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 Form Application

Definition

An application used in the context of HR Administrative Services for editing the forms of a process in all of the steps following the initial step.

Use

You use the form application to edit forms during a process. You call the form application from the universal worklist (UWL) : The system launches the form application when a user executes a work item in the UWL that is based on a workflow step that was set up in HCM Processes and Forms . You generally set up such a workflow using workflow tasks predefined for HCM Processes and Forms . The following tasks are of relevance:

  • Process Form (TS17900100)

  • Approve Form (TS17900101)

  • Form Is Edited Again by Author (TS17900102)

For more information about workflow, see Business Workflow for HCM Processes and Forms .

In addition, you can launch the form application from a mail. You use this method of launching the application typically if the agent responsible for processing a work item does not have a UWL. In the standard system, this applies to the portal role Employee . In this case, the system generates a mail containing a hyperlink, with which the user can launch the form application.

For more information, see the Implementation Guide (IMG) for HR Administrative Services under Start of the navigation path Configuration of Forms/Processes Next navigation step Process Configuration Next navigation step Enhanced Messages End of the navigation path .

Structure

The following graphic illustrates a simple structure of the form application:

The form application is made up of a number of different views that contain view-specific and cross-view functions.

You determine which views are available by means of the workflow tasks predefined for HCM Processes and Forms. In other words, the form application views displayed depend on the workflow tasks you use when implementing a workflow step. Most of the functions are also provided through the workflow tasks.

For more information about setting up the workflow, see the Implementation Guide for HR Administrative Services under Start of the navigation path Configuration of Forms/Processes Next navigation step Process Configuration Next navigation step Workflow Modeling Next navigation step Include Components for HCM Processes and Forms in Workflow Builder. End of the navigation path

The following two tables provide an overview of the views of the form application using the three most important workflow tasks:

  • Form application using the workflow tasks Edit Form or using Form Is Edited Again by Author (identical behavior of form application)

  • Form application using the workflow task Approve Form

    Overview of the form application views using the workflow tasks Edit Form or Review Form

    View

    Functions

    Edit

    Used for editing a form assigned to a given process and for checking the data entered.

    The user enters data in the form. The system supports the user with various functions in the form, default values, and value help.

    Functions:

    • Review and Send (checks the data entered and navigates to the next view)

      Optional function:

    • Save Draft

    • Back to Author

    • Withdraw Process

    Review and Send

    As a result of the check, this displays error messages if the user made incorrect or invalid entries.

    The user can correct any errors. After correction, a second check is required.When all errors have been corrected, the user can send the form and the system navigates to the next view.

    Functions:

    • Previous Step (returns to preceding view Edit )

    • Send (ends form editing and navigates to the next step)

    Completed

    Outputs a message that the data was sent successfully.

Overview of the form application views using the workflow task Approve Form

View

Functions

Approve

Used for approving or rejecting a form.

Functions:

  • Approve

  • Reject

    Optional function:

  • Save Draft

  • Back to Author

  • Withdraw Process

Completed

Displays successfully approved or rejected form.