Introduction

HelloID's Self Service Products and Delegated Forms are powerful tools that allow organizations to standardize and streamline any number of processes. These range from end users making requests that must be approved by their managers, to providing simple interfaces for complex IT operations. The specific use-cases for forms are widely varied, and depend on your organization's needs. Some examples use cases for forms would be:

• Equipment request: Users can check equipment in/out
• User account request: Managers can request accounts for new employees
• Enable/disable user accounts: Delegated staff can manage the enabled/disabled state of accounts
• Manage group memberships: Delegated staff can manage the group memberships of others

This article will lead you through creating a Self Service Product with a form that gathers additional request information about the request. Navigate to Self Service > Forms in the HelloID Administrator Dashboard to get started. 

Product Example: Equipment Request

In HelloID, a "Product" is a resource that users may request and return. Their request can be routed for approval by any number of individuals, such as the resource owner, or the user's own manager, or the request can be approved automatically. Products may also be associated with costs and request limits. For example, you may have a software license that is worth $500, and only limit 10 approved requests at any given time.

Forms can sit in front of a product request in order to gather more information about the request. Once the form is submitted, the information can be used by a pre-configured task or by a custom PowerShell script that you've written.

Create a Form

In this example, we will be creating a form that can be used to request an arbitrary piece of equipment. The form will then be attached to a Self Service product called "Equipment Request". Requests for the Equipment Request "product" can then be approved or denied by another member of the organization.

1. Click the Create button in the forms overview to bring up the Form Designer. Learn more about the form designer and all available fields here.
2. On the left, you will find a list of form controls. Let's start by adding a Header and Text field to display information to the end users. Modify those fields' properties so that they match the screenshot below.
   
3. Next, add a checkbox input with the following properties:
   1. Label: Acceptable Use Policy
   2. Checkbox Label: I agree to the terms of the AUP
   3. Must be Checked: true
   4. Form Key: aup
   
4. Next, add a drop down field with the following properties.
   1. Label: Equipment
   2. Required: true
   3. Form Key: equipmentType
   4. Conditional Visibility: true
      
      • Condition: Field is visible when "Acceptable Use Policy Is Checked"
   5. Selectable Values:
      1. Cell Phone
      2. Laptop
      3. Projector
      4. Vehicle
   
5. Your form should now look like this:
   
   
   
6. If you go to the Advanced Editor, you may test out the form. You can see that the equipment dropdown only shows if the AUP checkbox is checked. You may also submit the form and see your sample values appear in the Form Results area.
   
   
7. Save the form when you are finished.

Create a Product

In order for a form to be used, it must be attached to a Self Service product. Create a product called "Equipment Request" and select your "Equipment Request Form" in the Form dropdown. Assign someone in your organization as the product owner, and place the product in whatever category you wish.

Add Actions

Without actions, a Self Service product doesn't do much of anything. With actions, however, it can do nearly anything you want. You may utilize data submitted by the form to enrich the tasks that you add to the product.

In the context of requesting company equipment, you may want your product to submit a ticket to your helpdesk with the equipment request details. This can often be done by sending an email to the helpdesk's email address.

1. On the Tasks tab of your new product, click Add action.
2. Search for or find the Send email task, and click Add.
3. Set Execute on State to Approved.
4. Provide a valid From and To address.
5. Set the subject line to "New Equipment Request".
6. Set the content of the email to "{{requester.firstName}} {{requester.lastName}} has requested the following piece of equipment: {{request.form.equipmentType}}"
   • Note: The variables present in the curly braces will be evaluated at run-time and replaced with their corresponding values.
   
7. Click Close to save your changes.
8. Save your product when you are finished.

Next steps for end users

Once an end user requests the Equipment Request product, the request will be routed to the product owner via email. The product owner may also see the request in their inbox on the HelloID User Dashboard. In the screenshot below, you can see the form submission details displayed in the end user's Request Details section. (Administrators can view form submission details on the admin dashboard Request History page.)

Once the request is approved, our Send email task action is launched, and an email is sent to the helpdesk using the template that we provided earlier.