 runtime and will only be available on with the application runtime instance, while currently,
we’re just previewing.
• System tokens, such as ${UserFullName}, Sequence Number fields etc’, will not work during the
preview, as they need to actual App runtime scope. Fields, rules, validation and logic relying on
such tokens and/or fields, would need to be tested as part of App testing.

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When satisfied with your newly created

form, from the top Action Bar, click the
Save menu and then the Save and Check In.
This will commit your changes and check in
7.20 the Task Form resource, and you’ll be taken
back to the Process Builder, right into the
Start Task Activity eForm Configuration,
were we left from to the Form Builder to
design our form.

 CONFIGURE THE EXPENSE REPORT PROCSSING ACTIVITY

Once back on the Standard Task Activity

eForm Configuration on at the Process
7.21
Builder, click on the Next button to follow
up with the Start Task configuration.

On the General Configuration, provide the

following info:
Display Name: Expense Report Processing
Time To Complete: 2 (Click on the X to
remover the default of 1 and then enter 2)
7.22 Description (Optional): Provide task
description

Keep other configuration on their default.

Click the Next button.

 For more information on Time To Complete, Reminders and Timer, see the referenc doc - Human
Activity Time Span, Reminders and Escalations.

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On the Participant page:

1. Click on the drop down list and
Choose the Groups options.
2. From the Groups list, drag the
7.23 Finance Processing group and drop
it under Participants list box.

Click the Finish button to complete the

configuration of the Start Task.

• Note that when dragging the Group as the participant, the Group macro is automatically
checked.
• This is since this is an explicit known system managed group.
 • Same will apply incase dragging group name from Role, Role macro will automatically be
enabled, as seen in the CFO Approval participant configuration.
• For more information on the Group and Role Macro, see reference doc, Task Participant
Anatomy
• If you did not follow on the pre-req for this section to create the Finance Processing Group,
follow it now – Appendix 2 – Create GROUP
 •
•
For more information on creating Group, see documentation
If you do not have permission to do so, use on of the existing group for now, and once Group
will be created for you, open the activity and change Participant to use the created Group.

Your Process Model should now look as the

screen shot on the left.
Click on the head of the “Approved”
7.24
Connector and drag and drop it to on the
Expense Report processing Activity to
connect them.

 This would be a good time to hit the Save button to Save all changes so far.

 4. CONFIGURE AS RPORT VIEW

Report view is an eForm Task Form of an eForm Activity set with “Report View = true” available in the
process model, that will be used as a Data viewer for the instance:
• By Definition, of the Report View, Data will show as a Read-Only, regardless on behavior set for

 the associated Task Form controls.

• The report view will be available from the as part of process instances context menu under the
WorkCenter (i.e under Process I started, Processes I Participated) and under the Process
instances runtime manage.
• Only one eForm activity in a process model can be set as Report View

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• By default, the Start Task has the Report View = True. This can be changed as and when
needed.
To set the Finance Processing Task form as
the Report View, do the following:
1. On the top Action Bar, click on the
Properties, and then AgilePoint
Properties.
2. Click on the Expense Report
Processing activity to focus it on
the property table on the right.
3. On the Property table on the right,
click on the drop down list box on
the top and choose the All
perspective.
7.25
4. Scroll down and expand the eForm
category.
5. Change the value of the Report
View property from default False
to True.

As only one eForm Activity can have the

Report View = True, and by default this will
be set for the start task, repeat on items 2-5
for the Start Task, but this time, change the
Report View from the Start Task default of
True to False.

Drag the Stop Activity from the Initiator lane

7.26 to the Finance lane, where the process will
end.

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Connect the Expense Report Processing to

the Stop Activity but clicking on the Edge –
7.27
Drag/Connector icon on the top right of the
Activity and drop it on the Stop Activity.

Your process should now look as the screen

7.28
shot on the left.

CONFIGURING EMAIL TEMPLATES AND ADDING EMAIL NOTIFICATIONS

As part of a Process Based Application, we have the option to send email notification, for the different process
participants and/or stakeholder to notify them on:

• Activities and Task level events. Those notification will be set as part of Activity configuration. Sample
Activity/Task level events for sample:
o Notify each of our task participant they have been assigned with a new task
o Send a reminder to a task participant on pending task
o And more…
• Process level events, to notify on process route and/or milestone. This notification will be set as part of a
dedicated Email Activity. Sample process level event for sample:
o Notifying the Process Initiator on request has been rejected.

Steps required to create an Email Notification includes the following:

1. Edit and Create Email Templates.

2. Attach the email template to the specific Activity Event/s for Activity/Task event notification
3. Attach the email template to the specific Email Activity Email for process level event notification

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For more information on email and notification usage and best practices, see Appendix 3 – Email & Notification
Usages and Best Practices.

 1. EDIT AND CREATE EMAIL TEMAPLATES

From the top Action Bar, click on the

Notification action and then Email
Template.
8.1
The Email Template pane will open on the
right.

Expand the Model Template category and

then click on the pencil icon on the right of
the Notification template to edit this
8.2
template.

The Email Template Designer will open.

• Process Based App include by default 4 simple Email Templated: Thank You , Reminder,
Confirmation and Notification with usage applied from the template name.
• You can use this templates as is, edit and customize them for your specific Process Based App
needs and preference, and/or create new ones as needed.
•
 AgilePoint NX platform also support Global Email Templates – those can be created and
configured once from the Manage > App Builder > Global Email Templates, and then be
reused across different Apps. While being used in a specific app, they can be customized for
the specific App needs. This will provide the following values:
o Increase reusability and rapid development.
o Keep look & feel, phrasing, email structure for better email experience for end users.
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o Standardize and Governance control.

• For the purpose of this lab, we’re going to use Model Template, though eventually, Email
Template are pretty much the same. Feel free to explore an try.
The Email Template Designer will open on
the Email Template Header configuration
where we can set the email header data,
such as From, To, CC, BCC, Priority, very
similar to when composing an email from an
email client such as Outlook.
8.3
To is already set to
${TaskParticipantUserName} (available
under App Data > System Data), which will
be dynamically set based on the Task
Participant.
We going to keep all default configuration.
Click on the Content, to move to Content
tab where we can set the email subject,
Body and type (HTML/TEXT).

Both Email Subject and Body can include

data available in the App, under the App
Data from any of the categories

If email is set as Rich Text/HTML (default),

8.4 than the body can be designed using the
Rich Text Editor to include email body
styling, such as fonts, headers, images,
tables and more… Eventually, you can
design the email HTML using plain HTML
editor or dedicated 3rd’ party email designer
and then include and use it for your
template by clicking on the icon (View
HTML)
• Both Email Subject and Body can include data available in the App, under the App Data from
any of the categories.
o Just Drag & Drop the required token into you Subject/Body to use them as part of the
email content.
 • If email is set as Rich Text/HTML (default), than the body can be designed using the Rich Text
Editor to include email body styling, such as fonts, headers, images, tables and more….
o Eventually, you can design the email HTML using plain HTML editor or dedicated 3rd’
party email designer and then include and use it for your template by clicking on the
icon (View HTML)

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Edit and design Notification Email Template

body, to have a final layout, phrasing and
data as shown on the screen shot on the
left. Feel free to customize it for your
8.5 preference.
For your convenience, find the body content
below:

Notification Email Template Body:

Dear ${TaskParticipantFullName},

${TaskName} has been assigned for you. Find below Expense Report Request summary
info:

Initiator: ${/pd:AP/pd:formFields/pd:sFullName}

8.6 Submitted on: ${/pd:AP/pd:formFields/pd:dSubmitDate}

Total Expense Amount: ${/pd:AP/pd:formFields/pd:fTotalAmount}

Business Justification: ${/pd:AP/pd:formFields/pd:sBusinessJustification}

This is an automatically generated email. Please do not reply to this message.

Thanks.

To add a direct link to the Task Form from

your email, do the following:
1. Add into the email body the text:
“Please click here to open your
8.7 task”
2. Highlight the “click here” text
3. Click on the Insert Hyperlink icon
from the tool bar.

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In the Insert Hyperlink dialog, provide the

following:
Web Address:
https://AgilePointPortal:[AgilePoint Portal
Port]
/appbuilder/FormRender?WID=${TaskID}
Optionally, check the “Open Link In New
Window”

Web Address Details:

1. https://AgilePointPortal:[AgilePoint
Portal Port] – the base URL for your
AgilePoint portal. This can be found
in the AgilePoint Portal > Settings >
Tenant Settings
a. Alternatively, just check
your browser address
while working in the App
Builder
2. appbuilder/FormRender – this is
the route for the form renderer
app
3. WID – QueryString parameter for
the WorkItemID – the Task unique
identifier.
8.8 4. ${TaskID} – the ${TaskID} token –
during runtime this would resolve
to the actual specific TaskID (GUID
type data)

Here is sample for the final WebAddress:

https://trialapp.nxone.eu/appbuilder/Form
Render?WID=${TaskID}

During runtime the link would resolve to:

https://trialapp.nxone.eu/appbuilder/Form
Render?WID=AA6302888DF19F2811AAEE3
ABE37G1AD

Click the Insert button, to apply the

hyperlink.

Repeat the above to add a link for the

report view with the text: “Please click here
for the Report View” and Web Address:
https://AgilePointPortal:[AgilePoint Portal
Port]
/appbuilder/FormRender?PID=${ProcessID}

Repeat the above again to create a link to

WorkCenter with text: “Please click here for

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the Work Center ” and Web Address url:

https://AgilePointPortal:[AgilePoint Portal
Port]/workcenter/modern/overview
Following id the final Notification Email Template body:
Dear ${TaskParticipantFullName},

${TaskName} has been assigned for you. Find below Expense Report Request summary
info:

Initiator: ${/pd:AP/pd:formFields/pd:sFullName}

Submitted on: ${/pd:AP/pd:formFields/pd:dSubmitDate}

Total Expense Amount: ${/pd:AP/pd:formFields/pd:fTotalAmount}

Business Justification: ${/pd:AP/pd:formFields/pd:sBusinessJustification}

8.9

Please click here to open your task.

Please click here to open Report View.

Please click here to open Work Center.

This is an automatically generated email. Please do not reply to this message.

Thanks.

Copy the entire body content to your

clipboard (to be used in the following).
8.10
Click the OK button, to apply Notification
Email Template changes.

• As can see above, the link for the Task Form and Report View has a clear format.
• Aside from the Token at the end, which will be dynamic to the specific Task/Instance, all other
part is fixed for a given environment (i.e dev/test/production)
• It is a best practice to create a global Shared Variable for each, so that they can be abstracted
for the app/email template.
 • This will allow:
o Controlling Environment level variables and abstract them from the App/Email
Template.
o Move the App between different environments with no concern or changes in the
App/Email Template.
o Better governance and control to adapt changes

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▪ For sample, if dev server is moved to a new machine and this will cause URL
for dev environment to be changed, change need to be applied once on the
Global Shared Variable, and will immediately reflect Apps and resources
using it, with no changes need to apply on App/resources.

• As a sample:
o You’ll created a Global Shared Variable with the following:
▪ Name: g_sTaskFormLinkPrefix
▪ Value: https://trialapp.nxone.eu/appbuilder/FormRender?WID=
o In the email template, in the Web Address for the Hyperlink you’ll provide the
following value: ${g_sTaskFormLinkPrefix }${TaskID}
• To learn more on Shared Variables, check the Shared Variable documentation.
• To learn on creating a task form direct link in email template, read this KB.

 This would be a good time to hit the Save button to Save all changes so far.

Click on the pencil icon on the right of the

Reminder template to edit this template.
8.11
The Email Template Designer will open.

We’ll keep all template existing settings but

the body.
Click on the Content, and overwrite the
current body content with the one copied
from the Notification Email Template.
After, pasting, replace the following
line:
“${TaskName} has been assigned for
8.12 you. Find below Expense Report
Request summary info:”

With the following:

“This is a kind reminder

that ${TaskName} has been assigned
for you with due date set
for ${TaskDueDate}.

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Find below Expense Report Request

summary info:”

Your final email template should

look as on the left screen shot.

For your conveince, find below the body content for the Reminder Email Template:

Dear ${TaskParticipantFullName},

This is a kind reminder that ${TaskName} has been assigned for you with due date set
for ${TaskDueDate}.

Find below Expense Report Request summary info:

Initiator: ${/pd:AP/pd:formFields/pd:sFullName}

Submitted on: ${/pd:AP/pd:formFields/pd:dSubmitDate}

Total Expense Amount: ${/pd:AP/pd:formFields/pd:fTotalAmount}

8.13
Business Justification: ${/pd:AP/pd:formFields/pd:sBusinessJustification}

Please click here to open your task.

Please click here to open Report View.

Please click here to open Work Center.

This is an automatically generated email. Please do not reply to this message.

Thanks.

Click the OK button, to apply Reminder

8.14
Email Template changes.

 This would be a good time to hit the Save button to Save all changes so far.

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We’ll now create a new email template to

be used for the Rejection notification.
Click on the + icon on the Model Template
8.15
category.

The Email Template Designer will open.

Provide the following for the Email

Template Header:
Email Template Name: Notify Rejected
To: ${ProcessInitiator} (you can either type
(case sensitive) or Drag & Drop from Data
8.16
Draw under the App Data > System Data
Priority: Normal

When done, click on the Content Tab to set

subject and body

Provide the subject and body text as shown

on the screen shot above and include the
token for the relevant date by drag&drop
from Data Draw under App Data > Form
Data to include the token for the relevant
fields to embed in in the Email Template.
See the complete content in the item
below.

Impoatant: Specifically for the comments,

the Comments control is a repeatable
control to accumulate and consolidate all
8.17 comments, as we want to access the last
comment provided, we need to include the
index for the last comment. To do so, after
dropping the comment token into the body,
change the token from:
${/pd:AP/pd:formFields/pd:cmComme
nts_Comments/pd:cmComments/pd:co
mment}
To
${/pd:AP/pd:formFields/pd:cmComme
nts_Comments/pd:cmComments[last()
]/pd:comment}
Where:
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[] – the syntax to access a specific

index item of the of repeatable
cmComments
last() – XPATH predicate to access the
last item in a node array

Click the OK button to save the new

Notify Rejection Email Template.
For your convenience, find the content for the Subject and Body:
Subject: Expense Report ${/pd:AP/pd:formFields/pd:nRequestID} rejected
Body:
Hello ${/pd:AP/pd:formFields/pd:sFullName},

${/pd:AP/pd:formFields/pd:sApprover} has rejected your expense report request,

submitted on ${/pd:AP/pd:formFields/pd:dSubmitDate} for the total amount
of ${/pd:AP/pd:formFields/pd:fTotalAmount}.

Following comments has been provided for the rejection:

8.18
${/pd:AP/pd:formFields/pd:cmComments_Comments/pd:cmComments[last()]/pd:comment
}

Kindly revise your expense report and re-submit for review and approval.

This is an automated email - kindly do not reply.

Thanks.

• Under the hood, the information is based on the XML data standard and structure.
•
 •
You can use XPATH (XML query syntax) to access and manipulate the data.
To learn more on XML and XPATH visit the W3C documentation (or other resources to your
preference)

 This would be a good time to hit the Save button to Save all changes so far.

We’ll now create a new email template to

be used for the notifying on process
completion notification.
8.19 Click on the + icon on the Model Template
category.

The Email Template Designer will open.

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Provide the following for the Email

Template Header:
Email Template Name: Notify Completion
To: ${ProcessParticipantsEmails}
(you can either type (case sensitve) or Drag
8.20 & Drop from Data Draw under the App
Data > System Data
Priority: Normal

When done, click on the Content Tab to set

subject and body
${ProcessParticipantsEmails} is a token under the System Data that will get update as process promotes
 to contain all process instance participants emails, to be used for when a notification is needed to be
sent to all participant.
Provide the subject and body text as shown
on the screen shot above and include the
token for the relevant date by drag&drop
from Data Draw under App Data > Form
Data to include the token for the relevant
fields to embed in in the Email Template.
8.21
See the complete content in the item
below.

Click the OK button to save the Email

Template.
For your convenience, find below the content for the Subject and Body
Subject: Expense Report ${/pd:AP/pd:formFields/pd:nRequestID} is now completed
Body:

Hello All,

Expense report ${/pd:AP/pd:formFields/pd:nRequestID} submitted by

${/pd:AP/pd:formFields/pd:sFullName} on ${/pd:AP/pd:formFields/pd:dSubmitDate} on
the total amount of ${/pd:AP/pd:formFields/pd:fTotalAmount} has been approved,
8.22 processed and completed.

Thank you for your contribution to process the expense.

Please click here to open Report View.

This is an automated email - kindly do not reply.

Thanks.

ATTACH THE EMAIL TEMPLATE TO THE SPECIFIC ACTIVITY EVENT/S FOR

 ACTIVITY/TASK EVENT NOTIFICATION

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Click the wheel/Configure icon on the top

right of the “Direct Manager Approval”
Activity and from the context menu, click
8.23 the Configure Activity option.

Alternatively, just double click on the

activity.

On the Configuration wizard, click on the

8.24 Advanced tab and then from the context
menu click on the Email Notification option.

On the Email Notification, click on the drop

8.25 down list and from the available choose the
Notification Email Template from the list.

To send a reminder notification 1 day

before task due date expire and then every
1 day till task is completed/cancelled, do
the following.
1. Click on the Reminder tab on the
top to set the reminder
notification.
2. Click on the drop down list and
8.26
choose the Reminder Email
Template from the list.
3. Click on the “Every” radio button.
4. Change the value for the “until
task” to “Inactive”
5. Optionally – to make sure task will
only send during working hours (as
set in server configuration
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organization calendar), check the

“My Organization Business Time”.
6. Click the Finish button to apply the
notification for the Activity
configuration.

Follow the Notification and Reminder for

the “CFO Approval” and “Expense Report
Processing” activities to apply the task
event notification for them as well.

 For more information on Time To Complete, Reminders and Timer, see the reference doc - Human
Activity Time Span, Reminders and Escalations.

 This would be a good time to hit the Save button to Save all changes so far.
ATTACH THE EMAIL TEMPLATE TO THE SPECIFIC EMAIL ACTIVIITY EMAIL FOR
 PROCESS LEVEL EVENT NOTIFICATION
Click on the Common Activity Library, drag
the Email Activity and drop it in the Initiator
lane on top of the Rejected connector while
8.27 its green highlighted.

The Email Activity configuration wizard will

open up.

In the General configuration provide the

following:
Display Name: Notify on Reject
8.28
Keep all other defaults.

Click the Next button.

Click on the drop down list and choose the

Notify Rejected Email Template from the
list.
8.29
Click the Finish button to apply the Email
Activity configuration.

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Your process model should now look as the

screen shot on the left.

Repeat the steps to add Email Activity and

8.30 send process level notification using the
Notify Approved and Processed Email
Template and place it between the
“Expense Report Processing” and the Stop
Activity.

 This would be a good time to hit the Save button to Save all changes so far.
Repeat the steps to add Email Activity and send process level notification using the “Notify Completion”
8.31
Email Template, and place it between the “Expense Report Processing” and the Stop Activity.
Your end process should look as screen shot below:

8.32

VALIDATING PROCESS MODEL AND PUBLISHING YOUR APP

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Well done again, the big part, developing the process model, its task forms, email template is done.

Now, we’re just left with validating it and publishing the App so it can be used by Carol, and our end users, for
submitting Expense Report and automate it through the lifecycle of review, approval and process by Dave, John
and the rest of Spendings inc… team ☺.

To do so, we’ll:

1. Validate the process model.

2. Publish the process based app.

 1. VALIDATE THE PROCESS MODEL

From the top Action Bar, click on the

9.1 Validate.

Process Validation will run, and Validate

9.2
your process model

Process Validation will check and validate the following in your Process Model:
• All Activities has their mandatory settings configured with the proper values/format.
• All Activities has at least one incoming connection and one outgoing connections

 o This has the exception for the Start Activity which only has outgoing and the Stop
Activity which only has the incoming.
• From each Activity, process can route its way to the Stop activity (i.e. no end-less infinite loop)

Process Validation does not check on you business logic applied…

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If any issue, the Error List tray will show up

on the bottom of the Process Builder page
and will list the activity/connector name
and the error description.
For instance, in the issue on the left
9.3 screenshot, we have 1 issue with the
<=1000 connector and the error description
is “The connector outgoing port must be
connected to a target activity.” – meaning,
the connector is no connected as an
incoming for another Activity.
• Typically, most validation issues will be evolving not properly connected activities.
• To fix, just connect them or follow any other issues.
• When done, click the Validate again, to make sure issue is fixed and no other issues.
• Note that Activity missing a mandatory configuration, the Activity itself would have a
warning/hazard icon, see sample (still this would surface in the Error List tray as well on
 validation):

If process valid successfully, you’ll get the

green notification on the top left of the
9.4
process model “Process model validated
successfully”

 Note that this is a toast type message, meaning, it will automatically disappear after 30 sec.

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Upon successful validation, from the top

Action Bar, click the Save menu and then
the Save and Check In.
9.5 This will commit your changes and check in
the Process Model resource, and you’ll be
taken back to the App Builder main page,
focused on your current App.

 2. PUBLISH YOUR PROCESS BASED APP

Once back on the App Builder main page,

make sure your Process Based App is
selected and in focus on the Application
9.6 Explorer on the left, and then on the top
Action Bar click the Publish action

The Publish wizard will show up

If you have any files in Check Out mode, you

will be promote to check them in, as App
can only be Published when all its resources
9.7
are Checked In

Click on the Check In button.

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Make sure all Checked Out resources are

9.8 checked.
Click the Check In Button.

In the Publish App page, provide the

following (all optional) values to your
9.9
preference for Label, Version and
Description and click the Publish

• Label and Version are mandatory – but by default will include an incremental value.
 • Label will help “tag” a specific version to more easily identify if need to revert and/or
milestone.

When publish is done, you’ll be prompt.

You’ll have the option to Set App Permission
or Notify Users.
9.10

Click the Close button

•
 •
Check out the documentation for App Permission and Notify Users documentation and guides.
Check out the Version History and Milestone documentations and guides.
CONGRATIONLATION
You have just completed this lab to create you and publish your first Process Based App

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PART 3 – EXPERIENCE – RUN YOUR APP

RUNNING AND TESING YOUR APP

As we have the App published, we can now submit an Expense Report and see how the process runs and routes
through the different Review and Approval tasks, get the email notification and test drive the App end to end.

To make sure all tasks will be routed to you and you can easily test drive the App and its corresponding’s
tasks and notifications:
• Make sure you’ve unchecked the Manager macro on the Direct Manager Approval participant
configuration.
o If changing, make sure to publish again.
o Alternatively, create a Delegation from your direct manager to yourself.
 • Make sure you are member of the CFO role and the Finance Processing group
• Once done with testing, revert changes applied for the testing purpose, and publish again if
required. i.e.
o Re-check the Manager macro for the Direct Manager Approval Activity participant
configuration or cancel the Delegation.
o Remove yourself from the Role and Group.

Navigate to WorkCenter – from the portal

top Action Bar click on the WorkCenter
10.1

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Tip – Open the WorkCenter in a new

browser tab, so if needed to go back to App
Builder, you can just quicky move between
 the browser tabs. To so, right click on the
WorkCenter and then choose the “Open Link
in New Tab”

Once in the WorkCenter, click on the My

10.2
Apps

Once in My Apps, click on the My Apps tab

and then look for the Tile named Expense
Report and click it
10.3
The Submit Expense Report Task Form will
open up

Fill in your Expense Report and Submit.

Note the Total Amount, and verify you
10.4
process routed to Direct Manager Approval
or CFO approval accordingly.

If you are the next participant, go the Inbox

10.5 > Tasks and check.
Click on the Process Viewer icon.

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Review the process viewer, note that this is

a live monitoring version on you process
model.
Click on one of the Activities to open the
activity information dialog and explore the
10.6
available information.

Note that you can use the Zoom Out (-) and
Zoom In (+) on the top left of the Process
Viewer.

From your inbox, click on the Open Task

10.7
Form

Check the task form, provide the input

required from your current task and click
10.8
submit to complete the task and promote
the process onward.

Check the Process Viewer again to see the

10.9
progress.

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Check the email to the notification you have

received.
Click the links included in the email to make
10.10 sure they have been composed correctly.

Note: Email window is black due to Dark

Theme used.

Repeat the above to throughout the process

progress till completions to complete and
end-2-end flow.
10.11
Also make sure to check the rejection route
for one of your tests as well as Total amount
above and below the thresh-hold of 1000$.

•
 •
It is highly recommended to try and explor on the WorkCenter tabs, information and actions.
Check the WorkCenter documentation and guides

SUMMARY AND WRAP-UP – WHAT HAVE WE LEARNED AND PRACTICED

Well done for completing this lab 🤓

Let’s review what have we accomplished and learn while creating the Expense Report Process Based App to help to
solve Spendings inc. first and core challenge:

 App
 Get to know the Build App web based IDE to create and manage AgilePoint Apps
 Create a Process Based App
 Process Builder
 Set swimlane
 Work with Activity library to add activities to your process model
 Get to know the Activity Anatomy: eForms (What), Time To Complete (When), Participant (Who),
Notifications, Report View.
 Add, configure the following activities:
▪ eForms Activity Library: Start Task, Standard Task
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▪ Common Activity Library: Condition, Email

 Add a Timer to an Activity to meet/force/escalate “Time To Complete” and SLA.
 Validate, Check In and Publish the App.
 eForm Builder:
 Set columns layout to design form layout
 Controls anatomy: General, Configuration, Appearance, Behavior and Advanced Tabs
 Adding controls to the form and configuring them.
 Common Controls: Text Box, Text Area, Check Box, Drop Down
 Layout control alignment: span over multiple columns and adjust width.
 Subform: an advanced control to create a repeatable control functionality and additional
advanced usages.
 Rules
▪ control level (on control change event)
▪ form level (form level event)
 Create a Task Form from an Existing Task Form
 Bulk Edit
 Sections
 Moving control between sections
 Email & Notifications:
 Email Activity for process level event notification and Activity/Task notification for Task level
event notification.
 Creating, configuring and using email template.
 Use the Email Activity to send process level event notifications
 Use the Activity notification to send task level event notification
 Manage:
 Create a Role
 Create a Group
 Run your app
 Work Center My Apps to submit a new Expense Report and initiate an process instance.
 Work Center My Tasks to track and perform tasks.

Well done again – that’s quite a lot to accomplish .

GOING FURTHER, WHAT NEXT?

We strongly encourage you to follow on the next

Spendings inc. challenge and lab series to learn and
practice additional AgilePoint NX Platform capabilities
while expanding and enhancing the Spendings inc
business solution

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Additionally, we’ll recommend reviewing again the app created and explore the reference documents and guides.
For your convenience we’ve consolidate few key reference docs, documentation links and video guides:

INCLUDED AS PART OF THIS GUIDE

 Expense Report Analysis and Design

 Task Participant Anatomy
 Task Pool Explained
 Human Activity Time Span, Reminders and Escalations
 Email & Notifications
 Naming Conventions

PROCESS BASED APPS DOCUMENTATIONS AND VIDEO GUIDES

Docs Videos

Process Builder Process Builder Interface

Process Builder Screens Process Builder Procedures

Human Tasks and Forms Basic steps to create a process based application

Process-Based Application Process-Based Application

Properties for Human Activities

Properties for System Activities

E-mail Template screen

Notifications

How Do I Create a Link to a Task?

Going further, follow is refence docs and videos guide for next topics

DATA ENTITY

Docs Videos

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Entity Designer Docs Entity Designer Video

New Entity Create Your First Entity Video

Entity Fields Tab

Entity Relationship Tab

Entity Security Tab

Entity Association Tab

PickList Docs

FORM BASED APPS

Docs Videos

Create a Form Based application For Data Entity Data Driven Applications

Create a Form-Based Application with a Salesforce Form-Based Application with Salesforce

Entity

Create a Form-Based Application with a Database Form Based Applications – Custom Database as Data
Table Source

Create a Form-Based Application With a SharePoint eForms w/ SharePoint Integration

List

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APPENDIX 1 – CREATE ROLE

For the purpose of the lab, we’ll need to have a “CFO” role, which will be used as the participant for the CFO
Approval Activity.

To create the role follow on these steps:

On the top portal menu, click on the

R.1
Manage.

From the Manage page, click on the Access

Control menu option on the left, and then
R.2
from the context menu option click on the
Roles.

On the Roles page click on the “+ Add Role”

to create a new role.
R.3

On the Add Role page, provide the following

information:
Role Name: CFO
R.4
Description (Optional): CFO Function Role

Click the Next button.

On the Configure Access Rights, click on the

R.5
Next button

• This Role is going to be used a “functional role”, meaning:

o A container for users
o All members having the same level of functional and decision responsibility from
organization perspective.
 o Will be used by Apps to be assigned with task/forms, i.e.: our Expense Report App will
use this role as the participant for the CFO Approval Activity.
• For this reason, we’re not setting Access Right for this role. Role member will inherit their
AgilePoint Access Rights from another role they are member (by minimum, this would be the
Users Role which will set them with the typical end users Access Rights).
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On the Add Members to Role page, click on

R.6
the + icon to search and members

On the Members page, do the following:

1. Choose Users on the drop down
(unless you’d like to add a Group,
in that case, leave on default Group
and go to #2).
2. In the search box, type the name
R.7 (partly or full) of the User/Group
you’d like to add.
3. Click on the Search icon
4. From the Available Members list,
select the required Users/Groups.
5. Click on the OK button to add them
to the role.
For the purpose of debugging and test driving the App, once ready and published, consider adding
 your own user as a member of this role, so you’ll be assigned with the CFO Approval task and
notifications and can test drive it.

Repeat steps R.6-R.7 to add following

Users/Group members as needed.

When done, click on the Finish button to

add the Role and the assigned members.

• For more information on creating Roles, see documentation and guides

•
 If you do not have permission to do so, use on of the one of the existing Roles for now, and
once Role will be created for you (request your IT to create the Role), open the activity and
change Participant to use the created Role.

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APPENDIX 2 – CREATE GROUP

For the purpose of the lab, we’ll need to have a “Finance Processing” Group, which will be used as the participant
for the Expense Report Processing Activity.

To create the role follow on these steps:

On the top portal menu, click on the

G.1
Manage.

From the Manage page, click on the Access

Control menu option on the left, and then
G.2
from the context menu option click on the
Groups.

On the Groups page click on the icon to

G.3 create a new Group.

On the Add Group Information page,

provide the following information:
Group Name: Finance Processing
Description (Optional): Finance processing
G.4 group.
Group Lead: Select a member to be used as
a group lead.

Click the Next button.

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On Users, click on the + icon to search and

G.5
members

On the Users page, do the following:

1. In the search box, enter User
Name/Full Name and/or
Department.
R.6 2. Click on the Search icon
3. From the Available Members list,
select the required Users.
4. Click on the OK button to add them
to the role.

• For the purpose of debugging and test driving the App, once ready and published, consider

 adding your own user as a member of this Group, so you’ll be assigned with the Expense Report
Processing task and notifications and can test drive it.
• Alternatively, you can set yourself to be a Group lead.

Repeat steps G.5-G.6 to add following User

members as needed.

When done, click on the Finish button to

add the Group and the assigned members.

• For more information on creating Groups, see documentation and guides

•
 If you do not have permission to do so, use on of the one of the existing Groups for now, and
once Group will be created for you (request your IT to create the Group), open the activity and
change Participant to use the created Group.

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APPENDIX 3 – EMAIL & NOTIFICATION USAGES AND BEST PRACTICES

Find below key usages and best practices for Emails and Notifications. For more information, see reference
document Email and Notifications.

USAGE CONSIDERATION FOR EMAIL ACTIVITY VS ACTIVITY/TASK NOTIFICATION

Email Activity Activity/Task Notification

When? Model event driven notification – Activity/Task event driven

notify any user/users on events in notifications – notify Task
the model/process level Participant/s on task events:

• Human Activities:
Initiation, Reminder,
Reassignment,
Completion, Overdue

• Automatic Activities:
Initiation, Completion

Typical Usages? Notify process initiator and/or Typically used within human tasks
process participants (all) on to notify Task Participant/s on task
decisions/routes in the process, i.e events (though can also be used for
approved and completed, rejected automatic activities as well)
etc’

EMAIL & NOTIFICATION BEST PRACTICES

Email Activity Activity/Task Notification

DO’s • Include link to report view • Include link to task form

• Use process level attributes: • Include link to WorkCenter

${ProcessParticipantsEmails},
${ProcessParticipantFullNames}, • Include link to Report View
${ProcessName}, etc…
• Use task & activity level attributes:
${TaskParticipantUsername} (for “TO:”),
${TaskParticipantFullName}, ${TaskName},
${TaskDueDate}, ${ActivityDisplayName},
etc’

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DONT’s • Use email templates that use • Avoid using the “CC:” and/or “BCC:” – if
${TaskParticipantUsername} for the activity is assigned to n users (i.e Group,
”TO:” – Autimatic acticity has no Role, List of users) email notification will
participants be sent to each task – i.e CC/BCC will get n
copies of the email (sent per task)
• Use Email Templates that include link
to Task – automatic activity has not • Don’t Abuse! Don’t overload users with
form attached to it. emails! Sent task notification mainly for
task which are typically outside of the
• Avoid using email tamplates that use ongoing work of the user. As a rule of
${TaskName}, ${TaskDueDate} – thumb, avoid using task notification if user
though they are available, they is expected to get more than 1 task of this
represent the Automatic activity kind per day. See “Considerations and
info, which is typically less relevant Best Practices on using Emails within
for the notified users (though in Process and Tasks” doc
some use cases it may be needed)

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APPENDIX 4 – CONCEPT TERMINOLOGY AND GLOASSARY

For the complete glossary and terminology, check the concept terminology page.

Term Definition

Process Glossary

Activity A functional unit in a process-based app. May instance one or more tasks
depending on definition.

Task An instance of an activity, representing a specific work item in a process

instance

Process Model The process as that has been modeled visually it is the Process Builder for
deployment and execution

Process One or more activities, that start in one specific point in time, end in one
specific point in time, and in between has chronologic order, dependencies
and relationships

Human/Manual Task A task which requires any level of human intervention to complete.
Task activity typically has a user input form to collect data about the task,
but is not limited to just form and can be also via email, chat bot, key press
etc.

Automatic/System Task A task in a process which is executing by computer processing.

Typically will represent a system API to either get data or set data or both.
Sample include Database query, CRM Update, Box file upload etc.
Task may be either synchronous or asynchronous.

Sub Process Also referred as a child-process, is a process model used as an activity in

another top level process model, referred as parent-process.

Activity Session Activity Session is a property/metadata attached to any activity during

process runtime and hold a value counting the number of times the process
routed through this activity. i.e:

• The first time process route via the activity: session = 1

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• The second time process route via the activity: session = 2

• The third time process route via the activity: session = 3

• And so on…

Forms Glossary

eForm An eForm is an HTML5 based web form made with the AgilePoint eForm
Builder.

eForms are created using a drag-and-drop web browser interface. The code
for eForms uses XML and JQuery.

Task Form A Form, typically eFrom based, which is accosted with a process activity, to
be used as the user interface for the underlying task, to provide the
participate with the data access, visualization and inputs required to execute
the task and provide its input and/or decision for the process.

eForm Control A User Interface control with an eForm.

A control is typically composed of a:

1. Label – caption/display text

2. Field – Typically an input element, bonded to the underlying data
field.
3. Container – Grouping both label and filed together and allows
layout the control within the eForm column layout.

Controls can be applied with logic, styling, behavior and can be manipulated
using low-code using JavaScript and CSS.

App Glossary

App App is an abbreviation for application. App may refer to several types of
applications in AgilePoint NX:

• A process-based app created in AgilePoint NX.

• A form-based app created in AgilePoint NX.

• An app available for download or purchase in the App Store.

• A custom mobile app.

• The AgilePoint NX App for Salesforce.

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• The AgilePoint NX App for o365 and SharePoint

Process Based App A process-based app is an application created in AgilePoint NX that is a

collection of processes, forms (eForms or external forms), Email Notifications
and other application resources.

A process-based application can include one of these:

• One standalone process model.

• One parent process with any number of subprocesses.

Form Based App A form-based application is a type of AgilePoint NX application that uses
an eForm for data entry, but does not have an associated process. Form-
based applications provide a way to collect data with online forms. You can
store data from form-based applications in a number of data sources,
including AgilePoint NX Data Entities, Salesforce, and databases Form-based
applications are sometimes referred to as forms as a service (FaaS) or
standalone forms.

Data Glossary

Data Entities Data Entities is an AgilePoint NX component that lets you create and manage
a custom data model that is native to the AgilePoint NX platform. You can
use Data Entities to securely store and retrieve data for AgilePoint
NX applications as an alternative to an external data source, such as
a database, SharePoint, or a CRM service.

• Entities in AgilePoint NX are similar to tables in a database.

• Entities include fields, which are like columns in a database. A unit

of data within an entity is called a record.

• Similar to a database, you can create relationships between entities

with dependent fields, which let you get data from one entity based
on a record in another entity.

AgilePoint NX comes with a 30+ of out-of-the-box entities, sometimes called

standard entities. You can also create custom entities.

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Picklist A picklist is a customizable group of name-value based list options you can
use for specific fields in AgilePoint NX Data Entities and / or as the source for
an name-value options controls in eForm.

Design-Time/IDE Tools Glossary

Process Builder Process Builder is a visual tool where you can create workflows and the logic
for processes and applications with a simple drag-and-drop interface.

eForm Builder eForm Builder is an integrated visual tool that lets you build anything from
simple forms with just a few form controls to complex, multi-tabbed forms.
The eForm Builder provides more than 60 control types, and lets you build
business logic into the form, enabling dynamic restructuring of the form
based on form user input. You can use your eForms within an application,
share your eForms across applications, or even use eForms with external
applications.

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