Houdini’s Challenge – Quick eForms for PeopleSoft LIVE! University of Wisconsin-Milwaukee’s Student Withdrawal Form Regional Conference Series | 2017

In what city did Houdini claim he was born? At the age of 22, what did Houdini vow to do? What was Houdini’s “Challenge Act”? In 1910, he became the first person to do this in Australia. For what invention was he granted a patent in1921? On what holiday did Houdini die? How did Houdini die? Appleton, WI (1874) Quit magic He challenged audiences to create inescapable situations. Pilot an airplane. A two-part diving suit Halloween (1926) Peritonitis, caused by a punch to the abdomen.

Gideon Taylor Consulting Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education, and government organizations. Our MISSION is to revolutionize business processes through innovative automation strategies, integration and custom development expertise, and electronic forms technology. Our VISION is to help our clients work simply, effectively, efficiently, and flexibly. Founded in 2001 by Paul Taylor, Original creator of GT eForms™ and ePAF™

Some of our clients… Some of our clients…

UW-M Student Withdrawal Form University of Houston – Honors College Affiliation This is a screenshot of the University of Wisconsin-Milwaukee’s Student Withdrawal form. The form enables a student to initiate the process of withdrawing from the University. The 50 minutes that we had to build the form during our session focused solely on the tasks that a business analyst could perform: creating the fields and segments for the form, inserting instructional text and the UW-M logo, configuring pre-population to have fields automatically populate with existing data from PeopleSoft, conditional defaulting of fields values based on values entered in other fields by the user, setting up workflow including conditional routing, and basic email notifications.

Live Demo: Creating UB’s Adjunct Faculty Hire Form Time to get down to work! Live Demo: Creating UW-M’s Student Withdrawal eForm Diana

Student Withdrawal eForm DEMONSTRATION Watch the demo video of the University of Wisconsin Milwaukee’s Student Withdrawal eForm at: https://youtu.be/Z8Rs5BQS4iE

Creating a new eForm To start creating a new eForm, we click on the “Create / Update an eForm” tile on our Fluid homepage in PeopleSoft.

Naming our new eForm A series of setup pages help us define our form and its behavior. On the “General” tab, we’ll enter general label and descriptive information about the new form we’re creating. We’ll call this our “Honors Affiliation Form”.

Creating my pages for my form The Pages tab is used to define and configure the parts that make up our form. Not only can a business analyst create and define the parts of our form, but they can also configure conditional logic to define the behavior of our form. Conditional logic can be added for a field, segment, or page to determine when or if they are displayed, and to whom. A form task defines what pageflow, form messages, and notifications a given user will see. For example, you may want the form to exhibit different behavior or appearance when a user is submitting the form during the “ADD” task than when approvers are interacting with the form in the “EVALUATE” task. Within each task, we define the pages, segments, and fields that we want the user to see, and under what conditions. For our Student Withdrawal Form, we’ll have three tasks, ADD, EVALUATE, and UPDATE, and we’ll create two pages (or “STEPS”) for each task.

Adding Instructions to our form Using the rich text editor, we can add text, graphics, and links to each page in our form and even each segment on our pages to help guide the user through the process or provide additional information. There’s no need for our users to navigate to different tabs or pages to review any necessary instructions. In this case, we’ll just insert a header graphic and some basic instructions at the top of the page.

Adding a segment to our form pages To organize the fields that we’ll be adding to our form, we can create one or more segments on our pages. These segments can be saved and re-used across pages and forms. Segments can conditionally show and hide using the powerful Visual If configuration tool. Pages can have both configuration segments and custom-built segments. Each segment can be displayed in a column format or a grid. This example shows 8 different fields that I’ve created for my segment labeled, “Student Information”.

Connecting form fields to data records Using the “Data Pool”, a form designer can associate fields in the new form with data in existing PeopleSoft records to pre-populate fields, and to setup lookups and description displays on the form fields. For our Student Withdrawal form, we’re going to setup a Data Pool to associate data from the STDNT_CAR_TERM, SCC_PERDATA_VW, EMAIL_ADDRESSES, and TERM_TBL records in PeopleSoft.

Configuring our workflow GT eForms™ adds a configuration-based UI to the delivered PeopleSoft Approval Framework, enabling business analysts to define the necessary workflow routing within the form designer, so that the form knows where to go and what to do with each user action (e.g. Submit, Approve, Recycle, etc.). Functionally-defined, conditionally branching, reusable Approval Routes guide eForms to the right people under the right conditions. These Approval Routes can use PeopleSoft security roles, department security, position reports-to structures, and many other routing constructs, and through conditional branching, can manage routings of any complexity. For our Student Withdrawal Form, we’ve setup 3 levels of approvers. If we only needed the form to route to certain approvers under certain conditions, we could use “Visual Ifs” to define and apply those business rules as part of the form logic.

Setting up Notifications GT eForms™ allows functional setup of Email Templates with dynamic text inserts that customize the recipient message. Direct links back into any task of the form can be included using configuration options. Notifications and worklist reminders are an important part of the approval workflow process. The Notifications tab of the form builder provides the ability to configure notifications that can be triggered based on very specific business requirements. The online configuration includes the ability to setup notifications at specific steps in the approval process, based on specific form actions, recipient rosters and worklist descriptions. For our Student Withdrawal Form, we’ll keep the notifications simple and have an email notification sent to all participants when the form is AUTHORIZED upon final approval.

Setting up our Search Record GT eForms provides robust searches that let you choose what data to prepopulate a form with. You can also use standard PeopleSoft row- level security conventions to restrict what data a given user can see – for example, limiting a departmental user to students in their own department, or restricting students or employees to only see their own personal information. Here we could set one or more search records to ensure data security within our form.

U of Houston – Honors Affiliation eForm And here is a screenshot of the new Student Withdrawal eForm that we just created! A powerful, intelligent, PeopleSoft self-service application.

University of Baltimore’s Adjunct Faculty Hire Form Diana

Fluid PS Forms and Approval Builder GT eForms™ = Functional task = Unstructured technical task = Tool-guided tech task = “It can do it, BUT…” Feature/Function Fluid PS Forms and Approval Builder GT eForms™ Purely functional form creation Handle attachments Inline instructions Form Messages Conditional approval paths Email notifications Conditionally hide or display fields/segments/pages Auto-populate and dynamically update form data Advanced data validation Updates to PeopleSoft Intelligently derive and default data PeopleTools-extensible development Mobile Drag-and-Drop field placement Cascading valid value lookups

Any Questions? Questions?

Scott Antin VP Business Development 651.207.6599 | Office 651.271.3827 | Cell scott@gideontaylor.com www.gideontaylor.com