Suppose your organization has established a Workflow for expense reports. When employees incur expenses that the company reimburses, they fill out a Form that is forwarded to a Workflow that automates expense report processing. Also, because it may take time to gather all required documentation for the expenses, the expense report Form requires a revision mechanism that allows Versions so that employees can complete the Form one section at a time.

To set up an expense report Form:

  1. Define a Form Template that contains the text, fields, and buttons that you want to appear on the expense report. For more information about defining a Form Template, see Defining a Form Template.

  2. Add a Form based on the Form Template. When you define the Form, use the following settings:

    • In the Revision Mechanism list, click Content Server Versions.

    • In the Submission Mechanism list, click Initiate Workflow.

    For more information about defining Forms, see Defining a Form.

  3. Add a Workflow Map that processes the expense report. The Workflow Map requires the following:

    1. Enable Forms in the Workflow work package, and then add the expense report Form to the work package. For more information about adding Forms to a Workflow Map package, see Adding Forms to the Work Package.

    2. Use a Form Task step or make the Form available at User steps. For more information about Form Task steps, see Defining Form Task Steps. For more information about defining User steps, see Defining a User or Initiator Step.

    3. Configure the Workflow so that the Initiate page does not display when a user submits the Form. On the Start Step definition, clear the Prompt for title at initiation check box on the Workflow Map's General page and the Display at Initiation check box on the Start Step Definition page. For more information about defining Start Steps, see Defining a Start Step.

Using the Expense Report Example

After you open and work with the expense report Form, you can save the current Version of the Form. The next time you open the Form, it displays the previously saved values, and you can access earlier Versions in the Form's Versions tab. For more information about accessing Form Versions, see Working with Forms.

After all expenses are documented, you can submit the Form. When the Form is submitted, Content Server initiates the Workflow associated with the Form and makes its data available to the users who participate in the Workflow.

For information related to this procedure, see Revision and Submission Mechanism Examples.