Build a Request Approval Workflow
Build a request process that waits for a person's decision and follows an approved or rejected path.
Prerequisites
Complete the server prerequisites. The licensed Form Designer feature must also be enabled; see Form Designer setup. You need permission to design forms and a test user who can receive tasks. Assign the review to yourself for this first exercise so you can verify both sides of the interaction.
1. Create forms
Create an agent named Purchase Request Approval. Open More (⋮) → Forms, click Add Form, and create a Request form and a Review form. Use Form Designer to add:
| Form | Controls |
|---|---|
| Request | Request description (text), Amount (number) |
| Review | Approved (checkbox), Reviewer comments (text) |
For this exercise, use the fixed request Office supplies, amount 250, and add that context as display text to the Review form. This keeps the first tutorial focused on task assignment and branching. In a fuller solution, populate the review form with the submitted request values rather than fixed text.
2. Collect and review the request
Add Start Task as the first activity. Select Request as its form and retain the Process Initiator participant. It completes when the initiator submits the form.
Connect it to Standard Task with:
| Property | Value |
|---|---|
| Display Text | Review purchase request |
| Form | Review |
| Participants | Your test reviewer |
| Auto Complete | Disabled |
| Time to Complete | 1 |
| Time to Complete Unit | Day |
The workflow waits for review. The due time marks an unfinished task overdue; use Standard Task With Timeout if you need a separate timeout path.
3. Branch on the decision
Connect Standard Task to If Else. Use Process Data → Form Data to insert the Approved Boolean into the condition. Form Data is generated from form controls and populated on submission. Check the inserted reference rather than typing an assumed path.
Connect True to Write Log with message Purchase request approved, and False to a second Write Log with Purchase request rejected. Set both log levels to Info. Each path ends after its log activity.
Start Task → Standard Task → If Else
True → Write Log: approved
False → Write Log: rejected
4. Test both outcomes
Save and test using Agent Life Cycle. Submit Office supplies with amount 250. Verify the reviewer receives a task in My Tasks and execution waits for completion.
| Test | Action | Expected result |
|---|---|---|
| Approve | Select Approved and submit the review | Approved message in the automation logs |
| Reject | Start a new request, leave Approved clear, and submit the review | Rejected message in the automation logs |
Publish after both tests pass and repeat a submission using Run.
Troubleshooting and next steps
- No review task: check participant assignment, the preceding activity, and that Auto Complete is disabled.
- Wrong branch: verify the checkbox produces a Boolean and the condition reads the completed Review form's data.
- No log message: inspect the selected branch and the execution's logging level.
Next, add notifications, parallel reviews, or a timeout path.