Forms are an integral part of any application that involves workflows. In a workflow, you use forms for different activities. For example, if you want to include an approval activity in a workflow, you must associate an approval form with that activity. The application makes use of this form to coordinate the approvals for granting a permission access.
Workflow Administration Console segregates the workflow forms into three main categories, namely Request, Approval, and Template, and provides a set of default request and approval forms under the forms catalog. It is recommended that you do not edit the default forms. However, you can use these forms to create new forms. For more information, see Creating New Forms.
Workflow Administration Console provides a default Request Form with a set of predefined fields. In a workflow, you can associate this form with the Start Activity. If you want to use a different request form, create a custom request form using Form Builder and associate that form with the workflow.
NOTE:Request forms are used only for start activities. Only one request form can be associated per workflow.
Workflow Administration Console provides a default Approval Form with a set of predefined fields. In a workflow, you can associate this form with the Approval Activity. If you want to use a different approval form, create a custom approval form using Form Builder and associate that form with the workflow.
NOTE:Approval forms are only used for approval activities. You can define multiple approval forms for a workflow, but associate only one approval form per approval activity.
The third category of forms is the template forms. Similar to the default request and approval forms, template forms can be copied and used for creating custom request and approval forms specific to a workflow. But first, you must design a template form. A helpdesk form is a good example in this case. Selecting the form type as Template while creating a new form, you can design a helpdesk template form with predefined fields that are common across all permissions, such as name, organization, and department of an employee. When there is a specific requirement, for example to create custom request and approval forms for requesting permission access to printers in your organization, you can easily create a copy of this helpdesk template form and add custom fields specific to the printer permission access.
For more information on how to create template forms, see Creating a New Form from Template Forms.