In this video I will show you a sample application that was build with Shareflex and demonstrate a couple of standard features.
This application has a simple workflow where an employee can request office supplies and an authorized person will have to deal with this request.
All data that this application uses is stored in SharePoint lists.
For example, there is the office departments list.
It includes the authorized person of a department of an office location.
Let’s create a new item.
Department “marketing”, at office location “Ede”, and I get to be the approver.
Save. You can see the new item here.
Of course I can only do that if I have the correct SharePoint permissions, so I will now switch to an account with fewer permissions.
You can see that the “new item” option disappeared, and the edit button is gone as well.
I will now make a new request. New request.
This is a Shareflex form, multiple fields are shown here spread over multiple columns, and in this case two tabs.
If I choose the location of my office here then it will only show the results that fall under this location.
I can select “marketing” here, which is the department that I just added.
It is also possible to use the search function here.
Let’s say that I’m in need of 100 ballpoint pens and a thousand paperclips.
And my request is very urgent, so I will select the priority “high”.
If I choose a date in the past here then that obviously isn’t possible, and it will display an error message.
This date is not in the past, so it should work now.
Save. In the next screen, the user can optionally edit the request or add attachment files.
You can either use the upload button for that, or you can select and drag multiple files at once.
So I will do that. When I click on an icon here, the file will be opened in the preview tab.
I can even make modifications to the Word document here.
But that’s not necessary now, so let’s submit the request.
Then I arrive at the overview of all of my requests.
Among other things, you can see that the workflow status changed to “submitted”.
So my request is pending, and the edit icon is gone, which means that I cannot modify it anymore.
When I open it, I’m unable to edit any of the fields now, and I can’t edit or delete the attachments either.
I also received an e-mail with the confirmation of my request submission.
The person that has to handle the request received an e-mail as well, so I will switch accounts now.
This e-mail contains a link to the workflow task that has been created.
On this task page, my submitted request can be seen including its attachments. And three options: to reject, cancel or approve the request.
If I choose “Cancel” here, then the requester won’t be able to modify and resubmit the request.
But if I choose “Reject” instead, then he can.
The requester receives an e-mail now, with the decision that was taken and the comment that I provided.
You can see that the status has changed to “Rejected”, and the edit button is back.
I can modify my request here, but in this case I will resubmit it right away.
I will switch accounts again, because the approver received yet another e-mail, with a link to the new task.
And this time I will choose “Approve”.
I will switch accounts for the last time now.
The status has changed to “Approved”, and the edit icon is gone.
And I received a final e-mail that confirms the approval.
And that completes the workflow.
The history of the workflow can be found in the history tab.
There are two links here, as the request was submitted twice, because I rejected the first submission.
On this page it’s easy to see what decision was taken, and why.