Initially, you’ll see three different sections on the eForm. There is a fourth section, but it will not appear until the total amount of the travel request exceeds $1,000. The first section of the form is labeled “User Information”, and one of the first things you’ll notice is that most of the fields are already filled out.
Process Director can pre-fill an eForm with many types of information. In this case, Process Director knows that you are the individual filling out the form, knows the current date, and generates and assigns a sequence or serial number for your request. Knowing these things enables Process Director to fill in most of the User Information section for you. As an aside, Process Director can also extract information from databases, SharePoint, ERP or CRM systems, etc., and place that data into your form.
The Initial Approver field is a Process Director UserPicker control that enables you to choose the user who will provide the first level of approval for your travel request. To select a user, click on the Build button on the right side of the control.
Clicking the Build button will open a Choose User dialog box.
Click on a check box to select the user who will be the initial approver, then click the OK button to complete your choice. The user’s name will appear in the text portion of the UserPicker Control. For the purpose of this walk-through, select “Lane Marsden” as the Initial Approver.
Next, there is a Charge Number dropdown. This dropdown control was built to extract data from a database to fill the control. The list of charge numbers you see is generated from a table in the Process Director internal database. When we rebuild the project, we’ll get into more detail about how the list of charge numbers was imported into the database. For now, select a charge number from the dropdown control.
The Expenses section enables you to fill in daily expense amounts for the travel request. Process Director enables you to build repeating lists on the fly when filling out a form. If you click the Add Expense button, a new row with all the expense elements will be added to the table. Clicking on the Delete button at the end of each row will delete that row from the table.
The first column in each row displays a Process Director DatePicker field. Click on the calendar Icon to select a date from the drop-down calendar that appears. Then, fill out the remainder of the first row with the data that appear in Figure 7. As you do so, the eForm will automatically calculate the total cost of the expenses in each row, as well as calculating the Total Expenses amount of the request.
When you have completed filling out the first row, click the Add Expense button to add a new row. Continue filling out the table as shown in Figure 6: Sample eForm Expenses Section. Once the Total Expenses amount exceeds $1,000, a new section, labeled “Amount Requires Justification” appears on the eForm. For our process, expense amounts over $1,000 require justification. If the total expense amount is less than
$1,000, the justification section is not needed, so Process Director doesn't display it.
In this section of the form, select a reason from the Reason for Travel Dropdown. This dropdown is filled from the Reason for Travel Dropdown object in the BP Logix Getting Started Sample Project folder. The Dropdown object is another method that Process Director provides for you to fill—and maintain—dropdown items. Again, we will look at this in more detail when we rebuild the project in the next section.
Now, type in some justification text in the Comments textbox.
The final section of the eForm is the Supporting Documentation section, which enables you to attach files to the request. If you click on the Add Document button, the standard file dialog box will appear, and you can browse through your file system to find a document to attach.
Once you have filled out the form completely, click the OK button to save and submit it.