Reference manual

Fall 2017
Forms
Last updated 2017-11-13

The documentation is designed to support Unit4 Business World On!.

This document is intended for Unit4 Business World On! Consultants and customer Super Users, and thus
assumes in-depth knowledge of existing Unit4 Business World On! functionality.
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proprietors.
Unit4 Business World On! 3
 Table of contents

Table of contents 4

Introduction 5

The Forms module 5

Functional overview 6

Using Forms 9

Publish the form 9

Print the form 11

Distributed information access (DIA) 13

Workflow process for form management 14

Form dynamic layout 15

Using the dynamic layout with workflow 19

Use cases 27

Project request 27

Supplier request 39

Contractual change form 53

Mass changing of complaint date 70

Workflow approval process for user information and a roles connection (access) 72

Approving substitutes and supervisor rules through workflow 82

Setup for creating attribute value of Cost Centre 102

Default data info form 107

Using the defaulting mechanism with workflow 113

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 Introduction
The Forms module
What's new?
The Milestone 5 version of Forms is similar to the previous version (Milestone 4).

Introduction to Forms

The Forms module was introduced with Agresso Milestone 1, as a new, licensed module.

Business World On! Forms makes it possible for an organisation to convert their paper based
forms into new, electronic forms, and let Business World On! handle them as any other
business objects in the system.

An administrator can create new form types, add sections and fields to the form, and make it
available to targeted user groups.

When a user fills in a form and submits it, it can be grabbed by a workflow process, and
directed to correct recipients automatically.

Administrators can keep track of all form types as well as submitted forms.

Flexi fields: Business World On! Forms relies heavily on general Flexi-field functionality for
setup and design. To fulfil certain form requirements, it has been necessary to extend the
general Flexi-field functionality as well.

If you are not familiar with Flexi-fields, see Reference manual, Flexi-fields.

General access rights

To utilise the Form functionality, you will need access rights to everything under
Common>>Forms>>Form administration. Before you can create new forms and make them
available for other users, you need access to the items under Tools.
You will find the following structure in the Menu-based access window, under the Common
folder:

Menu items: Access rights are required when you need to

l create a new menu item for a new form, and make it available for other users,
and when you will
l enable DIA for the new form.

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 Functional overview
Custom forms
The Forms module allows a Business World On! super user (system administrator) to define
new business objects (the forms), screens and menus.

From paper based to electronic: The main purpose is to facilitate transition of paper based
forms (e.g. applications of various sorts) to electronic forms, and with the ability to handle the
form content as any other business objects stored in the Business World On! database (send
on workflow, create reports etc).
In principle, any collection of data fields can be defined as a Business World On! form, and
made available for data entry and modifications through custom screens and automatically
generated menus.

Flexi-fields: Most of the form-design functionality is based on Flexi-fields. See Reference

Manual, Flexi-fields.

Form types and sections (or attributes and flexi-field groups)

A Business World On! form will belong to a form type, where the form type is defined as an
attribute.
Form attribute: You create the new attribute in Attributes, and mark it as a Form:

ID Attribute Description ... Type Field ... Mnt ... M W ... Form S

?
1 BTQ APPFORM My application form A Free A N

When defining a form type, you must set Field to Free and Mnt to A (Automatic update) In
addition, you should check the following:
l M – Memory caching
l W – Workflow
l Form

Note that the content of the Description column will appear as header information (form
name) when the form is displayed!.

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 Flexi-field groups and sections: Before the attribute can be used as a proper form type,
however,you need to define sections and fields for the form.
In Business World On!, a section in a form is defined as a Flexi-field group, and the fields in
the group becomes the fields in the section. The diagram below gives an illustration.

Linking groups to attribute: When you link the flexi-field groups to the form attribute, you
need to assign a tab number for each group. Later, during advanced layout design (see
below), you can reorder groups on the same tab, but you cannot move a group from one
tab to another.

Designing form layout

When the attribute and Flexi-field groups are in place, you will design the form layout (arrange
sections and fields for display), using the window Flexi-field layout design.

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 So far (the definition of the form attribute excepted), everything has been handled by general
flexi-field functionality.

Access
The form will be available in the menu, under Common>Form administration, allowing you - as
the Form responsible and creator - to publish the form (make it available for the relevant
users).
Grant access to yourself: Before you can do that, however, you will need menu access to
the Flexi-field groups used by the form.
Example: If the new form attribute is named APPFORM, you would need access to the Tabs
under APPFORM (System administration>Users and access>Menu based access) - probably
for the Business World On! Web client only.

...

...
Now you are ready to publish the form.

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 Using Forms
Publish the form
Form administration in Business World On! Web client
A menu item under Common>Forms, gives you access to the Form administration window,
where you can retrieve the new form.

Note that you will not see the details unless you have access to the form. In the Web
client, you may need to clear the cache to activate the access rights.

Publish the form

To make the form available for the target users, perform the following tasks:

Task # Description

1 Web client: Open the Form administration window and retrieve the new form.

When the form data is displayed, you will also see the command button Create
menu.

You shall not enter any ID or Description for the form!

2 Web client: Click on Create menu, enter a name for the new menu item, and save
(click OK).

3 Desktop client: Open Business World On! Desktop client and make sure that all
relevant users get access to the new menu item. (System Administration/Users
and access/Menu based access).

You find the new form under Common>Forms.

4 Back in Web client: Refresh the menu and open Common>Forms. The new menu
item is now visible. You will need to move it to a location where the form users find it.

5 Web client: Right click on the new menu item and move it to the correct location
(under Forms, probably).

The form will disappear from Common>Forms.

Use the Custom menu items window to move a menu item.

The form will now be available via the new menu item.

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Distributed information access (DIA)
If you need a form type where the managers in your organisation shall be able to edit forms for
their subordinates (e.g. prepare the form with some initial details or modify the form before
approval), you will need to enable DIA for the form.
Read more about DIA.

Prerequisite
You can only enable DIA after you have created a menu item for the form type
(Common>Forms>Form administration).

Enable DIA
To enable DIA, you simply click on Distributed information access and follow instructions.

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 Print the form
Print preview
When you first order a Print preview of a form, the system will generate a print template for
you, and store it in the Business World On! database.

Print template
The print template will be generated on basis of the form layout, as set up in Flexi-field layout
design. If you change the layout, the (previous) template will be overwritten.
Blob file: The print template is an XSLT stylesheet, and stored as a blob under the
aagvisualizerfile folder, available via the Blob viewer in Business World On!
Management Console. The name of the template blob is on the form:
 forms_<form attribute Id>.
Blob file example: If you have a form attribute with id=MF and description="MyForm", the
blob will have the name forms_MF.

Customised print - for authorised users

You can edit the print template, and thus create a print layout far more elegant than the form
fields displayed on a Business World On! tab. To do that, however, you need to
l have access to the Business World On! Management Console, and
l know how to edit an XSLT template.

Create a custom template - authorised users only

To make your own print template, it requires that you
l already have ordered Print preview for the form, and
l not modified the Flexi-field layout afterwards.

Do as follows:

Step Action

1 Locate the blob (name: forms_<form attribute Id>) in Management Console:

a. Open the Blob viewer in Management Console (under Database Tools).
b. Open the aagvisualizerfile folder.

2 Save the blob to a local file.

3 Edit the local copy in a suitable tool.

4 (back in Management Console) Update the blob (with content from the local file).

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 Note: Every time you update the Flexi-field layout for a Form attribute, you will remove
the current template from the aagvisualizerfile. A new template will be generated
only when you order a new Print preview. So, if you want to keep your custom template,
make sure that you have a local copy, which you use to update the new template after
layout changes.

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 Distributed information access (DIA)
DIA ensures privacy
A series of windows in Business World On! is for personal information, meaning that data
entered in the window is reserved for the logged-on user only. In some cases, the data should
also be available for the user's manager.
In Business World On!, the functionality related to this privacy policy is referred to as
Distributed information access, or DIA for short.
When a window is enabled for DIA, it has two consequences:
l The personal records are- by default - only available for the user that entered them. For
example: When a user registers a new form, and saves it, no other users will have access
to the form record.
l You - as an administrator - can set up rules that allows managers (as defined in the com-
pany's organisational structure) to access records belonging to their employees.

Note that DIA requires that the system user is connected to resources, i.e. instances of
the RESNO attribute. This means that the HR or PCB module must be part of the
Business World On! installation.

DIA - on system basis - is set up under System administration>>Users and

access>>Distributed information access.

DIA and manager rights

A form can often be used by a manager as a means to get some standardised input from the
employees, but where the manager wants to initialise the form for each employee, before it is
submitted.
This type of forms should therefore be available for both the employee and the responsible
manager.

When you, as a manger, open a new form,, the Form owner will always be yourself.
When DIA is enabled and defined for the Form window, however, you can assign the
form to any of your employees.

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 Workflow process for form management
When a user submits the form
In Business World On!, the form management process can easily be handled by a workflow
process, ensuring that the form is sent to the correct manager(s) when submitted.

Amend and resend the form: Until the recipient actually starts to handle the form, however,
the form owner can change the form content and resend it at any time.

If required, the form can also be returned to the owner for error corrections, after a reject
operation (action), for example.

Workflow system step for Forms

A workflow system step, Set status to closed, is tailored to handle forms (but can in principle be
used for any attribute-based element type). When this step is reached in a workflow process,
the current element under workflow will be locked. There is no other way to prevent the user
from making changes.

In all other respects, you design the workflow process just like any other workflow process,
and, if required, the form can be returned to the user for amendments.

Form workflow only supports Simple mode, meaning that all fields will be sent back to
the original form owner when rejected.

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 Form dynamic layout
Purpose
You use this window to create rules that will influence the display of the form. The content in
the window will change depending on the type of data entered in specific fields. You will be
able to define which fields, sections, and window tabs will be displayed after entering the
necessary data.

l Depending on the data entered in the fields, some form items may become
unavailable.
l If a rule uses the in list operator and other rules employ the equal to operator that
have the same value in the Rule based on, Affected part and Affected name columns
as the rule with in list, a warning will be displayed at the bottom of the window.
Clicking Save will result in merging the rows into the row with in list and the rules
with the equal to operator will be removed.
l When using the Desktop client, you are able to delete a flexi-field group definition
used in the Form dynamic layout window.You can also delete a flexi-field group
definition used in the Link flexi-field group to attribute window which has a dynamic
layout rule. No warning will be issued when performing these operations.
l The flexi-field group of the browser template type is displayed only when either
Section or Tab is selected in the Affected part column.

The following diagram displays how the window can affect the display of form.

Setup
To be able to use the Form dynamic layout window (TCR039), you have to create a new
attribute. Therefore, open the Attributes window (TGL004).
1. Add a new attribute.
2. In the ID column, enter: ZEN.

Unit4 Business World On! 15

 3. In the Attribute and Description columns, enter: FORM.
4. In the Type column, select Alphanumeric.
5. In the Field column, select Free.
6. In the Length column, set the 12 value.
7. In the Maintenance column, select Automatic.
8. Select the check boxes in the W, MF, and Form columns.
9. In the Status column, select Active.
10. Click Save.

Once you have set up a new attribute, open the Flexi-field group definition window (TAG060).
1. Create a flexi-field group definition called CAREER.
2. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

3. Click Save.
4. Create a new flexi-field group definition called OBJECTIVES.
5. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

6. Click Save.
7. Create a new flexi-field group definition called TRAININGS.
8. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

9. Click Save.

Once you have set up flexi-field group definition details, click the Link flexi-field group to
attribute button. A new window will open.

16 Unit4 Business World On!

 1. In the Attribute field, select form(FORM).
2. Connect the Form attribute to the flexi-field groups as displayed below simply by adding
them. Note that some columns have been hidden and you should leave them as they are.

3. Click Save.
4. Click the Clear button.
5. In the Attribute field, select Supplier Id (SUPP.ID).
6. Connect this attribute to the same flexi-field groups as displayed above.
7. Click Save.

Once you have connected flexi-field groups, go to the Form administration window (TCR022).
1. In the Form field, enter the attribute's ID (here: FORM).
2. Click Submit form and then Create menu.
3. The Create menu pop-up window appears.
4. In the Enter menu title field, provide the name that will be displayed in the Business World
On! menu (for example: My form).

After creating the menu item, you need to give access rights to it by using the Menu access
window (XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms and select My form.
3. In the Roles and users section, select the appropriate user/role and click the arrow button
to move it to the Access section.
4. Make sure that the Create (C) Read (R) Update (U) and Delete (D) permissions are set.
5. Click Save.

The form will be displayed in the Business World On! menu under Common/Forms in the
Menu items the next time you log into the application.

Displaying a tab

The created form should contain two sections: Career and Trainings. If, for example, your
company provides essential trainings for employees that started working from the 1st of July
2016, you can show the Trainings section with the use of the Form dynamic layout (TCR039)
window. To do so:
1. In the Attribute field, select form(FORM).
2. Click Add.
3. In the Rule based on column, select Employed since (CAREER).
4. In the Operator column, select equal to.
5. In the Enter value column, set the 1st of July 2016.
6. In the Affected part column, select Tab.

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 7. In the Affected name column, select Trainings.
8. Click Save.

If you now reopen the form and in the Employed since field set the date to the 1st of July 2016,
you will notice that after tabbing out of this field, the Trainings tab will be displayed.

Displaying a section

You are also able to display the whole section provided that certain conditions are met. For
instance, you want to provide additional trainings for the employees that completed their
objectives before the 21st of July 2016. To do so:
1. In the Attribute field, select form(FORM).
2. Click Add.
3. In the Rule based on column, select Due date (OBJECTIVES).
4. In the Operator column, select less than or equal to.
5. In the Enter value column, set the 21st of July 2016.
6. In the Affected part column, select Section.
7. In the Affected name column, select Trainings (TRAININGS).
8. Click Save.

If you now reopen the form and in the Due date field set the date to the 21st of July 2016 or
earlier, you will notice that after tabbing out of this field, the Trainings section will be
displayed. Otherwise, this section will remain hidden.

Displaying a field

You can also display a certain field, provided that specific requirements are met. In this
example, it is assumed that the employees who have completed the training at level 2 will be
able to apply for the certification exam.To do so:
1. In the Attribute field, select form(FORM).
2. Click Add.
3. In the Rule based on column, select Level (TRAININGS).
4. In the Operator column, select equal to.
5. In the Enter value column, enter the value 2.
6. In the Affected part column, select Field.
7. In the Affected name column, select Certificate (TRAININGS).
8. Click Save.

If you now reopen the form and in the Level field available on the Trainings tab enter the 2
value, you will notice that after tabbing out of this field, the Certificate check box will be
displayed.

18 Unit4 Business World On!

 Using the dynamic layout with workflow
The Form dynamic layout window (TCR039) can be used in the workflow process, for
example if you wish to accept or reject the new salary for one of your employees. To learn
more about the workflow process, refer to the Workflow reference manual.

Setup
To be able to use the Form dynamic layout window (TCR039) in the workflow, you have to
create a new attribute. Therefore, open the Attributes window (TGL004).
1. Add a new attribute.
2. In the ID column, enter: TST.
3. In the Attribute and Description columns, enter: salary_wf.
4. In the Type column, select Alphanumeric.
5. In the Field column, select Free.
6. In the Length column, set the 12 value.
7. In the Maintenance column, select Automatic.
8. Select the check boxes in the W, MF, and Form columns.
9. In the Status column, select Active.
10. Click Save.

Defining Flexi-field groups

Once you have set up a new attribute, open the Flexi-field group definition window (TAG060).
1. Create a flexi-field group definition called EMPLOYEE_DET.
2. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

3. Click Save.
4. Create a new flexi-field group definition called EMPLOYEE_SAL.
5. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

6. Click Save.
7. Create a new flexi-field group definition called APPROVAL.

Unit4 Business World On! 19

 8. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

9. Click Save.

Connecting flexi-fields to the attribute

Once you have set up flexi-field group definition details, click the Link flexi-field group to
attribute button. A new window will open.
1. In the Attribute field, select salary_WF (SALARY_WF).
2. Connect the TST attribute to the flexi-field groups as displayed below simply by adding
them. Note that some columns have been hidden and you should leave them as they are.

Now you need to grant access rights to the menu item by using the Menu access window
(XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms/Form administration and
select SALARY WF.
3. In the Menu items section, navigate to Root/Common/Forms/Form approval and select
SALARY WF.
4. In the Roles and users section, select the appropriate user/role (for example: SYSEN)
and click the arrow button to move it to the Access section.
5. Make sure that the Create (C) Read (R) Update (U) and Delete (D) permissions are set.
6. Click Save.

Now you need to grant access rights to the menu item for another user also by using the Menu
access window (XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms/Form approval and select
SALARY WF.
3. In the Roles and users section, select the appropriate user/role (for example: Fred) and
click the arrow button to move it to the Access section.

Once you have granted the menu access to appropriate users/roles, you have to set up work
items in the workflow process. To do so:

20 Unit4 Business World On!

 1. Open the Element types window (TWF032).
2. In the Element type field, enter salary_wf (TST).
3. Click Save. The element type salary_WF (TST) can be used in the workflow process.

Now open the Details tab and enter the following data as it is presented in the figure below.
Note that some columns have been hidden and you should leave them as they are. After
entering all the necessary data, click Save.

Once you have set details for the element types, go to the Distribution rules window
(TWF036). You need to create a new rule. To do so:
1. Click New.
2. In the Rule group field, enter AllgoesToFred.
3. Set the priority to 1 in the Rules section.
4. In the Description field, enter the appropriate description.
5. In the Date from and Date to fields set the appropriate dates.
6. Set the status to Active.
7. Enter the value 1 in the first column available in the Routing section.
8. In the Find recipient column, select From list.
9. In the Recipient column, enter FRED.

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 10. In the Sequence column, enter the value 1.
11. Click Save.

Once the distribution rules are set, go to the Process definition window (XWF100).

Creating the process definition

1. Go to Process definitions/Forms
2. Add a new process to the Forms folder by selecting Add process.
3. In the Name field, enter Application_wf.
4. In the Element type section, select salary_WF (TST) and click the arrow button to move it
to the Selected section.
5. Click Add.

Adding the Set Status to Closed system step.

1. Drag and drop the system step icon.
2. Change its name to Set Status to Closed.
3. In Shape details, set the value under the Function column to Set status to closed.
4. Add a user step above the Set Status to Closed system step to the process.
5. Name the user step Application approval.
6. In Shape details, set the Rule group to AllgoesToFred.
7. In Usage, select Form approval under the Screen column.
8. Switch to the Actions tab.
9. From the Actions tab, select Approve, Inform, Reject and click the arrow button to move
it to the Selected section. The workflow process should look in the following way:

22 Unit4 Business World On!

Adding more elements to the workflow process.
1. Place an OR-split under the Application approval user step.
2. Place another user step to the right of the Application approval user step.
3. Change the name of the user step to Application corrections.
4. Connect the OR-split with the Application corrections step by dragging and dropping the
Application approval user step on the OR-split.
5. Click the outgoing line from the Else rectangle.
6. Set the branch type to If.
7. In the If rectangle, under the Recipient in next step section, select the Workflow initiator
option.
8. Change the name of the New split criteria to Reject.
9. Connect the OR-split with the Set status to closed system step.The workflow process
should look in the following way:

Unit4 Business World On! 23

Setting the split criteria
1. Click the New split criteria rectangle.
2. Change its name to Approve.
3. Under the Recipient in next step section, select the According to rule group from next
step option.
4. Set the branch type to Else.

Specifying the Application corrections system step

1. Select the Application corrections system step.
2. In the Step setup tab, under Rule group, select No rules (manual distribution).
3. In Usage, select Form approval under the Screen column.
4. Switch to the Actions tab.
5. From Actions, select Approve and click the arrow button to move it to the Selected sec-
tion.
6. Connect the Application approval system step with Application corrections by dragging
and dropping Application approval onto Application corrections.
7. Click Activate to initialize the workflow process.
8. Enter the appropriate description in the pop-up.

The workflow definition process should look in the following way:

24 Unit4 Business World On!

Setting dynamic layout rules

Once the workflow process has been initialized, go to the Form dynamic layout window
(TCR039). Create the following rules for the salary_WF (SALARY_WF). Select the following
for the first rule:
1. In the Rule based on column, select Pay rise in % (EMPLOYEE_SAL).
2. In the Operator column, select greater than.
3. In the Enter value column, click the button and type in 10.
4. In the Affected part column, select Tab.
5. In the Affected name column, enter Approval.

For the second rule, select the following:

1. In the Rule based on column, select Current salary (EMPLOYEE_SAL).
2. In the Operator column, select greater than or equal to.
3. In the Enter value column, click the button and type in 8.125.
4. In the Affected part column, select Field.
5. In the Affected name column, enter New salary (EMPLOYEE_SAL).

Unit4 Business World On! 25

 Once both the rules have been set, click Save.

Creating the form menu item

Now go to the Form administration window (TCR022) and perform the following steps:
1. In the Form field, select SALARY_WF.
2. In the Form ID field, enter salary_wf.
3. In the Form description field, enter the appropriate description for this form.
4. Click Submit form to send it to the workflow.
5. Click Create menu to create a form that will be accessible via menu.
6. In the Create menu pop-up enter the form's title, for example: salary_wf.
7. Click OK.

Now you need to grant access rights to the menu item for another user by using the Menu
access window (XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms and select Salary wf.
3. In the Roles and users section, select the appropriate user/role (for example: SYSEN)
and click the arrow button to move it to the Access section.
4. Make sure that the Create (C) Read (R) Update (U) and Delete (D) permissions are set.
5. Click Save.
6. Once you log in again to the system, the new menu item will be visible under Com-
mon/Forms.

Entering data into the form

1. In the Form ID field, select SALARY_WF.
2. In the Form description field, enter the appropriate description.
3. In the newly created form, switch to the Employee_sal tab.
4. Click the Current salary field.
5. If the entered value is greater than or equal to 8,125 the New salary field will become avail-
able.
6. Enter the new salary after the pay rise in the New salary field.
7. Subsequently, enter the percentage point after the pay rise in the Pay rise in % field.
8. If the entered value is greater than 10, an additional tab called Approval will become avail-
able where a person responsible for the pay rise has to enter its details.

26 Unit4 Business World On!

 Use cases

Project request

Setup
l New projects are requested before the Project master file is created.
l The numbering of the new project is based on auto numbering.
l An existing project can be used as a template to default the following ones:
o Project type
o Project manager
o Date from
o Date to
o Cost Centre
o Vertical
o Currency
o Invoice rule

Unit4 Business World On! 27

 l The project can be either for a new or for an existing customer. The check box state
determines what section is shown:
o Customer ID of an existing customer.

or
o Customer information of a new customer (name, address, place, zip code, country).

l The invoice information section is also defaulted based on a project template, if a project is
chosen.
l The work breakdown structure allows you to enter new work orders for the project. All
other key values should be inherited from the project.
l Any additional information has to be entered manually.
l When the project request form is submitted to a workflow, it will create a new project and
its two work orders.
l Some mandatory project information is defaulted in the Service call function setup win-
dow.

Project request sample form

The example of project request form is presented below:

28 Unit4 Business World On!

Form configuration

Flexi-field definitions: PCB - Project request 001

Attribute Vertical (ZP04)

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 Attribute values

Attribute Description Value Period Period Status

value from to

V006 Architecture, engineering & construction 0.00 0 209999 Active

V012 Banking 0.00 0 209999 Active

V013 Financial leasing 0.00 0 209999 Active

V014 Insurance and intermediary services 0.00 0 209999 Active

V015 Broking & fund management 0.00 0 209999 Active

V016 Pensions 0.00 0 209999 Active

V017 Media, advertising and publishing 0.00 0 209999 Active

V018 Consulting services 0.00 0 209999 Active

V019 IT services 0.00 0 209999 Active

V020 Accounting and auditing 0.00 0 209999 Active

V021 Research 0.00 0 209999 Active

V022 Property management and other real 0.00 0 209999 Active

estate activities

V023 Other business services 0.00 0 209999 Active

V025 Local government 0.00 0 209999 Active

V029 Higher education 0.00 0 209999 Active

V030 Further education 0.00 0 209999 Active

V032 Charities and non-profitable organisations 0.00 0 209999 Active

V033 Membership organisations 0.00 0 209999 Active

30 Unit4 Business World On!

Flexi-field definitions: PCB - Project request 002

Flexi-field definitions: PCB - Project request 003

Flexi-field definitions: PCB - Project request 004

Flexi-field definitions: PCB - Project request 005

Flexi-field definitions: PCB - Project request 006 WBS

Unit4 Business World On! 31

 Flexi-field definitions: PCB - Project request 007

Creating a form attribute (Z001) for the project creation

Linking flexi-fields to the form attribute (PROREQFORM)

Granting access to the form

32 Unit4 Business World On!

Unit4 Business World On! 33
 Creating form as a separate menu item

34 Unit4 Business World On!

Granting access to the Form menu item

Creating auto-numbering for the form

Auto-numbering on PROJECT has to be created to populate the project ID in the web

service call.

Creating element types

Unit4 Business World On! 35

 Configuring Service Call function setup (TWF260) window

36 Unit4 Business World On!

Configuring Service Call function setup (TWF260) window - element mapping for
PCBPROJECT

Desktop client - join table

Join tables from agldimvalue to afxpcbproreq006.

Unit4 Business World On! 37

 Default data into form - PROREQFORM

Form dynamic layout - PROREQFORM

38 Unit4 Business World On!

 Supplier request

Simple Supplier registration sample

The following image presents the complete simple supplier registration form.

Form configuration

Creating the SUPPCREAT attribute

In the Attributes window (TGL004) create the SUPPCREAT attribute with the ZSC identifier.

Creating the flexi-field group SUPPDETAILS

l In the Flexi-field group definition (TAG060) window, create the following flexi-field group:
SUPPDETAILS ("Supplier details")

Unit4 Business World On! 39

 l SUPPADDRESS ("Address details")

l SUPPPAYMENT ("Payment details")

Assign default values for Payment terms, Currency and Payment method by using
the Default value button.

l SUPPBACS (“BACS Payment details”)

40 Unit4 Business World On!

Assigning values
l Define a list of available values for the Payment method by using the Validation button.

Linking flexi-field groups to the attribute

Link all created flexi-field groups to the ZSC:SUPPCREAT attribute.

Defining dynamic layout rule

In the Form dynamic layout (TCR039) window, set the dynamic layout rule as it is presented
below.

Defining auto-numbering

In the Auto-numbering (TAG061) window, define the auto-numbering rule for the
ZSC:SUPPCREAT attribute.

Unit4 Business World On! 41

 In the Form administration (TCR022) window, select the ZSC: SUPPCREAT attribute in the
Form field. Click the Create menu and set up a menu item dedicated to this form.

In the Window Options (TAG100) window, hide the Form description field for the newly created
menu item and assign a default value to it.

42 Unit4 Business World On!

Subsequently, distribute these settings to companies/users you like. You can also hide the
entire form header section.

Granting menu access

Grant access to:
l Common, Forms, Form administration, SUPPCREAT and all subsections,
l Common, Forms, Form approval, SUPPCREAT and all subsections
l Common, Forms, Simple Supplier registration and all subsections

Setting the item in the menu

In the Custom menu items (TCR028) window, place the Simple Supplier registration menu
item under Accounting, Accounts Payable, Supplier information. To do so, press right-click
over the target item.

Unit4 Business World On! 43

 Setting Auto-numbering

In the Auto-numbering (TAG061) window, enable auto-numbering on the Supplier master file.

In the Element types (TWF032) window, create the Supplier registration form element type.
Enter its name in the Element type field and click Save.

Subsequently, in the Details tab, mark selected element type properties to be visible in the
Task list and Item details columns as it is presented in the image below.

44 Unit4 Business World On!

Creating service call function setup
Create service call setup for Supplier registration form.

Then, map element type properties to parameters as it is displayed in the figure below.

Unit4 Business World On! 45

 Desktop client - granting access

Granting access to supplier web service

In the Desktop client, use the Menu-based access (AG68) window to grant access to Supplier
web service.

46 Unit4 Business World On!

Clear the web service cache by entering in the browser a URL to the “Service.svc” file
followed by “?FlushCache”.

Adding a new process definition

In the Process definition (XWF100) window, create a new process called Supplier registration
form.

Unit4 Business World On! 47

48 Unit4 Business World On!
Workflow configuration
1. Add the following form approval user step in the Process definition (XWF100) window.

2. Define step actions as it is presented in the figure below.

3. Add an OR-split node with the Rejected leg defined as Based on action in the previous
step: Reject and Accepted leg defined as Else.

Unit4 Business World On! 49

 4. Add the form correction step and link it to the Rejected leg of the OR-split.

with step actions as displayed in the figure below:

50 Unit4 Business World On!

5. In the Process definition (XWF100) window, add a system step called Create Supplier
master file and link it to the Approved leg of the OR split. Subsequently, select the
Create Supplier function for this step.

6. Then, add the OR split node linked to the Create Supplier master file system step with
Success leg defined as (using OR-split function) Successful HTTP response like true
and Failure leg defined as Else:

Unit4 Business World On! 51

 7. Subsequently, add a new system step called Close the form with selected function Set
status to closed and link it to the Success leg of the OR-split as presented below:

8. Finally, save the process definition, validate and activate it.

52 Unit4 Business World On!

 Contractual change form

Contractual change form sample

The sample Resource tab is displayed below.

Resources tab

Employments tab

Current employments section contains the employments of the resource. You are able to
modify the date to field of the current employment by choosing a new date to then and clicking
on the Amend check box.

The employment details, paystep, position status and relations sections are used for entering
the new employment.

Unit4 Business World On! 53

Setup

Creating attributes
DYNAMICFORM

CHREASON

54 Unit4 Business World On!

Creating flexi-field group definitions
RESOURCE

CCREQUEST

Default value for Requested by field

Unit4 Business World On! 55

 Validation for the type of request field.

EMPLOYMENTC

EMPLOYMENT

56 Unit4 Business World On!

PAYSTEP

POSSTATUS

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 EMPLOYMENTRE

Linking flexi-field group to attribute

Entering values into the Default data into form window

58 Unit4 Business World On!

Setting menu access

Granting access to the form and tabs

Enable access to the following windows:

Common, Forms, Form administration

Common, Forms, Form approval

Unit4 Business World On! 59

 Using the Join window on the Desktop client
You are able to access the window by going to Settings, Data model,Data model and clicking
New join.

Entering data into the element types window

60 Unit4 Business World On!

Unit4 Business World On! 61
 Entering data into the Service call function setup window

Create Employment

The Element type mapping tab of the Service call function setup window is displayed below.

62 Unit4 Business World On!

In the Menu-based access (AG68) window, grant access to the web service.

Unit4 Business World On! 63

64 Unit4 Business World On!
Update Employment

Unit4 Business World On! 65

 Setting up process definition window
In the Process definition (XWF100) window,create a new process called Resource contract
change.

66 Unit4 Business World On!

Configuring Workflow
Adding the Application Approval user step.

Adding the Application Correction user step.

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 Adding OR split node.

Adding the Close previous employment system step.

68 Unit4 Business World On!

Adding the Set status to closed system step.

Unit4 Business World On! 69

 Mass changing of complaint date

About
This use case describes how to change the complaint date, complaint code and reminder
level for selected open items at the same time in one step.

Setup

Set up as visible the Change data button

1. Open the window options from the Maintenance of open items (TCU005) window.
2. Select Visible for the Change data button.
3. Set up Window options distribution.
4. Save the window.
5. Close it and open again.

Select customer and open items for changing

1. Open the window options from the Maintenance of open items (TCU005) window and
select Customer.
2. You can use additional selection criteria (A).
3. Mark open items (B).
4. Click the Change data button (C).

70 Unit4 Business World On!

Enter new data and save
1. Set up a new data: Complaint date, Complaint code and Reminder level (A).
2. If you want, you can add a new action to open items or customer (B).
3. Click OK.
4. The system shows how many open items have been changed (C).
5. Clik Save in the Maintenance of open items (TCU005) window. System saves all new
data.

Unit4 Business World On! 71

 Workflow approval process for user information and a roles connection (access)

The target FORM

A - entered by the user
B - set up by the system

72 Unit4 Business World On!

 A - entered by the user
B - set up by the system

Create an attribute
1. Create a new attribute: UMG in the Attributes (TGL004) window.
2. Check M, W and Form.

Create flexi-field group definitions

Create the following flexi-field group definitions:

l USRINFO (User info) - 1st tab.
l ROLECLIENT (Client role) - 3rd tab: client field.
l ROLECLIENT2 (Client role) - 3rd tab: list of roles.
l USXROLE (Existing roles) - 3rd tab list of existing roles.

Unit4 Business World On! 73

Link flexi-field group to attribute (TCR037) window
1. Enter the UMG attribute created in step 1.
2. Link all flexi-fields created in step 2.

74 Unit4 Business World On!

Mapping objects and flexi-fields
1. Open the Default data into forms (TCR040) window.
2. Enter the UMG attribute created in step 1.
3. Map flexi-fields created in step 2 with the following objects:
l Roles
l User contact information
l Users

Configuring the element types (TWF032) window

l As element type, load and save the attribute (UMG) created in step 1.
l In the Details tab, check the desired data in the Task list and Item details, to be able to
check the workflow enquiry later.

Unit4 Business World On! 75

 Creating Web service accounts
1. Create a new service account for RESTful web services.
2. Authentication type:
a. Basic authentication
b. OAuth 2.0 Client Credentials Flow

76 Unit4 Business World On!

Creating Service call function setup (TWF260)
1. Set up the the basic information about the function (A).
2. Set up the service type, service and operation (B).
3. Set up the handling method and authentication account (C).
4. Set up element types (D).

5. Set up the mapping between request and element type.

6. In this case, you set up two patches: for remove (A) and add (B) roles.

Unit4 Business World On! 77

 Create the workflow process
1. Create a new process definition.
2. Add a system step with a function connected to a service call.
3. Add an OR split with a new fuction: Successful HTTP response.

78 Unit4 Business World On!

Unit4 Business World On! 79
 Filling and approving the form
1. Fill the form USERMGT
2. System sets up fields connected with the objects:
l Email (A)
l Roles: available, existing (B).

80 Unit4 Business World On!

User master file:
l Email (A).
l Roles: available, existing (B).

Form:

User master file:

Form:

User master file

Unit4 Business World On! 81

 Approving substitutes and supervisor rules through workflow

Filling in the form and submitting for approval

1. Open the Form administration (TCR022) window.
2. In the Form field enter: SSApproval.
3. Select a user.
4. Assign the user as supervisor.
5. Select the valid period for the Supervisor.
6. Select a user to be a substitute.
7. Submit the form.

82 Unit4 Business World On!

Approving the form
1. Open the Form approval (TCR023) window.
2. Open the Task management (XWF001) window.
3. Look for the form to be approved.
4. Approve or reject the form.

Unit4 Business World On! 83

New substitute and supervisor rules created in Unit4 Business World On!
1. Open the Supervisor setup (TWF035) window.
2. Check that the supervisor rule has been created.
3. The supervisor rule is called like the name of the user entered in the form.

4. Open the Administer workflow substitutes (TWF033) window.

5. Check that the Substitute rule has been created.
6. The rule is called like the name of the user entered in the form, so that, the scenario gets
closer to M4 functionality.

84 Unit4 Business World On!

Unit4 Business World On! 85
Creating a setup for substitute and supervisor approval

Creating an attribute
1. Open the Attributes (TGL004) window.
2. Create a new attribute: SSAPROVAL.
3. Check the following fields: M, W and Form.

Creating a browser template in the Desktop client

1. Open the User master file enquiries (AG70) window.
2. Press right-click to open the browser.
3. Add the Flag field.

86 Unit4 Business World On!

4. Add the expression for Bflag Workflow Active in User master file (see the 1st point in the
Limitations section).

5. Delete or remove unused fields.

6. Reorganize and sort fields.
7. In the Search tab, add Client, Status and the expression Workflow Active created.
8. Include the values for each column: $Client, N, 1 as it is presented in one the figures
below.

Unit4 Business World On! 87

 9. From the File menu, select the Save as option.
10. Select User defined System Browser Template and click OK.
11. In the Description field of the window that appears, enter Users with workflow active.
12. A message is displayed.

88 Unit4 Business World On!

Creating a flexi-field group definition
1. Open the Flexi-field group definition (TAG060) window.
2. Create the following flexi-fields: User Authorities (1), Supervisor (2) and Substitutes (3).
3. Set the user as the attribute data type.
4. Enter the value lookup value created in the previous step.

Linking flexi-field group to an attribute

1. Open the Link flexi-field group to attribute (TCR037) window.
2. Enter SSAPROVAL in the Attribute field.
3. Link the flexi-fields displayed in the figure below that were created in step 3.

Unit4 Business World On! 89

 Designing the form
1. Open the Flexi-field layout design (TCR012) window.
2. For the previously created attribute, for instance, the form, set the value in the Display
type column of every flexi- field to Text box. Note that this will cancel the type ahead func-
tionality in the field (see the 2nd point in the Limitations section).

90 Unit4 Business World On!

Granting access to the form
1. Open the Menu access (XAG003) window.
2. Grant access to the desired roles/users to the form created:
l Form, Attribute to test flexi-fields, SSAPROVAL
l Common, Forms, Form administration, SSAPROVAL
l Common, Forms, Form approval, SSAPROVAL

Creating an element type (TWF032)

1. As an element type, load and save the SSA attribute.
2. In the Details tab, check the desired data in the Task list and Item details, to be able to
check the workflow enquiry later.

If you check here any field from the form, but when you fill it in and you leave this field
empty, the form approval window will be shown empty as well.

Unit4 Business World On! 91

 Creating functions
1. Open the Service call function setup (TAG200) window.
2. Set the REST service to WFSupervisorRule.
3. Select PUT as the operation.
4. Enter the service account for authentication (TAG200).

5. In the Service call function setup (TAG200) window, switch to the Element type mapping
tab (see the 4th point in the Limitations section for more information).

92 Unit4 Business World On!

 6. Map the fields with the Supervisor Rule fields.

The following image presents the object and its connections.

Unit4 Business World On! 93

 The following images present how the Supervisor setup window utilizes the JSON file:

94 Unit4 Business World On!

JSON:

7. Open the Service call function setup (TAG200) window.

8. In the Lookup field, enter SUBSTITUTE.
9. Set the value in the Service field to WFSupervisorRule.
10. Select PUT as the operation.

Unit4 Business World On! 95

 11. Enter the service account for authentication (TAG200).

12. In the Element type mapping tab, map the flexi-fields with the object Substitute Rule
fields.

96 Unit4 Business World On!

The following image presents the object and its connections.

The following images present how the Administer workflow substitutes (TWF033) window
utilises the JSON file:

Unit4 Business World On! 97

 JSON:

98 Unit4 Business World On!

Creating a workflow process
1. Open the Process definition (XWF100) window.
2. Create a workflow process with our form as an element type.
3. Include a User approval step.
4. Include 3 System steps after the approval branch of a decision step:
l 1st with the function created to call the Subsititute API
l 2nd with the function created to call the Supervisor API.
l 3rd to set the status of the form to close to avoid modifications after approved.

Assumptions
1. The common parameter REST_API_URL is configured with the right value in the envir-
onment or system.

2. The Awfprocservconnector table stores the functions created through Service Call Func-
tion setup (TWF260) window. This step is just to confirm that the URLs have been set
properly once we have created the functions.

Unit4 Business World On! 99

 Limitations
1. Browser template created to filter users with workflow active: the enquiry expression is
based on the current number of flags from the bflag column of the aaguser table. It should
be recalculated in case of changes in future releases.

Bflag expression for flag workflow active (4):

@bflag=4|@bflag=5|@bflag=6|@bflag=7|@bflag=12|@bflag=13|@bflag=14|
@bflag=15|@bflag=20|@bflag=21|@bflag=22|@bflag=23|@bflag=28|@bflag
=29|@bflag=30|@bflag=31|

2. In the form, the browser template allows filtering users with workflow active, but this
does not prevent users to enter manually a wrong value. In that case, the form may be
submitted, but the rule will not be created.
3. In the case of Substitute rule, this scenario creates new Rules, but is not assigning the
substitute to the user This may be done in Unit4 Business World On!: Assign Sub-
stitutes/ Activate your substitutes (TWF012) window:

100 Unit4 Business World On!

4. The form is intended to select a user as a substitute/ supervisor of another user. There-
fore, rules based for example in roles, in element types or in attributes are out of this
scope.

Unit4 Business World On! 101

 Setup for creating attribute value of Cost Centre

Creating an Attribute

Creating a Flexi-field group definition

Linking Flexi-field group to attribute

Section name: Cost centre value

102 Unit4 Business World On!

Granting menu access
Form administration

Form approval

Configuring element types

Unit4 Business World On! 103

Configuring service call function setup window

Configuring the process definition

104 Unit4 Business World On!

Unit4 Business World On! 105
106 Unit4 Business World On!
 Default data info form
Purpose
You use this window to automatically fill out the fields in a form based on data from objects.
Important information:
l The used objects are marked in the following way: * OBJECT_TITLE (Used).
l In the Default from section, you are able to map 2 or more flexi-fields to a single object
field.
l This window is company-specific.
l If the object is of the transactional type, additional options are displayed in the Transaction
state section. The option names and their number depend on the given object. Depending
on the selected option, the data will be defaulted only from the selected transactional
state. You have to select at least one option, otherwise an error is displayed.

Example 1

Setup
To be able to use the Default data into form window (TCR040), you have to create a new
attribute. Therefore, open the Attributes window (TGL004).
1. Add a new attribute.
2. In the ID column, enter: ICF.
3. In the Attribute column, enter: DYNAMICFORM.
4. In the Description column, enter: In Context Form.
5. In the Type column, select Alphanumeric.
6. In the Field column, select Free.
7. In the Length column, set the 12 value.
8. In the Maintenance column, select Automatic.
9. Select the check boxes in the W, MF and Form columns.
10. In the Status column, select Active.
11. Click Save.

Once you have set up a new attribute, open the Flexi-field group definition window (TAG060).
1. Create a flexi-field group definition called RESOURCE.
2. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

3. Click Save.

Once you have set up flexi-field group definition details, click the Link flexi-field group to
attribute button. A new window will open.

Unit4 Business World On! 107

 1. In the Attribute field, select In Context Form (DYNAMICFORM).
2. Connect the FORM attribute to the flexi-field groups as displayed below simply by adding
them. Note that some columns have been hidden and you should leave them as they are.

3. Click Save.

Entering default data

1. Open the Link Flexi-field to attribute window (TCR037).
2. In the Attribute field, enter ICF.
3. Tab out of the field.
4. Click the Default data into form button. The Default data into form (TCR040) window
opens.
5. In the Object field, select the object that will be used as the basis for defaulting (here:
Employees).
6. Fill out the fields in the window as it is displayed below.

7. Click Save.

Creating a form with the defaulting mechanism

Once you have connected flexi-field groups, go to the Form administration window (TCR022).
1. In the Form field, enter the attribute's ID (here: DYNAMICFORM).
2. In the Form ID field, enter the ID of the form.
3. In the Form description field, enter the appropriate description for this form.
4. Click Submit form and then Create menu.
5. The Create menu pop-up window appears.
6. In the Enter menu title field, provide the name that will be displayed in the Business World
On! menu (for example: My form).

After creating the menu item, you need to give access rights to it by using the Menu access
window (XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms and select My form.

108 Unit4 Business World On!

 3. In the Roles and users section, select the appropriate user/role and click the arrow button
to move it to the Access section.
4. Make sure that the Create (C) Read (R) Update (U) and Delete (D) permissions are set.
5. Click Save.

The form will be displayed in the Business World On! menu under Common/Forms in the
Menu items the next time you log into the application.

Using the form with the defaulting mechanism

The created form should contain the following sections: Resource and Training. The
defaulting mechanism has been applied on the Lookup field on the Resource tab.
1. Enter the name/surname or ID of the resource in the Lookup field.
2. Tab out of the field.
3. The First name and Surname fields are automatically filled out.

Example 2

Setup
To be able to use the Default data into form window (TCR040), you have to create a new
attribute. Therefore, open the Attributes window (TGL004).
1. Add a new attribute.
2. In the ID column, enter: GS12.
3. In the Attribute column, enter: GS12.
4. In the Description column, enter: Absences.
5. In the Type column, select Alphanumeric.
6. In the Field column, select Free.
7. In the Length column, set the 12 value.
8. In the Maintenance column, select Automatic.
9. Select the check boxes in the M and Form columns.
10. In the Status column, select Active.
11. Click Save.

Once you have set up a new attribute, open the Flexi-field group definition window (TAG060).
1. Create the following flexi-field group definition: GABSENCES.
2. Add new rows to the Flexi-field group definition details section as it is displayed below.
Note that some columns have been hidden and you should leave them as they are. Addi-
tionally, make sure that the value in the View format field is set to Table.

3. Click Save.

Unit4 Business World On! 109

 4. Create another flexi-field group definition: GEMPLOYEE.
5. Add new rows to the Flexi-field group definition details section as it is displayed below.
Note that some columns have been hidden and you should leave them as they are.

6. Click Save.
7. Create another flexi-field group definition: GUSERS.
8. Add new rows to the Flexi-field group definition details section as it is displayed below.
Note that some columns have been hidden and you should leave them as they are.

9. Click Save.

Once you have set up flexi-field group definition details, click the Link flexi-field group to
attribute button. A new window will open.
1. In the Attribute field, enter GS12.
2. Connect the GS12 attribute to the flexi-field groups as displayed below simply by adding
them. Note that some columns have been hidden and you should leave them as they are.

3. Click Save.

Entering default data

1. In the Link Flexi-field to attribute window (TCR037), click the Default data into form but-
ton. The Default data into form (TCR040) window opens.
2. In Object field, select the object that will be used as the basis for defaulting. In this
example, the following objects are used: Absences, Employees and Users.
3. Fill out the fields in the window for each object as it is displayed below. The objects are
presented in the alphabetical order.

110 Unit4 Business World On!

ABSENCES:

EMPLOYEES:

USERS:

Creating a form with the defaulting mechanism

Once you have connected flexi-field groups, go to the Form administration window (TCR022).
1. In the Form field, enter the attribute's ID (here: GS12).
2. In the Form ID field, enter the ID of the form.
3. In the Form description field, enter the appropriate description for this form.
4. Click Submit form and then Create menu.
5. The Create menu pop-up window appears.
6. In the Enter menu title field, provide the name that will be displayed in the Business World
On! menu (for example: Absences).

After creating the menu item, you need to give access rights to it by using the Menu access
window (XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms and select Absences.

Unit4 Business World On! 111

 3. In the Roles and users section, select the appropriate user/role and click the arrow button
to move it to the Access section.
4. Make sure that the Create (C) Read (R) Update (U) and Delete (D) permissions are set.
5. Click Save.

The form will be displayed in the Business World On! menu under Common/Forms in the
Menu items the next time you log into the application.

Using the form with the defaulting mechanism

The created form should contain the following sections: Employee and Users. The defaulting
mechanism has been applied on:

l The Person Id and Company fields on the Employee tab.

l The Users Id field on the Users tab.

To view the defaulting mechanism on the Employee tab, do the following:

1. Enter the resource number or name in the Person Id field.
2. Tab out of the field.
3. The Absences section is automatically filled out with such information as absence dates,
absence codes and absence hours.
4. Enter the value in the Company field, for example EN.
5. The Overtime check box and Employed since fields are automatically filled with data.

To view the defaulting mechanism only on the Users tab, first you have to provide a new value
in the Form ID and Form description fields of the form. Subsequently do the following:
1. Go to the Users tab.
2. Enter the value in the User Id field, for example 610.
3. The Company connection and Role valid from fields are automatically filled with data.

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 Using the defaulting mechanism with workflow
The Default data into form window (TCR040) can be used in the workflow process, for
example, if you wish to apply a defaulting mechanism on a form related to the application that
can be used by an employee to apply for a training. To learn more about the workflow process,
refer to the Workflow reference manual.

Setup
To be able to use the Default data into form window (TCR040) in the workflow, you have to
create a new attribute. Therefore, open the Attributes window (TGL004).
1. Add a new attribute.
2. In the ID column, enter: SA.
3. In the Attribute column enter: APPLICATION.
4. In the Description column, enter: Scholarship Application.
5. In the Type column, select Alphanumeric.
6. In the Field column, select Free.
7. In the Length column, set the 12 value.
8. In the Maintenance column, select Automatic.
9. Select the check boxes in the M, W, MF and Form columns.
10. In the Status column, select Active.
11. Click Save.

Defining Flexi-field groups

Once you have set up a new attribute, open the Flexi-field group definition window (TAG060).
1. Create a flexi-field group definition called FORM1.
2. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

3. Click Save.
4. Create a new flexi-field group definition called FORM2.
5. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

6. Click Save.

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 7. Create a new flexi-field group definition called FORM3.
8. Add new rows to the Flexi-field group definition details section as it is presented below.
Note that some columns have been hidden and you should leave them as they are.

9. Click Save.

Connecting flexi-fields to the attribute

Once you have set up flexi-field group definition details, click the Link flexi-field group to
attribute button. A new window will open.
1. In the Attribute field, select Scholarship Application (Application).
2. Connect the SA attribute to the flexi-field groups as displayed below simply by adding
them. Note that some columns have been hidden and you should leave them as they are.

Once you have connected flexi-field groups, go to the Form administration window (TCR022).
1. In the Form field, enter the attribute's ID (here: Application).
2. In the Form ID field, enter the ID of the form.
3. In the Form description field, enter the appropriate description for this form.
4. Click Submit form and then Create menu.
5. The Create menu pop-up window appears.
6. In the Enter menu title field, provide the name that will be displayed in the Business World
On! menu (for example: Application).

The form will be displayed in the Business World On! menu under Common/Forms in the
Menu items the next time you log into the application.

Now you need to grant access rights to the menu item by using the Menu access window
(XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms/Form administration and
select Application.
3. In the Menu items section, navigate to Root/Common/Forms/Form approval and select
Application.
4. In the Roles and users section, select the appropriate user/role (for example: SYSEN)
and click the arrow button to move it to the Access section.

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 5. Make sure that the Create (C) Read (R) Update (U) and Delete (D) permissions are set.
6. Click Save.

Now you need to grant access rights to the menu item for another user also by using the Menu
access window (XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms/Form approval and select
Application.
3. In the Roles and users section, select the appropriate user/role (for example: Fred) and
click the arrow button to move it to the Access section.

Once you have granted the menu access to appropriate users/roles, you have to set up work
items in the workflow process. To do so:
1. Open the Element types window (TWF032).
2. In the Element type field, enter Scholarship Application (SA).
3. Click Save. The element type Scholarship Application (SA) can be used in the workflow
process.

Now open the Details tab and enter the following data as it is presented in the figure below.
Note that some columns have been hidden and you should leave them as they are. Note that
only the checked items are displayed in the Item details column. After entering all the
necessary data, click Save.

Once you have set details for the element types, go to the Distribution rules window
(TWF036). You need to create a new rule. To do so:
1. Click New.
2. In the Rule group field, enter AllgoesToFred.
3. Set the priority to 1 in the Rules section.
4. In the Description field, enter the appropriate description.
5. In the Date from and Date to fields set the appropriate dates.
6. Set the status to Active.
7. Enter the value 1 in the first column available in the Routing section.
8. In the Find recipient column, select From list.
9. In the Recipient column, enter FRED.
10. In the Sequence column, enter the value 1.
11. Click Save.

Once the distribution rules are set, go to the Process definition window (XWF100).

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 Creating the process definition
1. Go to Process definitions/Forms
2. Add a new process to the Forms folder by selecting Add process.
3. In the Name field, enter Application_employee_wf.
4. In the Element type section, select Scholarship application (SA) and click the arrow but-
ton to move it to the Selected section.
5. Click Add.

Adding the Set Status to Closed system step

1. Drag and drop the system step icon.
2. Change its name to Set Status to Closed.
3. In Shape details, set the value under the Function column to Set status to closed.
4. Add a user step above the Set Status to Closed system step to the process.
5. Name the user step: Application approval.
6. In Shape details, set the Rule group to AllgoesToFred.
7. In Usage, select Form approval under the Screen column.
8. Switch to the Actions tab.
9. From the Actions tab, select Approve, Inform, Reject and click the arrow button to move
it to the Selected section. The workflow process should look in the following way:

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Adding more elements to the workflow process.
1. Place an OR-split under the Application approval user step.
2. Place another user step to the right of the Application approval user step.
3. Change the name of the user step to Application corrections.
4. Connect the OR-split with the Application corrections step by dragging and dropping the
Application approval user step on the OR-split.
5. Click the outgoing line from the Else rectangle.
6. Set the branch type to If.
7. In the If rectangle, under the Recipient in next step section, select the Workflow initiator
option.
8. Change the name of the New split criteria to Reject.
9. Connect the OR-split with the Set status to closed system step.The workflow process
should look in the following way:

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Setting the split criteria
1. Click the New split criteria rectangle.
2. Change its name to Approve.
3. Under the Recipient in next step section, select the According to rule group from next
step option.
4. Set the branch type to Else.

Specifying the Application corrections system step

1. Select the Application corrections system step.
2. In the Step setup tab, under Rule group, select No rules (manual distribution).
3. In Usage, select Form approval under the Screen column.
4. Switch to the Actions tab.
5. From Actions, select Approve and click the arrow button to move it to the Selected sec-
tion.
6. Connect the Application approval system step with Application corrections by dragging
and dropping Application approval onto Application corrections.
7. Click Activate to initialize the workflow process.
8. Enter the appropriate description in the pop-up.

The workflow definition process should look in the following way:

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Setting the defaulting mechanism

Once the workflow process has been initialized, go to the Default data into form window
(TCR040). You need to create the defaulting mechanisms for the Scholarship Application
(APPLICATION) form for the following objects:
l Employees:

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 l Roles:

Creating the form menu item

Now, go to the Form administration window (TCR022) and perform the following steps:
1. In the Form field, select APPLICATION.
2. In the Form ID field, enter DEFAULT1.
3. In the Form description field, enter the appropriate description for this form.
4. Click Submit form to send it to the workflow.
5. Click Create menu to create a form that will be accessible via menu.
6. In the Create menu pop-up enter the form's title, for example: application_employee_wf.
7. Click OK.

Now, you need to grant access rights to the menu item for another user by using the Menu
access window (XAG003). To do so:
1. Select the appropriate company in the drop-down field in the Company specific items are
shown for company section.
2. In the Menu items section, navigate to Root/Common/Forms and select application_
employee_wf.
3. In the Roles and users section, select the appropriate user/role (for example: SYSEN)
and click the arrow button to move it to the Access section.
4. Make sure that the Create (C) Read (R) Update (U) and Delete (D) permissions are set.
5. Click Save.
6. Once you log in again to the system, the new menu item will be visible under Com-
mon/Forms.

Entering data into the form

1. In the Form ID field, select APPLICATION.
2. In the Form description field, enter the appropriate description.
3. In the newly created form, go to the Name section.
4. Enter the name, surname or ID of the resource.
5. Tab out of the field
6. The Date of Birth and Address fields are automatically filled out.
7. Go to the Reason section.
8. In the Application regarding field, enter the role id (for example: ADMINISTRATR).
9. The Signed by section is filled out with values that indicate who signed the form and
when.

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