Advanced Tutorial 1

Advanced Tutorial: Workflow
Integration with Google Apps

ADVANCED TUTORIAL: WORKFLOW INTEGRATION WITH GOOGLE APPS
Copyright © 2011 Cordys B.V. All rights reserved.

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Contents
1.. Introduction .....................................................................5
2.. Obtaining a Template from Google Docs ...........................6
3.. Creating an Application ....................................................7
4.. Building a Form ................................................................8
4.1 . Adding Fields to the Form Layout .................................. 9
4.2 . Creating the Travel Expenses Section .......................... 11
4.3 . Adding More Fields to the Form Layout ......................... 13
4.4 . Creating the Approval Details Section .......................... 13
4.5 . Checking in the Form ................................................. 14
5.. Publishing an Application ...............................................15
6.. Registering Access Details for Google Apps ....................15
6.1 . Accessing the Setup Tab ............................................ 15
6.2 . Registering a Personal Account ................................... 16
7.. Registering the Document Template ..............................17
7.1 . Mapping the Document Template ................................ 17
8.. Setting up Organization Data .........................................22
8.1 . Creating Application Users .......................................... 22
8.2 . Creating Roles .......................................................... 24
8.3 . Creating Groups ........................................................ 25
9.. Building a Business Process ...........................................27
9.1 . Adding the Start Element ........................................... 28
9.2 . Adding the Claim Approval by Manager Activity ............. 29
9.3 . Adding the Notify User of Approval Status Activity ......... 31
9.4 . Adding the End Element ............................................. 32
9.5 . Defining a Start Event ................................................ 32
9.6 . Checking In the Business Process ................................ 34
10. Generating URLs for Google Gadgets .........................34
10.1 My Docs .................................................................. 34
10.2 My Tasks ................................................................. 35
10.3 My Notifications ....................................................... 35
11. Adding Google Gadgets to iGoogle .............................36
11.1 Adding Gadgets to the Sales Executive’s Account ......... 36
11.2 Adding Gadgets to the Manager’s Account ................... 38
12. Creating an Expense Claim in Google Docs ................38
13. Sending the Expense Claim for Approval ....................40
14. Approving the Travel Expense Claim ..........................41
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15. Viewing the Approval Status ......................................42

16. Conclusion .................................................................43
17. Contact Us .................................................................43
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1. Introduction
In this advanced tutorial, you will see Cordys Process Factory’s easy integration capabilities with the
Google Apps cloud services. This tutorial guides you through using a Google spreadsheet for creating
a travel expense claim using Cordys Process Factory to submit the claim for approval, approve the
claim, and be notified of the claim approval.
To achieve this, you need to first obtain the Travel Expense Report template from Google Docs and
then register and map the template through Cordys Process Factory. Then, you can build the Travel
Expense Claims application; set up the required organization data such as application users, roles,
and groups; and build a business process to route the travel expense claim for approval. You also need
to generate URLs for a few Google gadgets and add these gadgets to your iGoogle home page.
After performing all of the above steps, you can use these gadgets to submit an expense claim for
approval, approve the claim, and be notified of the claim approval.
Objectives
Obtain, register, and map a Google document template in Cordys Process Factory. Build an
application with a form, organization data, and a business process. Generate URLs for Google gadgets
and add the gadgets to iGoogle. Use the gadgets to submit and approve travel expense claims.
Estimated Completion Time

The steps that you perform to complete this tutorial have been broadly classified below along with the
estimated time taken for each step.
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2. Obtaining a Template from Google Docs

Google Docs offers various templates that you can choose from. Let us obtain the Travel Expense
Report spreadsheet template from Google Docs. Later in this tutorial, you will see how to fill this
template with travel expense data and use it to submit a travel expense claim for approval.
1. Access Google Docs at http://docs.google.com and sign in with your Google account
credentials. For example, “janderson.tpf@gmail.com”.
2. On your Google Docs home page, click New and click From Template to select an existing
template.
3. A new browser window appears, displaying various templates listed under the Documents,
Spreadsheets, Presentations, and Forms headings.
4. Search for the template you require. In the search box, type “Travel Expense Report” and click
Search Templates. The Travel Expense Report spreadsheet template is displayed.
5. Click Use this template. A new browser window appears, displaying a copy of the spreadsheet
template and the template is added to your Google Docs home page with the name Copy of
travel-expense-report.
6. Close the open browser windows and go back to your Google Docs home page.
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7. On your Google Docs home page, right-click the template that is copied to your account and
click Rename. Rename the template to “Travel Expense Report Template”.
8. Click the renamed template. A new browser window appears, displaying the template.
9. Copy the template URL that appears in the address bar of the browser to Notepad and close
the window. You will need this URL later to register the template in Cordys Process Factory.
For example, http://spreadsheets.google.com/ccc?key=p0U9K_ORUHdq5zYYN55bzHA&hl=en
10. You can now click Sign Out to sign out of Google Docs.
You have obtained a template from Google Docs successfully.
3. Creating an Application
Now, you need to register the Travel Expense Report template in Cordys Process Factory. Before
you do so, you need to build an application. Let us first log into Composer and create an application.
You can get the URL and login credentials to access the Composer tool from the email you received
from Cordys Process Factory.
1. Access Composer using the URL that is sent to you via
email.
2. Type the Login Id and Password that are also sent to
you via email and click Login.
The Composer start page appears where you can create
an application from scratch.
3. Select Create a new application.
4. In the Application Name box, type “Travel Expense
Claims”.
5. In the Description box, type “Submit travel expense
claims for approval and reimbursement of expenses.”
6. In the Image drop-down list, select another image or pick your own image, if required.
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7. Click Save and go to Composer. The Composer Assistant appears.
4. Building a Form
You can use the Composer Assistant to build the Travel Expense Claim form, which will be sent to
your manager for approval of the travel expenses incurred by you. This form will contain user details
such as your name and group; general details such as purpose and statement number; and travel
expenses incurred by you. It will also contain the approval details of your manager.
1. Click Build Forms on the Composer Assistant and click New Form.
2. In the Form Properties dialog box that appears, do the
following.
a. In the Form Name box, type “Travel Expense
Claim”.
b. In the Description box, type “Provide your personal
details and travel expenses to get approval and
reimbursement of expenses.”
c. Select an Image, if required.
d. Select With a new Application Object for the
Build Form option. This option enables you to build
a form and an application object quickly, at the same
time.
Note: The Composer also enables you to build application objects first and then build forms
using the existing application objects. In this case, you can select With an existing Application
Object to build a form using an existing application object. You can select Without an
Application Object to build a form to only display data, not save data.
e. In the Application Object box, the name of the form appears by default without spaces.
You can type another name for the new application object, if required.
Note: The application object should not contain any spaces or special characters.
f. Click OK. The Form Builder appears, displaying the form layout. You will see a grid with a
number of rows and columns.
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4.1 Adding Fields to the Form Layout

Now, you need to add fields to the form layout to store general details and user details.
1. Create the Purpose field. Drag the Single Line Text field type from Field Types to a cell in
the form layout.
2. In the Field Properties dialog box that

appears, do the following.
a. In the Label Name box, type “Purpose”.
Note:
The Field Id and the Form Field Id
are created. These ids differentiate a
field that belongs to an application
object from a field that belongs to a
form.
The Show Label check box is
selected by default. You can clear
this check box if you do not want the
Label Name for this field to be
displayed on the form.
b. In the Description box, type “Purpose

of completed travel”.
Note: The XML Path Reference can be

used only when you select the Other
Form Field check box. You can display
the Web service output as values for the
XML Path Reference.
c. Click Done and Add Another. The Purpose field is created and the values are cleared for
another field.
3. Create the Statement No field. In the Field Properties dialog box, do the following.
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a. In the Field Type drop-down list, select

Number.
Note: Alternatively, you can select the

Number image ( ). The Number
option appears in the Field Type
drop-down list.
b. In the Label Name box, type
“Statement No”.
c. In the Description box, type “Uniquely
identifies the travel expense claim”.
d. Select the Required Field and
Identifying Field check boxes.
Note: Required Field indicates that

the field needs to be filled when the
form is in use where as Identifying
Field indicates that the field will identify
the travel request and make it unique.
e. Click Done and Add Another. The Statement No field is created.

4. Create the Name field. In the Field Properties dialog box, do the following.
a. In the Field Type drop-down list, select Single Line Text.
b. In the Label Name box, type “Name”.
c. In the Description box, type “Name of the user”.
d. Select the Required Field check box.
e. Click Done and Add Another. The Name field is created.
5. Create the Group field. In the Field Properties dialog box, do the following.
a. In the Label Name box, type “Group”.
b. In the Description box, type “Group the user belongs to”.
c. Select the Required Field check box.
d. Click Done. The Group field is created.
All four fields appear one below the other in the form layout.
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You have successfully added fields to the form layout. An asterisk (*) is displayed next to the label for
some fields since you identified these fields as required fields while creating them. These fields are also
part of the TravelExpenseClaim application object that you are building along with the form.
4.2 Creating the Travel Expenses Section

Now, you need to create the Travel Expenses section to store the travel expenses you incurred such
as hotel, airfare, meals, and other miscellaneous expenses. You need to store the date the expense
was incurred, the description, and the cost incurred. When such multiple details are required to be
stored, you can create a Grid section.
Do the following to create the Travel Expenses section.
1. Drag the Grid section type from Section Types to a cell in the form layout. You can drag it to a
cell below the four fields that you added to the form
layout earlier.
2. In the Section Properties dialog box that appears,
do the following.
a. In the Application Object box, type
“TravelExpenses”. This is the name of the
application object that is created for the Grid
section, which cannot contain any spaces or
special characters.
b. In the Section Name box, the name you typed
in the Application Object box appears by
default. Rename it to “Travel Expenses” with a
space between the words. This is the name that
will appear for the Grid section in the form
layout.
c. In the Description box, type “Expenses
incurred during travel”.
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Note: You can select the Web service option to display Web service output using a Grid section.
Note: The TravelExpenseClaim application object is an Associated Object for the

TravelExpenses application object. You can see the Conditional Relation that is formed between
the two application objects only after the section is created.
d. In the Grid Type drop-down list, Editable is the default selected value. This option
enables you to add data to the Travel Expenses section when the Travel Expense Claim
form is in use.
Note: You can select Navigation if you want to link the Grid section to another form. You can
select Display if you only want to display data in the Grid section.
e. In the No of rows box, the default value is 5, indicating that you can add five rows of data
at a time when the form is in use. Leave the value as 5.
f. Modify the default Width of the Grid section to “600”.
g. Click Done. The section is created.
The TravelExpenses application object is created for the Grid section. You can view the
application object in Used Objects, which lists all the application objects that are used in a
form.
Adding Fields to the Travel Expenses Section

Now, you need to add fields to the Travel Expenses section.
Note: The Line Number field is automatically created in any Grid section. This is mainly to keep track of the
number of rows of data.
1. Create the Date field. Drag the Single Line Text field type from Field Types to the immediate
right of the Line Number field in the Travel Expenses section and drop it when you see a
green line.
2. Similarly, continue creating the following fields in the Travel Expenses section:
a. Description (Field Type: Single Line Text)
b. Transport (Field Type: Decimal)
c. Fuel (Field Type: Decimal)
d. Lodging (Field Type: Decimal)
e. Phone (Field Type: Decimal)
f. Meals (Field Type: Decimal)
g. Entertainment (Field Type: Decimal)
h. Other (Field Type: Decimal)
i. TOTAL (Field Type: Decimal)
3. Click Save at the top of the layout. A notification appears stating that your form is saved. You
can click Close to close the notification immediately. If you do not click Close, the notification
closes by itself in a few seconds.
You have successfully added fields to the Travel Expenses section.
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4.3 Adding More Fields to the Form Layout

Now, you need to add a few more fields to the form layout below the Travel Expenses section.
1. Create the SUBTOTAL field. Drag the Decimal field type from Field Types to a cell
immediately below the Travel Expenses section.
2. Similarly, continue creating the following fields:
a. ADVANCES (Field Type: Decimal)
b. TOTAL REIMBURSEMENT (Field Type: Decimal)
All the fields appear in the form layout.
4.4 Creating the Approval Details Section

Now, you need to create the Approval Details section to store the name of the approval manager and
the decision he or she takes to approve or reject the travel expense claim.
1. Drag the Group Box section type from Section Types to
the form layout.
2. In the Section Properties dialog box that appears, do the
following.
a. In the Tab Name box, type “Approval Details”.
b. In the Description box, type “Contains the name of the
manager and the approval decision”.
c. Click Done. The section is created.
Adding Fields to the Approval Details Section

Now, you need to add fields to the Approval Details section.
1. Create the Manager field. Drag the Single Line Text field type from Field Types to the first
cell in the Approval Details section.
2. Create the Approval Status field. Drag the
Select Box field type from Field Types to the
first cell in the second column in the Approval
Details section.
3. In the Field Properties dialog box that
a. In the Label Name box, type “Approval
Status”.
b. In the Description box, type “Approval
decision of the manager”.
c. Provide the Select Box Values. In the
Display Value box, type “Approved”. The
value you typed in the Display Value box
appears in the Database Value box also.
Note: The Database Value helps in

uniquely identifying a select box value.
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d. Click New Value ( ) to add another value for the Select Box. Two boxes appear for you to
type the Display Value and the Database Value respectively.
e. In the new Display Value box, type “Rejected”.
f. Click Done. The Approval Status field is created.
4. Click Save at the top of the layout. A notification appears stating that your form is saved.
You have successfully added fields to the Approval Details section.
4.5 Checking in the Form

Now, you can check in the Travel Expense Claim form. Checking in a form allows it to be used and
other users can modify it, if required. A new revision of the form is also created.
1. Click Check In. The Revision Comment dialog box appears.
2. In the Comment box, type “Created a travel expense claim form”. This is optional.
3. Click OK. A notification appears stating that your form is checked in.
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5. Publishing an Application
When you complete building an application, you can publish the application. Publishing makes the
application available in the list of applications available to you. You can click Change Application to
select the application and then proceed with setup activities for the application and the remaining
composing steps.
1. Click Publish Application on the Composer Assistant. The Publish Application page
appears, displaying the components of the application under Application Summary.
2. Click Publish Application. The application is published.
Note:
If you add a new form to a published application, you need not publish the application again.
After you build the form, check it in, and add it to an application tab, the form is automatically
available for use.
After you publish an application, you can click Send to Production to make the application
production- ready. Then, users can add production data.
6. Registering Access Details for Google Apps

Before you register the template that you obtained from Google Docs, you need to first register your
Google account credentials. This will enable integration between Google Apps and Cordys Process
Factory.
6.1 Accessing the Setup Tab

Now that you built and published an application, you can access the Setup tab for that application.
This tab is available only after you publish an application.
Click Change Application at the top of the start page and select Travel Expense Claims. The
application appears with the Setup tab available.
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6.2 Registering a Personal Account

Now, you can set up a personal account for access to Google Apps through the Setup tab.
1. Click Setup. The Setup page appears.
2. Click Go to for External App (Personal Access).
3. In the External App (Personal Access) page that appears, do the following.
a. Click New.
b. Google Apps is the default selected option under External Application Details. This is
the option you need to register your personal access details for Google Apps.
c. Under Access Details, provide your Login and Password that you use to access your
personal Google account.
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d. Click Save.
Your personal Google account is registered to integrate between Cordys Process Factory and
Google Apps.
7. Registering the Document Template

Now that you have registered your personal Google account details, you need to register the Travel
Expense Report template that you obtained from Google Docs within Cordys Process Factory.
1. Click Document Template. The Document Template page appears.
2. Click New.
3. In the Template Name box, type “Travel Expense Report”.
4. Click for the Application Object box. The Application Objects dialog box appears. Select
the TravelExpenseClaim application object and click OK. The application object appears in the
Application Object box. The related application object TravelExpenses also appears in the
Related Application Objects box.
5. In the Template URL box, paste the Travel Expense Report template URL. This is the URL
that you copied earlier from the address bar of the browser in Google Docs.
6. Click Save.
7.1 Mapping the Document Template

Mapping the Travel Expense Report template is an integral part of registering the document
template. Here, you need to map fields in the Travel Expense Report template to fields in the
TravelExpenseClaim and TravelExpenses application objects. Later in this tutorial, you will use
Google gadgets to publish data from a spreadsheet to application objects in Cordys Process Factory.
Data in the spreadsheet will be stored in the application object fields to which they are mapped to.
Mapping Single Template Cells

While registering the document template, click Template Mapping. The Template Mapping
Definitions dialog box appears. Let us first map single template cells, which are individual cells that
are not part of any record set.
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1. Map the cell in the position C3. This is the cell that stores the value for Purpose in the Travel
Expense Report template in Google Docs. Do the following.
a. In the document template, click the cell in the position C3. The cell position appears in the
Position box on the Cell Mapping tab.
b. On the Cell Mapping tab, click for the Map to box. The All Fields dialog box appears.
The Application Object Field option is selected by default and the TravelExpenseClaim
and TravelExpenses application objects are listed along with the fields that belong to each
object respectively.
c. Select the Purpose field under the TravelExpenseClaim application object and click OK.
The Purpose field appears in the Map to box.
d. In the Record Set drop-down list, leave None as the selected value, indicating that the
mapped cell is not part of any record set.
e. Click Done. The template cell is mapped and highlighted. The cell position and the
application object field that it is mapped to appear in the Position and Mapped To columns
respectively.
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2. Map the cell in the position C4, which stores the value for Statement # in the Travel Expense
Report template in Google Docs. Do the following.
a. Click the cell in the position C4.
b. On the Cell Mapping tab, click for the Map to box, select the Statement No field from
the All Fields dialog box that appears, and click OK.
c. In the Record Set drop-down list, leave None as the selected value.
d. Click Done. The template cell is mapped and highlighted.
3. Similarly, continue mapping the following cells in the template:
Cell Position Application Object Field Record Set
C6 TravelExpenseClaim Name None
G6 TravelExpenseClaim Group None
G7 TravelExpenseClaim Manager None
Mapping Template Cells in a Record Set

Now, let us map the cells in the template that are part of a record set. A record set is a set of records
where details are captured in multiple rows or columns. In the Travel Expense Report template in
Google Docs, the details of the travel expenses such as Date, Description, Air & Trans., Lodging, etc.
are captured horizontally, in a tabular format. We need to create a record set for storing such data.
1. Create a record set. On the Cell Mapping tab, click New to the right of the Record Set.
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2. In the Record Set Properties dialog box that appears, do

the following.
a. Type a name for the record set in the Record Set
Name box. For example, “Expenses”.
Note: The Record Set Name should not be the same

name as the application object.
b. In the Application Object drop-down list, select the

TravelExpenses application object as we are going to
map all the fields in the record set to fields in this
application object.
c. In the Starts from drop-down list, select Row as this is a horizontal record set. Then,
specify 10 and 16 in the boxes that follow. This indicates that the data in the record set
starts from row 10 and ends at row 16 in the template.
d. Select the Blank Row is Found option for End Criteria. All the records will be part of the
record set until a blank row is found.
e. Click OK. The Expenses record set is created. You can go to the Record Set tab and select
the record set from the Record Set Name drop-down list to view its properties.
3. Now, let us map the template cells in the Expenses record set to fields in the TravelExpenses
application object. Map the cell in the position A10, which stores the value for Date in the
Travel Expense Report template in Google Docs. Do the following.
a. Click the cell in the position A10.
b. On the Cell Mapping tab, click for the Map to box, select the Date field from the All
Fields dialog box that appears, and click OK. This field appears under the TravelExpenses
application object.
c. In the Record Set drop-down list, Expenses appears as the selected value. This is the
record set you created for the rows 10 to 16. So, any cells that you map in these rows are
automatically added to the Expenses record set.
d. Click Done. The template cells in the Date column from rows 10 to 16 are mapped and
highlighted. Any value entered in the Date column within these rows will be mapped to the
Date field in the TravelExpenses application object.
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4. Map the cell in the position B10, which stores the value for Description in the Travel
Expense Report template in Google Docs. Do the following.
a. Click the cell in the position B10.
b. On the Cell Mapping tab, click for the Map to box, select the Description field from the
All Fields dialog box that appears, and click OK.
c. In the Record Set drop-down list, leave Expenses as the selected value.
d. Click Done. The template cells in the Description column from rows 10 to 16 are mapped
and highlighted.
5. Similarly, continue mapping the following cells in the record set.
D10 TravelExpenses Transport Expenses
E10 TravelExpenses Lodging Expenses
F10 TravelExpenses Fuel Expenses
G10 TravelExpenses Phone Expenses
H10 TravelExpenses Meals Expenses
I10 TravelExpenses Entertainment Expenses
J10 TravelExpenses Other Expenses
K10 TravelExpenses TOTAL Expenses
You have completed mapping the template cells in the Expenses record set.
Mapping More Single Template Cells

Now, you need to map a few more single template cells that are not part of any record set. These cells
need to be mapped to fields in the TravelExpenseClaim application object.
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Do the following.
1. Map the following cells:
K18 TravelExpenseClaim SUBTOTAL None
K19 TravelExpenseClaim ADVANCES None
K20 TravelExpenseClaim TOTAL REIMBURSEMENT None
The mapped cells are highlighted.
2. Click OK to save the template mapping.

3. Click Save. The template is saved.
8. Setting up Organization Data

Now, you need to set up organization data such as application users, roles, and groups. You will set up
two application users; one to submit a travel expense claim and one to approve it. You will also set up
roles and groups that will be used while building a business process a little later in this tutorial.
8.1 Creating Application Users

When you create an application user, that user can log into Composer and access any application for
which he or she is granted access.
Let us set up the following application users who need to log into Composer to access the Travel
Expense Claims application:
A Sales Executive who needs to submit a travel request. This user will log into Composer
through a Google gadget and publish a travel expense claim to Cordys Process Factory.
(John Anderson will play the Sales Executive’s role in this tutorial. You can use your current
User Id to play this role.)
A Manager who needs to approve the travel request submitted by the Sales Executive. This
user will log into Composer through a Google gadget and approve the travel expense claim.
(Peter Jones will play the Manager’s role in this tutorial. You can create a new application
user who will play this role.)
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Note: If you bought only one user seat from Cordys Process Factory, then you cannot set up any
more application users. In this case, you need to play the role of both the Sales Executive and the
Manager.
Do the following to set up the application users.

1. Click Setup  User Management. The User Management page appears.
2. Click Go to for Application Users. The Application Users page appears, displaying a list of
existing application users, if any.
3. Click Add and select Add New User to the Application.
Note: If there are existing users in your organization, you can select Add Existing User to the
Application and then select an existing user to whom you want to grant access to the Travel
Approval App by John application.
Do the following to create application users.

a. In the User Id box, type the unique id of the user in the form of a valid email address. For
example, “pjones@radiantpower.com”. This email address is also populated in the Login Id
and Email boxes respectively.
The credentials required to access Composer to submit a travel request will be sent to the
user via email. You can also add your own email address to receive the credentials needed
to access Composer.
Note: You cannot modify the Login Id.
b. In the Name box, type the full name of the user. For example, “Peter Jones”.
c. Provide the Company Name and required contact details.
d. Assign a privilege to the user to access the Travel Expense Claim application. Click for
the Privilege Name box. The Application Privileges dialog box appears.
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e. Select the Travel Expense Claims Administrator privilege and click OK. The privilege is
assigned. The description of the privilege appears in the Description box.
f. Click Save.
An application user is created and the required privilege is assigned to the user. As soon as the
user is added, he or she receives an email with the Login Id and Password required to log
into Composer. This user will perform the role of a Manager.
Note: In this tutorial, John Anderson is the Sales Executive. This application user is already
created. However, you should add one of your own users as the Sales Executive.
You have created application users successfully.
8.2 Creating Roles

Roles define the responsibilities assigned to a user. You need to create two roles, namely, Sales
Executive and Manager.
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2. Click Go to for Roles. The Roles page appears.

3. Create the Sales Executive role. Do the
following.
a. Click New. In the Role box, type
“SE”.
b. In the Description box, type “Sales
Executive”.
c. Click Save and Add Another. The Sales Executive role is created and the values are
cleared for another role.
4. Create the Manager role. Do the following.
a. In the Role box, type “MGR”.
b. In the Description box, type “Manager”.
c. Click Save. The Manager role is created.
You have created roles successfully.
8.3 Creating Groups

Groups enable you to group users in your organization as well as assign responsibilities to users in the
form of roles. Let us create the Sales group, add the application users to that group, and assign
responsibilities to them.
2. Click Go to for Groups. The Groups page appears.
3. Create the Sales group. Do the following.
a. Click New. In the Group Name box, type “Sales”.

b. In the Description box, type “Sales and delivery functions”.
c. Add users to the Sales group. On the Members tab, click Add. The Users dialog box
appears, displaying all the users in your organization.
d. Select the check boxes for John Anderson and Peter Jones respectively, and click OK.
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Both the users are added as members to the Sales group.
Note: If you are playing the role of both the Sales Executive and the Manager, you need to
add yourself only once as a member to the Sales group.
e. Click the Responsibilities tab to assign responsibilities to the users.

f. Click New to assign the responsibility of a Sales
Executive to a user. The New Responsibility
dialog box appears.
Do the following.
i) Click for the User box. The Users dialog box
appears, displaying a list of all the users in your
organization.
ii) Select the user to whom you want to assign the
Sales Executive role and click OK. For
example, “John Anderson”.
iii) Click for the Role box. The Roles dialog box appears, displaying all the roles in the
organization.
iv) Select the Sales Executive role and click OK. The selected role appears.
v) Click OK. The responsibility of a Sales Executive is assigned to the user.
g. Click New to assign the responsibility of a Manager to a user. The New Responsibility
dialog box appears.
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Do the following.
i) Click for the User box. The Users dialog box appears, displaying a list of all the users
in your organization.
ii) Select the user to whom you want to assign the Manager role and click OK. For
example, “Peter Jones”.
iii) Click for the Role box. The Roles dialog box appears, displaying all the roles in the
organization.
iv) Select the Manager role and click OK. The selected role appears.
v) Click OK. The responsibility of a Manager is assigned to the user.
Note: If you are playing the role of both the Sales Executive and the Manager, you need to
assign both the roles to yourself.
h. Click Save. The group is created with the corresponding users and their responsibilities.
9. Building a Business Process

A business process is a set of activities performed to achieve a business goal. It shows how day-to-day
activities are performed in an organization.
Let us build a simple business process to send a task to a manager to approve a travel expense claim
that was submitted by a user. On approval or rejection of the travel expense claim, a notification will
be sent to the user, notifying him or her of the approval status.
Earlier in this tutorial, you built a form and published the application. Now, you can modify the
application to build a business process. Do the following.
8. Click Modify Application at the bottom of the page. The Composer Assistant appears.
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3. Click Build Business Processes on the Composer

Assistant and click New Process.
4. In the Business Process Properties dialog box that
a. In the Process Name box, type “Travel Expense
Claim Approval”.
b. In the Description box, type “Manager to approve the
travel expense claim submitted by a user”.
c. Select the Human Workflow and Service
Orchestration option for Process Type. The check
box for Enable logging for activities in instances
of this process is selected by default.
Note: You can also select the Service Orchestration Only option for Process Type if you do not
want the following elements and activities to be a part of your process, namely, Delay, Send
Message Event, Receive Message Event, and Subprocess.
d. Click for the Application Object box, select the TravelExpenseClaim application object
and click OK. The business process is being built on this application object.
e. Click OK. The business process building environment appears for you to build the process.
9.1 Adding the Start Element

To initiate the business process, you need to add the Start element.
Drag the Start element ( ) from Elements to the process building environment. There is no
configuration required for this element.
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9.2 Adding the Claim Approval by Manager Activity

You can use the Assign Task to User activity to assign a specific unit of work to be performed, to a
user in the form of a task. You can specify the form that needs to be sent along with the task and who
to send the task to. You have multiple options to identify the user to whom you are sending the task.
1. Drag the Assign Task to User activity from the Activity
Library and place it below the Start element. The
Assign Task to User dialog box appears.
2. Configure the Assign Task to User activity to send a
task to your manager to approve the travel request. Do
the following.
Note: To send a task to a user who is external to your

organization, you can use the Assign Task to External
User activity. While configuring this activity, you need to
specify the email address of the external user.
Also, when your organization was created, a system user,
<OrganizationName_External User>, was created and the
corresponding system privilege, <ExternalUser_Privilege>,
was also created. To send a task or notification to an external
user, you need to go to Setup  Application Users and
add the external user created for your organization to your
application. To send a form along with the task, you need to
go to Setup  Application Privileges and modify the
<ExternalUser_Privilege> to select the form to be sent.
a. In the Process Name box, type “Claim Approval by

Manager”.
b. Click for the Subject box. The Text Builder dialog box
appears. Do the following.
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i) In the Text box, type Approve Travel Expense Claim: and click Insert Field.
ii) In the Process Fields dialog box that appears, the TravelExpenseClaim application object
is listed along with its fields. These are the fields that you added to the Travel Expense
Claim form. This application object is passed to the business process as process input.
iii) Select Statement No and click Insert. The field appears in the Text box. This field will
identify the travel request being sent to the manager for approval.
iv) Click OK. The text appears in the Subject box.
c. In the Message box, type Go to the Approval Details section and approve the request.
d. In the Send drop-down list, Form is the default selected value to send a form along with the
task. The Travel Expense Claim form is being sent by default along with the task as this is the
default form for the TravelExpenseClaim application object.
Note: There is no additional mapping required for this form. If you want to send another form with the
task, you can click to select the form and do the required mapping to identify the instance of the
form to be sent.
e. Identify the user to whom you want to send

the approval task using one of multiple
options. In the Send To drop-down list, select
Authorized person for a group. The Group
Identification and Role and Function in the
Group group boxes appear.
You need to specify the group to which the
user belongs and the role assigned to the user.
These selections will help in identifying the
person to whom the approval task needs to be
sent. Do the following.
i) In the Options drop-down list, select
Group specified in a field. The group
that the sales executive specifies while
submitting the travel request is used to
identify the person to whom the approval
task is sent.
ii) Click for the Field Name box. The
Process Fields dialog box appears.
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iii) Select Group and click Insert. The field appears in the Field Name box. The business
process will determine which group the manager belongs to based on the value entered in
the Group field during the submission of the travel request.
iv) Click for the Role box. The Roles dialog box appears.
v) Select Manager. This is the role by which the user, who will receive the approval task, is
identified. Click OK. The role appears in the Role box.
The user to whom you want to send the task to approve the travel request is identified.
f. Click OK. The Claim Approval by Manager activity is configured and appears below the Start
element. You can select the activity and move it around to align it correctly.
After you add the Claim Approval by Manager activity, you need to use the Plain Connector
element to connect it to the Start element. Do the following.
a. Select the Start element.
b. Drag the Plain Connector element from
Elements and drop it on the Claim Approval by
Manager activity. An arrow appears, indicating
that the element and activity are connected.
9.3 Adding the Notify User of Approval Status Activity

You can use the Notification to User activity to send a notification to a user on approval of the travel
expense claim. The notification can be sent to the user via email or the user can log into Composer to
view the notification. To access the notification, the user must be an application user.
1. Drag the Notification to User activity
from the Activity Library and place it
below the Claim Approval by Manager
activity. The Notification to User dialog
box appears.
2. Configure the Notification to User activity
to send a notification to the user if the
travel request is approved or rejected. Do
the following.
a. In the Process Name box, type “Notify
User of Approval Status”.
b. Click for the Subject box. The Text
Builder dialog box appears. Do the
following.
i) In the Text box, type Travel Expense
Claim Status: and click Insert Field.
The Process Fields dialog box
appears, displaying the
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TravelExpenseClaim application object and its fields.

ii) Select Statement No and click Insert. The field appears in the Text box. This field will
identify the travel expense claim being approved.
iii) Click OK. The text appears in the Subject box.
c. Click for the Notification box and do the following.
i) In the Text box, type Your travel expense claim was and click Insert Field. The
Process Fields dialog box appears, displaying the TravelExpenseClaim application
object and its fields.
ii) Select Approval Status and click Insert. The field appears in the Text box. This field
will identify whether the travel expense claim is approved or rejected.
iii) Click OK. The text appears in the Subject box.
d. In the Send To drop-down list, select User name specified in a field to identify the user
to whom the approval notification is to be sent.
e. Click for the Field Name box. The Process Fields dialog box appears.
f. Select Name and click Insert. The field appears in the Field Name box. The business
process will determine who to send the approval notification based on the value entered in
the Name field during the travel expense claim submission.
g. Click OK. The Notify User of Approval Status activity appears below the Claim Approval
by Manager activity.
h. Connect the two activities. Click the Claim Approval by Manager activity, drag the Plain
Connector element from Elements and drop it on the Notify User of Approval Status
activity. A connection appears.
9.4 Adding the End Element

The End element indicates the end of a business process and does not have any outgoing connectors.
A valid business process must have at least one End element. There is no configuration required for
this element.
1. Drag the End element from Elements and place it
below the Notify User of Approval Status
activity. The End element appears.
2. Connect the Notify User of Approval Status
activity to the End element. Click the Notify User
of Approval Status activity, drag the Plain
Connector element and drop it on the End
element. A connection appears.
9.5 Defining a Start Event

Now, a Start Event needs to be defined to specify when the business process should be triggered. You
can specify any of the following start events.
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On Insert: The business process triggers when a new travel expense claim is submitted.
On Update: The business progress triggers when a travel expense claim is modified.
On Delete: The business process triggers when a travel expense claim is deleted.
Do the following to define a Start Event.

1. Click Start Event at the top of the process building environment.
Note: If the Start Event button is not visible to you, click and select Start Event.
2. In the Start Event dialog box that appears, the TravelExpenseClaim application object on
which you built the business process is listed.
3. Select the Insert check box for Trigger Event. The After Transaction option is selected by
default for Trigger Rule. This will trigger the business rule after the travel expense claim is
submitted. Click OK. The Start Event is defined.
Note: You can also select the Before Transaction option to trigger a rule according to your business
need.
4. Click Save to save the business process. A notification appears stating that the process is
saved.
The Travel Expense Claim Approval business process that you just built will trigger when a new
travel expense claim is submitted.
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9.6 Checking In the Business Process

The business process needs to be checked in before it can be executed.
1. Click Check In to make the changes to the business process effective. The Revision
Comment dialog box appears.
2. In the Comment box, type “Created a travel expense claim approval process”. This is optional.
3. Click OK. The business process is checked in. A notification appears stating that your process is
checked in.
Note: When you define the Insert Start Event for a business process and check in the process, a
system business rule is created automatically. This business rule triggers the business process on
insertion of the application object. In this tutorial, the business process will trigger as soon as a travel
expense claim is submitted.
10. Generating URLs for Google Gadgets

Now, you need to generate URLs for three standard out of box gadgets from Cordys Process
Factory, namely, My Docs, My Tasks, and My Notifications. Once you generate the URLs, these
gadgets can be used as Google gadgets on iGoogle to trigger processes from Cordys Process
Factory.
10.1 My Docs
The My Docs gadget lists all the Google Docs templates registered in Cordys Process Factory for
the logged-in user’s Google account. When you create spreadsheets in Google Docs, these
spreadsheets appear in the My Docs gadget. You can then view a spreadsheet and publish it to
Cordys Process Factory to create an application object instance.
Generating a URL for the My Docs Gadget

1. Click Setup  URL Generator. The URL Generator page appears.
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2. On the Google Gadget URL tab, all the standard gadgets are displayed. Click the My Docs
gadget. The Gadget Details appear on the right. You can modify the Gadget Name and
Height, if required. Authorized Access is selected as the default option for Access Control.
Note: All the standard gadgets require authorized access. After you generate the URL for the gadget
and place it anywhere on the Web, you need to log into Cordys Process Factory through the Google
gadget.
3. Click Generate Gadget URL. The URL for the gadget is generated and appears in a box below.
4. Copy the generated gadget URL and paste it in Notepad. You will need this URL a little later in
the tutorial when you add the Google gadget to iGoogle.
10.2 My Tasks
The My Tasks gadget lists all the tasks assigned to the logged-in user for all the applications that the
user is assigned a privilege to access. You can view the task status, open the task, and complete the
task from within the gadget itself.
Generating a URL for the My Tasks Gadget

1. On the Google Gadget URL tab, click the My Tasks gadget. The Gadget Details appear on
the right. You can modify the Gadget Name and Height, if required. Authorized Access is
selected as the default option for Access Control.
The My Tasks gadget is created and appears on the left of the page.
10.3 My Notifications
The My Notifications gadget lists all the notifications sent to the logged-in user for all the applications
that the user is assigned a privilege to access. You can view a notification and also delete it from within
the gadget itself.
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Generating a URL for the My Notifications Gadget

1. On the Google Gadget URL tab, click the My Notifications gadget. The Gadget Details
appear on the right. You can modify the Gadget Name and Height, if required. Authorized
Access is selected as the default option for Access Control.
The My Notifications gadget is created and appears on the left of the page.
11. Adding Google Gadgets to iGoogle

Now that you have generated URLs for the Google gadgets, it is time to add these gadgets to your
iGoogle page.
11.1 Adding Gadgets to the Sales Executive’s Account

Earlier in this tutorial, we used John Anderson’s Google account credentials to obtain the Travel
Expense Report template from Google Docs. Now, we will use the same user’s Google account
credentials to add the My Docs and My Notifications gadgets to his iGoogle account.
John Anderson is playing the role of a Sales Executive in this tutorial. So, he needs to submit travel
expense claims and view the approval notifications through his iGoogle account.
Let us now access the Sales Executive’s iGoogle account to add the My Docs and My Notifications
gadgets.
1. Access iGoogle at http://www.google.com/ig and sign in with your Google account credentials.
For example, “janderson.tpf@gmail.com”. You need to use the Sales Executive’s Google
account.
2. After you log into iGoogle, click Cancel to avoid selecting any more gadgets. The gadgets that
were pre-selected appear on your iGoogle home page.
3. Click Add Stuff.
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4. In the gadgets directory that appears, click Add feed or gadget.
5. In the Type or Paste the URL below box, paste the URL that you copied from Cordys
Process Factory when you generated the gadget URL for My Notifications and click Add.
6. A message appears to inform you that you are adding a gadget that is not created by Google.
Click OK. The My Notifications gadget is added to the Sales Executive’s iGoogle account.
7. Add the My Docs gadget also to the Sales Executive’s iGoogle account. In the Type or
Paste the URL below box, paste the URL that you copied from Cordys Process Factory
when you generated the gadget URL for My Docs and click Add.
8. A message appears to inform you that you are adding a gadget that is not created by Google.
Click OK. The My Docs gadget is added to the Sales Executive’s iGoogle account.
9. Click Back to iGoogle home at the top left corner of the page. You are taken back to your
iGoogle home page where you can view the new gadgets you just added, namely, My Docs
and My Notifications.
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11.2 Adding Gadgets to the Manager’s Account

Now, we need to use another user’s Google account credentials to add the My Tasks gadget to his or
her iGoogle account.
Peter Jones is playing the role of a Manager in this tutorial. So, he needs to view and approve travel
expense claims.
Follow the steps in Chapter 11.1 and add the My Tasks gadget to the Manager’s iGoogle account.
12. Creating an Expense Claim in Google Docs

So far, you have built the Travel Expense Claims application, set up the required organization data,
generated URLs for the Google gadgets, and added the gadgets to iGoogle. Now, we need to see how
the integration between Cordys Process Factory and Google Apps works.
Firstly, you need to create a travel expense claim through Google Docs.
1. Access Google Docs at http://docs.google.com and sign in with your Google account
credentials. For example, “janderson.tpf@gmail.com”.
2. Click the Travel Expense Report template. It is displayed in a new browser window.
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3. Click File  Create a copy. Type “Travel Expense Claim 1000”

in the dialog box that appears and click OK.
A copy of the template is created.
4. Do the following.
a. Fill in personal details and general details. In the Purpose
field, type “Training at AMA”.
b. In the Statement # field, type “1000”
c. In the Name field, type the name of the application user who is performing the role of a
Sales Executive to submit the travel expense claim. For example, “John Anderson”.
d. In the Department field, type “Sales”, which is the group the Sales Executive belongs to.
e. In the Manager field, type the name of the application user who is performing the role of a
Manager to approve the travel expense claim. For example, “Peter Jones”.
f. Fill in the travel expense details. In row 10, do the following.
i) In the Date field, type the date the travel expense was incurred. For example, “4/1/09”.
ii) In the Description field, type “Day 1 Training”.
iii) In the Air & Trans. field, type “1000”.
iv) In the Lodging field, type “250”.
v) In the Meals & Tips field, type “50”.
g. Similarly, continue filling in the following travel expense details:
Date Description Airfare Lodging Phone Meals Entertainment
4/2/09 Day 2 Training 250 20 50
4/3/09 Day 3 Training 250 60 30
4/4/09 Day 4 Training 1000 40
h. In the next three rows, 14, 15, and 16, remove the 0.00 from the TOTAL column.
i. The subtotal of $3000 appears in the SUBTOTAL field. In the Advances field, type “500”.
The total of $2500 appears in the TOTAL REIMBURSEMENT field. This is the total amount
that needs to be reimbursed to the user who is submitting the travel expense claim.
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5. Click File  Save & Close. The spreadsheet is saved.

6. On your Google Docs home page, click Owned by me under All Items. The new spreadsheet
appears. This spreadsheet is automatically accessible through the My Docs gadget that you
added earlier to the Sales Executive’s iGoogle account.
You have successfully created a new travel expense claim using Google Docs. You can now sign out of
Google Docs.
13. Sending the Expense Claim for Approval

Now, you need to send the travel expense claim that you just created using Google Docs to your
manager for approval. You can do so by accessing your My Docs gadget through your iGoogle
account. You should use the Sales Executive’s iGoogle account to submit the travel expense claim
for approval.
1. Access iGoogle at http://www.google.com/ig and click Sign In to sign in with your Google
account credentials. For example, “janderson.tpf@gmail.com”. You need to use the Sales
Executive’s Google account. The My Docs and My Notifications Google gadgets appear on
your iGoogle home page.
2. Log into the My Docs gadget using the credentials you received to access Composer, the
mashup tool from Cordys Process Factory. These credentials were sent to you when you
added an application user to perform the role of a Sales Executive.
3. The travel expense claim, Travel Expense Claim 1000, which you created in the Sale’s
Executive’s Google Account through Google Docs appears within the My Docs gadget along
with the Travel Expense Report template you used in Google Docs.
4. Select the travel expense claim and click Publish Data to Application.
5. In the Publish Using Template drop-down list, Travel Expense Report is selected by default
as this is the only document template you registered within Cordys Process Factory.
6. Click Publish. A message appears indicating that the claim was published successfully.
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7. Sign out of iGoogle.

The data from the Travel Expense Claim 1000 spreadsheet was inserted into the
TravelExpenseClaim and TravelExpenses application objects successfully.
14. Approving the Travel Expense Claim

As soon as the data from the Travel Expense Claim 1000 spreadsheet was inserted into the
TravelExpenseClaim application object, the Travel Expense Claim Approval business process you
built earlier is triggered. A task is sent to the Manager for approval.
Now, you need to approve the travel expense claim that was sent for approval. You can do so by
accessing your My Tasks gadget through your iGoogle account. You should use the Manager’s
iGoogle account to approve the travel expense claim for approval.
account credentials. For example, “pjones.tpf@gmail.com”. You need to use the Manager’s
Google account. The My Tasks Google gadget appears on your iGoogle home page.
2. Log into the My Tasks gadget using the credentials you received to access Composer, the
mashup tool from Cordys Process Factory. These credentials were sent to you when you
added an application user to perform the role of a Manager.
3. A task to approve Travel Expense Claim 1000 appears in the My Tasks gadget. The task
shows a status of Incomplete.
4. Click the task. A new window appears, displaying the incomplete task with the travel expense
claim form. The total amount that needs to be reimbursed is $2500.
5. In the Approval Details section, select Approved from the Approval Status drop-down list
and then click Complete Task at the top of the window.
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The task shows a status of Completed.

The Travel Expense Claim 1000 was approved successfully.
15. Viewing the Approval Status

As soon as the Travel Expense Claim 1000 is approved, a notification is sent to the Sales
Executive, informing him of the claim approval.
Now, you need to view the notification. You can do so by accessing your My Notifications gadget
through your iGoogle account. You should use the Sales Executive’s iGoogle account to view the
approval notification.
account credentials. For example, “janderson.tpf@gmail.com”. You need to use the Sales
Executive’s Google account. The My Docs and My Notifications Google gadgets appear on
your iGoogle home page.
2. Log into the My Notifications gadget using the credentials you received to access Composer,
the mashup tool from Cordys Process Factory. These credentials were sent to you when you
added an application user to perform the role of a Sales Executive.
3. A notification regarding the approval status of Travel Expense Claim 1000 appears in the My
Notifications gadget.
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4. Click the notification. A new window appears, displaying the notification with the approval
status.
16. Conclusion
Congratulations! You have completed the tutorial successfully. You saw firsthand how you can build a
workflow and integrate it with Google Apps by performing simple configurations and modeling steps.
While following this tutorial, you learnt how to use Cordys Process Factory to build an application,
set up organization data, register your Google account, and register and map a document template
obtained from Google Docs. You also learnt how to generate URLs for Google gadgets, add gadgets to
iGoogle, and use iGoogle to log into the gadgets, publish data to Cordys Process Factory, approve
tasks, and view notifications.
17. Contact Us
To report issues or send feedback, contact us at: support@cordysprocessfactory.com
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15. Viewing the Approval Status ......................................42

Estimated Completion Time

2. Obtaining a Template from Google Docs

7. Click Save and go to Composer. The Composer Assistant appears.

4.1 Adding Fields to the Form Layout

2. In the Field Properties dialog box that

b. In the Description box, type “Purpose

Note: The XML Path Reference can be

a. In the Field Type drop-down list, select

Note: Alternatively, you can select the

Note: Required Field indicates that

e. Click Done and Add Another. The Statement No field is created.

4.2 Creating the Travel Expenses Section

Note: The TravelExpenseClaim application object is an Associated Object for the

Adding Fields to the Travel Expenses Section

4.3 Adding More Fields to the Form Layout

4.4 Creating the Approval Details Section

Adding Fields to the Approval Details Section

Note: The Database Value helps in

4.5 Checking in the Form

6. Registering Access Details for Google Apps

6.1 Accessing the Setup Tab

6.2 Registering a Personal Account

7. Registering the Document Template

7.1 Mapping the Document Template

Mapping Single Template Cells

Cell Position Application Object Field Record Set

C6 TravelExpenseClaim Name None

G6 TravelExpenseClaim Group None

G7 TravelExpenseClaim Manager None

Mapping Template Cells in a Record Set

2. In the Record Set Properties dialog box that appears, do

Note: The Record Set Name should not be the same

b. In the Application Object drop-down list, select the

Cell Position Application Object Field Record Set

D10 TravelExpenses Transport Expenses

E10 TravelExpenses Lodging Expenses

F10 TravelExpenses Fuel Expenses

G10 TravelExpenses Phone Expenses

H10 TravelExpenses Meals Expenses

Cell Position Application Object Field Record Set

I10 TravelExpenses Entertainment Expenses

J10 TravelExpenses Other Expenses

K10 TravelExpenses TOTAL Expenses

Mapping More Single Template Cells

Cell Position Application Object Field Record Set

K18 TravelExpenseClaim SUBTOTAL None

K19 TravelExpenseClaim ADVANCES None

K20 TravelExpenseClaim TOTAL REIMBURSEMENT None

The mapped cells are highlighted.

2. Click OK to save the template mapping.

8. Setting up Organization Data

8.1 Creating Application Users

Do the following to set up the application users.

Do the following to create application users.

Note: You cannot modify the Login Id.

You have created application users successfully.

8.2 Creating Roles

2. Click Go to for Roles. The Roles page appears.