hi everyone and welcome to this video today I will demonstrate how to set up a basic workflow in digital workplace catalog bed invokes and approval request and create work order fulfillment record in itsm we will go through the steps of setting up the service creating questionnaires and then finally we will Design the workflow these are the main steps we will use to create the service and workflow the first step is we will create the service and configure the catalog profile then we will create the workflow and add the required input variables then we will add those questions to the service questionnaire then step 4 we will Design the workflow and add the required elements onto the canvas we will also configure the required input map properties for each activity that we are adding then we will publish the service to DWP and finally we will verify the service by requesting it through DWP as an end user so let's go ahead and begin the demo so let's start by creating and configuring the service in digital workplace catalog let's do that by clicking on services and then going to create new and service for this demo let's call our service request a laptop and create and then we will configure the profile we'll go ahead and add a logo to our service and then a service excerpt use this service request to request a new laptop then we'll add a service description that says once your request for a new laptop is submitted it will go through your manager for approval and we'll save that service so next we will create the workflow and add the required variables into the service so let's do that by clicking on the workflow edit link and clicking on ADD workflow from here we will click on actions and select new workflow and let's give a name to our workflow we will call it request and laptop workflow and create now the next step is to add variables to our workflow and we can do that by clicking on ADD remove variables from the variable sections properties so the process input variables are used to capture information to fulfill the service request so let's click on and add the first variable so for our first variable let's add a service broker context data variable so to pass process context information to a workflow you must add a variable of service broker context data type to your process as this variable collects information from a service request and service request definition next let's add the rest of the variable that we will use in the questionnaire so I will add a variable called select a laptop select and we will make this a variable of selection and here we will Define the selection of those variables so let me just copy and paste those options so I'll have three types of laptops that a user can select from okay and we'll continue adding our input variables so the next one we'll call it user shipping address and this one we will just keep that as a text variable and then the next one we will call this select your accessories and we will leave that one as just text as well and then finally we will add another text variable and this we will call reason for laptop request and we will go ahead and save those information now let's add a start and end event to the canvas so that we can save the workflow we will come back to this later to fully design the workflow now that we have defined the variables for our service let's go ahead and add the questions to the questionnaire so let's come back to the service options click on workflow and from questions let's click on ADD and then from here click on actions and select create single user request so now what we will do is we will need to add each of the process questions into the question designer canvas by clicking on the plus sign so let's start with select your accessories and for this element type we will use multi-select and we will add the value for this way okay so and the last one we will add a wireless mouse okay and let's save this question and then next we will add select a laptop for this one we will use single select and since we already defined the question values from the input variable it's already displayed here for us now we will make this question required and save it next we will add the user shipping address and for this one we will use ethics area and here we can add a description and we can ask the user to please enter your shipping address box is not accepted and make this required and Save and then finally we will add reason for laptop requests and we will make this a text area as well and we will make this question as required and we'll save that and now we will save the questionnaire and give it a name for laptop questions and save it we are now ready to design our workflow as we have defined our input variables and questionnaires so let's come back to the service options and click edit workflow once again and here let's click on edit so once the palette has loaded we will select an activity called call activity and we will start with this so you can create workflows that use approval processes defined in the remedy system approval server a point in a workflow you can insert a call activity that calls for an approval process that is linked to the SP service request tab form then direct the sequence flow based on the response from the approval server you can use the default SP request manager approval process or use a custom approval process in our demo we will be using the default approval request so let's define the approval for this call activity by selecting it and here in the call Process let's find the default approval that we would like to use so the easiest way is to just search for the name of the approval here we find its request approval so we will select that and then we will Define the required input map for this activity so here we'll build an expression for requesting user ID again we will find the login name which is found under the SP context for users so we will add that then save it and then move on to the approval summary here we will enter the approval summary for this um expression so we will just enter any text really but this one we will say for example this request is now approved for then we'll add plus and then we'll add the value of the full name of the user and again that's coming from our SP contacts variable and the requested for user full name and then plus and then we'll add a text again to have the requested laptop type and accessories and save that one and then finally it we will Define the service name so click to build an expression for service name and then we will just search for service name service service name and then next is to define the expression for SP service request ID so again let's find service request ID and let's add that and that's it that's um that's everything for the call activity for now so let's sum and then let's move to the next next let's add an exclusive Gateway for the next transition and then create work order with identifiers so let's add this it's under Helix itsm palette and then we will connect the tiles so the exclusive Gateway helps to determine the next PATH in the process so in our example we will have the paths of approved denied or error so an exclusive Gateway is non-blocking and allows sequence flows to continue even if all paths are not followed so next let's define the condition for our Gateway by clicking here and settings we can build the condition expression so for this one we will use the status of approve under call activity to move the transition forward so status equals approved and click ok next we will configure the create work order with identifiers input map so connection ID will be remedy click ok and then let's go scroll down here and find the other required expressions okay so contact login ID we will set to login name requested for user login name and then expression summary we will use service name full name for the user okay and click that okay and then let's define expression for description okay so let's define this using full name and we can use one of the questions in the questionnaire foreign we will use the process this process variable in the description and then finally we will add the expression for the correlation ID great and we are set so let's click this okay next let's add a tile called create activity log for service request all right and let's go ahead and configure its input map so first the request ID again this goes with the service request ID under SP contact s and next expression for text which is the required item we will just add something like work order and let's find a work order ID it's an output output work order ID Plus next we will add a path for when the request is not approved or denied we have previously added a path for when it's approved now we will Define one for when it's not approved so to do this we will add another tile called create activity log for service request same tile and then we will add set service request status tile and so this is the tile we need and we will add it over here now let's connect these styles to the Gateway and then configure the input Maps okay so let's start with create activity log for service request input map so let's find all the required input map variables so set expression for request ID we will use the service request ID then we will set the expression text we can say something like I'm sorry your request has been denied and click ok and next we will set the service request status input map so here request ID will be service request ID and then we will set the expression status as canceled and we will click ok so next we will add a path for when the request is an error State and close out the request to do this let's add the error and event put it over here and then we'll connect it to the exclusive Gateway for this we don't need to Define um actually we will need to define a condition so let's do that so click to build an expression and our condition status so let's set the condition status of error and then let's configure the error message let's just say an error has occurred and click ok and then finally to complete our workflow let's connect everything to the end event and that's it our workflow is completed so we will save this workflow and now we will publish the service to DWP so by default the status of the service will be in draft mode so we will approve and publish it so it appears in DWP portal for the end users now our next step now that the request is published is we will log in to DWP portal and submit the request as an end user now I'm logged in to DWP as an end user to validate the service we just created and published so the service is right here request a laptop so I will go ahead and open this and then click on request now and for this use case I will request it on behalf of this user and so select your accessories we can see that all the accessories that we set in the questionnaire are showing so let's go ahead and select all of those accessories and select the laptop you can see all the laptop types that we identified so I'm going to pick the second one so the shipping address I will just enter say Vancouver BC and then for a reason for laptop request let's say PC refresh 2023 and let's go ahead and submit the request okay so now we can see after we submitted a request that it moves into waiting approval which is what we defined in our workflow and now this is pending the approval of the manager for the end user so let's go ahead and log in as this manager and approve this request so here um we're logged in as the manager for this request so I will go ahead and approve this request and now that that's approved let's log back in to DWP as an end user and see the status here now I'm logged back in to DWP as the end user now we can see that the request has moved into improper status and it has been approved by the user's manager and you can see there's a work order comment here that the work order with the order number ID created okay now let's test the path where the manager actually cancels or denies the request and let's see if this goes into a canceled status like we defined in the workflow so let's go ahead and request this request again using the request again button and we'll just leave all the responses as this and submit that request once again and now here I'm logged in again as the manager and instead of approving I will go ahead and reject this request and we'll enter reason we'll say previously now coming back in as an end user I can see that the request has indeed been canceled or rejected and the status is now set to canceled as we defined in the workflow then you'll see the message saying I'm sorry your request has been denied and that concludes our video for today where I shared how to create a basic workflow in DWP catalog that calls for an approval process and generate a work order I hope this information is helpful watch more support videos like this by subscribing to 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