Part 4: Workflows

1. Launch K2 Studio (Start > All Programs > K2 blackpearl > K2 Studio)
2. Create a new project (File > New) using K2 Project for the type and K2 Project for the template. Name the project
   Sales Orders
   then click Create.



3. Next create a new process (File > New) using K2 Process for the type and Blank Process for the template. Name the new process
   Sales Orders Process
   and click Create.

After the process build is complete, your screen should look like the image below. (Allow a minute or two for the project and process to build.)



The first step in configuring your workflow so that it is associated with the Sales Orders Form you created in Part 3.

4. Click on Process Wizards to expose the process wizard options. Drag the SmartForms Integration wizard into the Start box.
Where are the wizards? Depending on your browser settings, you may not actually see the wizard panes as they are shown below. When there is less workspace available, K2 will condense the wizard panes into a row of icons located at the bottom of the left-side column. The icons that you see in the wizard panes below are the same as the icons at the bottom of the page. If you do not see the wizard panes, navigate using the icon highlighted.



5. The SmartForms Integration wizard opens. Click Next on the home screen. Select the form by clicking the ellipses to the right of the Form field to open the context browser. Open the Environmental (Development) node, expand the SmartForms Server(s) > SmartForms Server node. Navigate to the Sales Orders category until you can expand the Forms category and select the Sales Orders Form. Use the image below as a guide for expanding the context browser nodes. Click Add after highlighting the form name to add it to the wizard.



6. Confirm the Create a new State button is checked and name the new state
   Start Workflow
   then CHECK the box to Make this State the default for the Form. Click Next to continue.
What are states and how are they used?A state is a specific format and set of behaviors that has been applied to a form, generally through rules. A form can have multiple states with each state rendering the same form in different configurations. For example, a form may have a state called Read-Only State and for that state, the form controls have been disabled and the submit button has been hidden. The same form may have another state called User Input State where the form controls are active and the submit button is displayed. Generally speaking, a new state is created for each client event (user task) because you have different requirements depending on the task at hand. The User Input State has all of the form controls active, but perhaps a Manager Approval State only has a comments control active, with the user input controls read-only. The two most common methods for creating states are from the form's rules screen in K2 Designer or from a workflow integration or client event wizard.



7. On the Configure Workflow Start Rule screen, select When Submit Button is Clicked. Click Next to continue. Here, you are simply telling K2 to start the workflow process when the submit button is clicked on the form.



In the next step, you will create an item reference.

An item reference is a short-cut of sorts to SmartObject properties for the current record and can be used throughout the workflow process. K2 keeps track of the current item values (in your case, this would be the Sales Orders Header details) which can then be referenced as needed throughout the workflow. For example, you might want to mention the sales person by name in an email. By using the item reference sales person property, K2 will replace the item reference with the actual name of the sales person at runtime in the email. When a new sales order is created, K2 will keep track of the values for that record and so on.
8. On the Configure Item Reference screen, CHECK the box to Create an Item Reference and name it
   Sales Orders



9. For the SmartObject value, open the context browser. Expand the Environment (Development) node and navigate to the Sales Orders Header SmartObject associated with the Sales Orders Form. Use the image below as a reference for expanding the nodes. After clicking on the Sales Order Header SmartObject, click Add. Click Next to continue.



10. On the Specify Data Bindings and Folio screen, you want to add the sales person as the folio. Following similar steps as above, navigate to the Sales Orders Header SmartObject. Expand the Sales Orders Header SmartObject and drag the Sales Person property into the Folio field. (See the image below the note box as a reference.) Click Next and then Finish to complete the SmartForms Integration wizard.

What is the Folio? The folio is a text field that is commonly used to distinguish one process instance from another process instance (of the same workflow). The folio is not required, nor does it have to be unique. Since all processes, or workflows, will have the same process name, using a unique folio value will aid in identifying the individual process instances of the workflow. This is especially useful when viewing workflow reports having many process instances.

To make the folio unique, you can use a combination of fields, such as a customer name combined with an order number. Setting the folio value typically comes from properties found in the context browser. The property values are variables that are replaced at runtime by actual content specific to the process instance.

You can also use the folio as a variable throughout your workflow. For example, if you assign a customer name as the folio, you can use the folio to customize emails so that the customer is referenced by their name.

Three instances of the same workflow showing unique folio values

STEP 13 REVIEW

In this step, you created the project and process for your Sales Orders Workflow. You integrated the workflow with the Sales Orders Form that was previously created using K2 Designer. You created the default state for your workflow as well as the item reference based on the Sales Orders Header SmartObject. While this workflow can be built using K2 Designer, this exercise demonstrates K2's seamless integration between platforms.

1. Expand the Activities Wizards pane to expose the wizards. Drag a DefaultActivity onto the workflow canvas just below the Start box.



2. Double-click the DefaultActivity title and change it to
   Manager Approval



3. Click the Events Wizards and drag a SmartForms Client Event into the Manager Approval activity.





4. On the SmartForms Client Event wizard home screen, click Next. Change the Event Name to
   Manager Decision
5. Open the context browser to select the Sales Orders Form found in the SmartForms Server node. Add the form.



6. Confirm the Create a new State button is selected and change the state name to
   Manager Approval
   then click Next.

Recall that a state represents the configuration and behavior of a form at a given point in the workflow. In a previous step, you created the Start Workflow state, which you will use as the default configuration that the form originator will see. In this step, you are creating the Manager Approval state which will be the configuration and form behavior that the approving manager sees.



7. The item reference settings are fine as is, so click Next. The form parameters settings are fine as is, so click Next. On the Worklist Item Rule screen, notice that K2 has automatically added the manager approval worklist item to the form’s rules. Click Next. The worklist item contains the actions the manager will chose from.

In a later step, you will return to K2 Designer and edit the form rules. You will see the same rules below in the rule designer. The rule designer is where you can add and edit rules to further customize your form's functionality.



8. There are no changes to the transfer workflow data settings, so click Next. On the Configure Actions screen, you need to configure two actions: approved and not approved. Click Add. In the Name field, enter
   Approved
   and click OK. Then Add the second action and enter
   Not Approved
   and click OK. Confirm the box to generate corresponding outcome(s) is CHECKED. Click Next to continue. (Actions are simply the decision options that the approving manager will have when the task is opened.)



The next screen is the Action Display Settings screen. When the manager opens the worklist item to either approve or not approve the sales order, they will see the Sales Orders Form with both the header view and the items view. K2 will add a third view, the workflow view, to the screen. This view contains a drop-down list with the actions you configured in the previous step. You can use the default settings or you can customize them. You are going to make a few minor adjustments.

9. On the Action Display Settings screen, change the Workflow View to the bottom of the form. Change the After submit message to
   Your decision has been sent!
   Click Next to continue.



10. There are no changes to the transfer form data to workflow settings, so click Next. Confirm the Configure Outcomes settings are as below and confirm the box to generate corresponding line(s) is CHECKED. Checking this setting will create the two action outcome lines from the Manager Approval activity. You will later add system tasks to each of the outcome lines to complete the workflow. Click Next.



The form originator’s manager will be assigned the manager approval task if a decision is required. Recall in your workflow flowchart, you will configure a rule on the form itself that evaluates the total due amount. That rule will determine whether to start the workflow or not.

11. On the Destination Users screen, click Add. Open the context browser for the Name field.
12. In the context browser, expand the Workflow Context Browser and then expand the Process Instance node. Expand the Originator node and drag the Manager property into the Name field. Close the context browser and click Next.
If you are building this application in your own environment, you will need to have access the manager's in-box, or adjust the destination user to a user where you can access the in-box. To choose yourself as the destination user, select originator instead of manager.



The event notification settings are configurations for notifying the manager they have a task assigned to them. You are going to customize the notification by editing the e-mail subject line text and adding the folio. This will dynamically add the sales person's name to the end of the subject line content.

13. CHECK the box to Notify participants when they receive a work item. CHECK the box to Customize the Notification Message. In the subject line enter
    Sales Order Approval for [Folio]
    where [Folio] will be a value you obtain from the same workflow context browser as the prior step.
14. Open the context browser for the Subject line and navigate to the Folio property in the Workflow Context Browser. Drag the folio to the end of the Subject line message. Click Next. You will leave the message with the default settings so click Next and then Finish to complete the Manager Approval task configuration.



15. The last item in this step is to connect the start box with the Manager Approval activity. Right-click inside of the Start box and hold+drag down into the Manager Approval activity.

STEP 14 REVIEW

In this step, you added add a user task and associated it with the Sales Orders Form. You assigned the form originator's manager as the destination user, in other words, the person who must make a decision to approve or not approve the sales order. Last, you customized the task notification email subject line for the email that the manager will receive when they are assigned this task.

1. Begin by clicking the Activity Wizards pane, then drag a DefaultActivity onto the workflow canvas just below the Approved outcome line. Double-click the DefaultActivity title and change it to
   Approved Decision



2. Hover over the Approved outcome line until you see the hand icon. Click+drag the line into the Approved Decision activity to connect them.



3. In the wizards pane, click on Event Wizards, then drag a SmartObject Event into the Approved Decision activity. The SmartObject Event can be found under the General heading.



4. On the SmartObject Event home screen, click Next. Name the event
   Set Status Approved
   then open the context browser for the SmartObject Method. In the context browser, expand the Environment (Development) node and navigate to the Save method for the Sales Orders Header SmartObject. (Save is the equivalent of update.) Use the image below as a guide for navigating through the context browser nodes. Click Add. Click Next to continue.





On the Input Mappings screen, you will assign values to the two properties required to update the status. The first will be the status property, for which you will manually update by typing in the approved decision. The next property will be the ID property. You must map the ID property as well or K2 will not know which record you want to update. (You want to update the current record.

5. On the Input Mappings screen, click to highlight the Status name and then click Assign.
6. Enter
   Approved
   for the status value.
7. Click to highlight the ID name and click Assign. Open the context browser for the ID value, then expand the Process/Activity Data node and finally, the Item References (Sales Orders) node. Click the ID property and then Add. Click Next. There are no changes to the Return Mappings screen, so click Next and then Finish.

Assigning the Item Reference > ID property simply tells K2 that you want to update the current record. Remember that item references are short-cuts to the SmartObject's current record.



The workflow is now complete for the approved outcome. Next, you’ll configure the final system tasks for the not approved outcome. Since you have already added an activity and SmartObejct Event for the approved outcome line, you can copy it and use it for the not approved outcome line.

8. Click the Approved Decision activity icon to highlight the activity. Press CTRL-C to copy it. Press CTRL-V to paste it into the workflow canvas. Align it under the Not Approved outcome line, then connect the not approved outcome line with the new activity. Double-click the Approved Decision1 title and change it to
   Not Approved Decision
   (Depending on your K2 version, the newly copied title may or may not contain the '1'.)



9. Hover over the Set Status Approved event title to expose the wizard icon. Click the wizard icon to open the wizard. Click Next on the SmartObject Event home screen.



10. Change the event name to
    Set Status Not Approved
    and click Next.



11. On the Input Mappings screen, click to highlight the Status Name and click the Assign button. Change the value to
    Not Approved
    then click OK, then Finish.

K2 makes reusing workflow activities and events very convenient by allowing you to copy and paste as needed. You can copy the entire activity as you did in this step, or you can copy single events and paste them into new or existing activities.

Recall the Sales Orders flowchart where you have added an additional system task to send an email notification back to the form’s originator for all not approved outcomes.

12. With the Event Wizards pane still exposed, drag an E-mail Event into the Not Approved Decision activity, just below the Set Status Not Approved event.



13. On the E-mail Event home screen, click Next. On the E-mail Settings screen, change the event name to
    Email Originator
    then UNCHECK Specify as the recipient, then CHECK Originator. In the subject line, enter
    Sales Order Not Approved for [Folio]
    and drag the folio to the end of the line. Click Next to continue.



14. For the message body, enter the following content, replacing values shown as [value] with the corresponding item references.
    Your Sales Order for [Customer] was not approved. The order details are as follows:
    Order Date: [Order Date]
    Sales Person: [Sales Person]
    Total Due: [Total Due]
    Contact your manager for additional details if necessary.



15. Click Next and then Finish. Save your workflow (File > Save). Your workflow should look like the image below.

STEP 15 REVIEW

In this step, you completed your workflow by adding additional system tasks to update the status property in the Sales Orders Header SmartObject and in the event of the order not being approved, adding an email event to notify the form’s originator of the decision. While adding system tasks, you took advantage of K2’s ability to reuse content by copying and pasting the approval decision activity. With just a few minor adjustments, you had a complete activity configured for the not approved outcome line.

1. Deploy the workflow by clicking File > Deploy.
2. The build in progress bar will appear, followed by the Deploy Project wizard. On the Deploy Project wizard home screen, click Next. On the Server and Project Settings screen, click Next. Click Finish. As the workflow is deployed, you will see a deploy in progress bar. When the bar disappears, your project has been successfully deployed. You should also see a message in the status bar (in the lower left corner of the screen) that indicates the deployment succeeded.

STEP 16 REVIEW

In this step, you deployed the Sales Orders Workflow to the K2 server.

1. In K2 Designer, check-out and edit the Sales Orders Form.
2. Navigate to the Rules screen. Notice that K2 has added the two states from your workflow (Start Workflow and Manager Approval). Click the Start Workflow state to highlight it. In the rules pane, highlight the Submit Button is Clicked rule. Edit the rule.

Recall that a state represents the configuration and behavior of the form at a particular point in the workflow. In this step, you are editing the form behavior at the point of the workflow starting (or just after the submit button is clicked.) You want K2 to evaluate the total due amount and then proceed according to that value.



3. In the rule designer, click the Conditions tab. Search for
   advanced
   then click to add the rule, an advanced condition is true, to the rule definition pane.



By default, K2 places the new condition at the bottom of the screen, just below the action, "then start the Sales Orders Process Workflow". The Sales Orders Process Workflow was automatically added to the form’s rules when you created the workflow and configured the SmartForms integration. For the Sales Orders application, you want the advanced condition to run before the workflow starts. After all, this is the condition that will determine whether or not you need to run the workflow in the first place! You need to move the advanced condition so that it runs before the start workflow action.

4. Hover over the start workflow action until you see the line options. (You can also click to the far right of the action to expose the line options.) Click the down arrow to move the block down.



Hover and click the down arrow once again to set the start workflow action below the advanced condition.



Your screen should look like the image below as the final result. Depending on your K2 version, you may have to work with the up and down arrows a bit to achieve the final result. Ultimately, you want your screen to match the image so that the advance condition fires before the start workflow action.



You will configure the condition to check the total due amount. If the value is greater than $10,000, you need the workflow to fire. If it is equal to or less, you don't need to run the workflow. Instead, you will simply update the status property to indicate the sales order has been processed and the workflow will be complete.

5. Click the Advanced condition link to open the rule designer. Click Add. Expand the context browser and navigate to the Total Due Text Box found in the Sales Orders Header > Controls. Drag the Total Due Text Box into the left conditions box. Change the operator to Greater Than. In the right conditions box enter
   10000
   then click OK complete the advanced condition configuration. You should now be back on the rule definition screen.



In the next few steps, you will add actions for the less than or equal to $10,000 scenario. In this case, you will simply update the status property to indicate the sales order is complete. Because the amount is less than or equal to $10,000, you don't need the workflow to fire.

6. Confirm the Actions tab is selected (if it isn’t already). Click Execute a SmartObject method to add it to the rule definition pane.



Notice that K2 added it to the advanced condition you previously configured. This is not what you want. This action will update the Sales Orders Header SmartObject > Status property if the workflow is not required. You will configure this action, then add another advanced condition (for less than or equal to), then move this action under the new advanced condition.

7. Click the select SmartObject link and select the Sales Orders Header SmartObject. For the method, select Save. (Save is the equivalent of update.) Click the (configure) link. Drag the Sales Orders Header SmartObject > ID into the Input Properties > ID field. (Once again, this configuration tells K2 to update the current record.) For the status field, enter
   Processed
   There are no Output Mappings, so click Finish. Next, you’ll add the advanced condition for if the total due value is less than or equal to $10,000.



8. Click the Conditions tab and search for
   advanced
   then click an advanced condition is true to add it to the rule definition pane.

Configure the advanced condition as you did in step (e), except make the operator Less Than Equals.



9. Hover over (or click to the far right of) the save method action you configured in step (g) and use the down arrow to move it into the new advanced condition bracket. (You’ll need to click the down arrow twice to move it under the advanced condition.) You now have your two advanced conditions configured for addressing the total due amount. If the amount is greater than $10,000, your workflow will start. If the amount is less than or equal to, the status property will be updated and the workflow will not start.

You are done with this rule, so click OK when ready to return to the rules screen.



To keep your form neat and tidy, you will edit a rule so that the status label and text box are hidden from your users. These controls are not needed and could be confusing, so you will hide them.

10. Edit the form initialing rule for the Start Workflow (Default) state. (The form initializing rule is simply the rule that applies to the form that is loaded for the user.)



11. Confirm the Actions tab is highlighted, then search for
    hide
    then click the Hide a View control action to add it to the rule definition pane. Click the select View link and select the Sales Orders Header view. Click the select control link and select the Status Label.



12. Repeat the previous step and hide the Status Text Box as well. Click OK when ready to return to the rules screen.



Now you will continue with the workflow rules configuration. If the workflow does start, you will need to populate the header, items and customer history views with the form originator's data that has been saved in the header and items SmartObjects. Recall building the workflow. You created the Manager Approval state in conjunction with the Manager Approval user task. This state represents the form configuration and behavior you want the approving manager to see. So, in the next few steps, you will edit rules on the Manager Approval state to add the SmartObject methods that will populate your views with the saved SmartObject content.

13. Edit the form initializing rule for the Manager Approval state.



14. Click the (configure) link for the worklist item action. K2 added this action automatically when you created the user task in the workflow.



Click the Output Mappings button. In the context browser, expand the Item References node. Notice the Sales Orders Item Reference that is located under the Sales Orders > Sales Order Process node. (These are the project and process names of the workflow you just created in K2 Studio.) This was configured behind the scenes when you created the item reference in the workflow. On the left side of the screen, scroll down the mapping destinations until you find the Sales Orders Header SmartObject. Confirm the item reference is mapped to the SmartObject.

Click Finish to close this action.



In the next step, you will add an action to call the Sales Orders Header SmartObject and populate the Sales Orders Header view fields when the manager opens the worklist task (form).

15. Click the Actions tab if it isn’t already highlighted. Add an Execute View method action to the rule definition pane. (If the action is not at the bottom of the list, use the arrows to move it.)



16. Click the select View link and select Sales Orders Header. Click the select method link and select Load.
17. Click the (configure) link. Drag the Sales Orders Header > Sales Orders Header SmartObject > ID into the Input Properties > ID field. There are no Output Mappings configurations to make so click Finish.

In this step, you are simply telling K2 to return the properties from the current SmartObject record.



Now you will configure a SmartObject method to populate the Sales Orders Items view fields.

18. Add another Action to Execute a View Method. Make sure it is at the bottom of the list. If it is not, then use the arrows to move it. Click the select View link and select Sales Orders Items. Click the select method link and select Get List.
19. Click the (configure) link. Drag the Sales Orders Header SmartObject > ID into the Input Properties > HeaderID field. Recall that the HeaderID property is the child (items view) property that is bound to the parent (header view) ID property. There are no Output Mappings configurations, so click Finish.

In this step, you are telling K2 to retrieve all of the Items view records that have a HeaderID which matches the Header view ID.



The last SmartObject action will populate the customer history view fields.

20. Add another Execute a View Method action. (Again, to the bottom of the list.) For the view, select Customer Order History. For the method, select Get List. Click the (configure) link. Drag the Sales Order Header SmartObject > Customer property into the Input Properties > ID field. There are no Output Mappings, so click Finish. Do not exit the rule designer just yet.

In this step, you are matching the customer from the header view with the customer from the Customers SmartObject.



Your screen should look like the image below. (Representing the last three actions you just added.)



You have one final action to add to the Manager Approval state and that is to hide the form’s submit button. K2 will add an additional workflow view to the form that contains a drop-down list of actions (approved and not approved) and a submit button as well. The manager will use those controls for their decision and to submit the form. The original submit button would be confusing, so you will hide it for the manager.

21. Still on the Actions screen, search for
    hide
    then select the Hide a Form control action to add it to the rule definition pane. Select the Submit Button. Click OK, then Finish to complete the additional rule configurations.



22. Finish the form edits, then check in the form.

STEP 17 REVIEW

In step 17 you returned to K2 Designer to complete the necessary configurations for your form and workflow. After completing the workflow configurations, you added an advanced condition to check the total due amount which will determine if the workflow should start. If the workflow is not started, then an action will update the Sales Orders Header status property. You then added additional actions to populate views on the Manager Approval state. It’s important to note here that the start rule placed on the total due field could have been configured in K2 Studio as a condition as well. The steps you completed were meant to show that you can set conditions and SmartObject properties in the form itself, again demonstrating the cross functionality of K2 Designer and K2 Studio.

1. Launch the K2 Management site if it is not already open. (Start > All Programs > K2 blackpearl > K2 Management)
2. Expand the Workflow Server node, then click Workflows to expose the workflow projects in the central pane.
3. Click on the Sales Orders Process workflow project. Click Rights.



4. On the Manage Workflow Rights screen, click Add.



5. On the Process Rights screen, change the Label to K2 (if necessary). Enter
   domain users
   into the search text box and click the spyglass. When you see Domain Users added, click to highlight the row, then click Add. Click Next.



6. On the Add Users, Groups and Roles screen, CHECK the boxes to Start and View, then click Finish.



Your screen should look like the image below.

STEP 18 REVIEW

In this step you assigned workflow rights, or permissions, to the Sales Orders Process workflow. Domain users can now start the workflow and view any related workflow reports. Because K2 Studio does not have a wizard for workflow permissions, you assigned rights from the K2 Management site. On a side note, K2 Designer-created workflows have a built-in wizard for assigning process rights.

1. In K2 Designer, highlight the Sales Orders Form and click the Runtime URL link located in the Properties pane. (You may need to click the Show Properties arrow to expose the form's properties and runtime URL.)
The Runtime URL is the link to your live form. Copy and paste this link anywhere you want to link to the Sales Orders Form, for example, a web page.



2. Choose a Region, then a Customer. Click the Customer Details button and confirm the correct data is returned. For the Sales Person, enter
   bran
   then click enter. Confirm Brandon Brown is the sales person. (This is confirming that the picker control is searching the cached data retrieved from Active Directory. K2 will search keywords and partial keywords.)
3. In the Item Details view, add a few items. Be sure to enter the quantity for each item so that the row total is calculated. (After entering the quantity, press enter so that the row total updates.)
4. In the Customer and Invoice Details view, confirm the Sub Total is the same as the Sum/Items Total and that the 5% Tax and Total Due fields are calculating.
5. Enter a few more items, but make sure your Items Total does not exceed $10,000. Click Create Sales Order to submit the form.

You will see a brief wheel spinning and then the form again. If there were no error messages, you can close the form.

In the real world, you would most likely add some sort of visual confirmation that indicates the form was successfully submitted. For example, you might add a confirmation message box. Another method is to add an action to clear the form of its current values, so that the user can have a fresh form should they want to submit another one. For more information on adding a confirmation message, visit the Challenge steps in the Summary section.

Because your total due amount is less than $10,000, the workflow should not start. In this step, you will return to the K2 Management site and verify there are no active process instances. (Recall that a process instance is a single occurrence of a process, or workflow.)

6. In the K2 Management site, expand the Workflow Server node, then click on Workflows. Locate the Sales Orders Process workflow project, then click the Instances button. Confirm there are no instances for this process. This is the correct behavior with your total due amount less than $10,000. Close the Instances screen.



7. Submit another form. This time, make sure the total due amount is greater than $10,000. Return to K2 Management site > Workflows screen and once again, click to highlight the Sales Orders Process, then click the Instances button. Confirm that an entry now exists indicating that the workflow has started.



Recall that you configured the manager approval user task to use the form originator’s manager as the destination user, or the person responsible for approving the sales order. In the next step, you’ll open the manager’s Outlook and confirm there is a task notification with a worklist item link.

When you submit a form from a K2-provided virtual environment, you are most likely submitting the form as Denallix Administrator. Administrator’s manager is Jonno, so you’ll open Jonno’s Outlook. If you are building this application within your own environment, you will need to access the Outlook in-box for the destination user you added in the manager approval step. The next few steps relate to the K2-provided virtual environment. The goal is to access the Outlook account for the destination user assigned the manager approval task.
8. Click on the User Shortcuts in the lower right corner of the task bar. Expand the Legal folder, then click on IE (Jonno). You may see a link to Jonno's Outlook, but be sure to click the link to IE instead. You will open Jonno's web-based Outlook (OWA).



9. In the Favorites bar, click OWA.



10. Login in as Jonno.
    Domain\user name: Denallix\Jonno
    Password: K2pass!
    then click sign in.



11. Confirm there is a task notification for the sales order. Click on the Worklist item link to open the form. Confirm the header (Customer and Invoice Details) view and items (item details) view are populated with data. Notice that K2 has added an additional view to the bottom of the form, the workflow view. This is the view that is associated with the user task actions. Select one of the actions shown (Approved or Not Approved), then click Submit.

STEP 19 REVIEW

In this step, you tested the application by submitting two (or more) forms. In K2 Workspace, you confirmed that a workflow started or didn’t start (depending on the Total Due value). You confirmed a task notification was received by the manager, then actioned the task to complete the workflow.

Congratulations! You have now completed a SmartForms - Intermediate application build! In the next section, Part 5: Reports, you will learn about the workflow reporting controls that can be applied to SmartForms for a dashboard-style report.

Challenge Steps
If time allows and you would like to challenge yourself before moving on to Part 5, work through the two challenge steps found in the next section.