Scenario: Set up a custom app

This scenario helps you complete the main steps for configuring an app in BRIX. You will create a workspace and an app, configure its form and add necessary fields, select a data display option, set access permissions, and model and link a business process to the app.

Custom apps are used to store and manage data. For example, you can maintain a database of contacts or suppliers, a travel request register, an equipment log, and other directories.

All steps in this scenario are explained using the Purchase Orders app as an example. This helps clearly demonstrate the sequence of actions and the required settings.

This scenario shows the overall configuration logic and does not replace detailed instructions. At each step, you will find links to help center articles with detailed descriptions of buttons, fields, and options.

Preparation before setup

During the preparation stage, think through the architecture of the future app and structure its core workflow logic. To do this, define the following:

  • Automation goal: The specific task the app will solve and the desired outcome.
  • Data composition: The types of information and fields needed on the item form (e.g., text, numbers, dates, links)
  • Participants and roles: Which team members need permission to create, edit, or simply view items.
  • Item lifecycle: The stages an item goes through and how its status should update along the way.
  • Navigation options: How users will search for items and which view format works best (table, Kanban board, or tiles).

Only users included in the Administrators group can create workspaces and apps and configure their settings.

Step 1. Create a workspace

Workspaces group apps, pages, and links in the system's left menu. This allows you to combine components related to a single task or line of work.

For example, to automate procurement processes, a Procurement workspace is created. It contains the following apps: Purchase Orders, Suppliers, and Products and Services.

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Step 2. Create an app

Apps are core system components that allow you to organize work with similar data. Data is stored inside an app as records called items.

For example, in the Purchase Orders app, each item is an individual request.

Flexible settings allow you to adapt apps to any business task. When creating an app, select its type based on your goals:

  • Standard is used for storing data, such as employee profiles, orders, or contacts. Suitable for most user scenarios.
  • Document is used to organize document management, such as tracking invoices, contracts, etc. Allows configuring registration and document routing.
  • Event is a calendar format for scheduling meetings and events, such as interviews.

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Step 3. Configure the form

The form determines the appearance of an app item page. It contains fields that users fill in with data or use to view information.

For example, in the Purchase Orders app, you can add fields to the form for describing the purchase, displaying the total amount, requester, department, comments, and more.

You can configure fields and their layout in the standard editor or use the advanced mode to configure creation, view, and edit forms separately.

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Step 4. Configure item display

After setting up the form, determine how users will view app items on the page. Select the view mode that best fits current tasks:

  • Table for working with large amounts of data and filtering it.
  • Tiles for displaying visual cards with key fields.
  • Kanban board for tracking item stages by status.

For example, for requests, you can use a table with columns: Name, Requester, Amount, Status, and Creation date. If request processing statuses are set up, records can be displayed on a kanban board.

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Step 5. Configure access permissions

Determine who can see the app in the workspace menu, create items, edit data, and perform actions with item pages.

For example, employees can create requests, managers can approve them, and procurement team members can edit supplier data and close requests after processing.

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Step 6. Configure a business process for an app

If working with items involves several stages, automate each stage using a business process created within the app.

For example, within individual tasks, users will be able to create a purchase order, send it to a manager for approval, forward it to procurement for processing, and update its status upon completion.

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Step 7. Check the app before launching

Before users start working with the app, verify that the main settings are correct:

  • The app is in the correct workspace.
  • All required fields are present on the form.
  • Required field rules are configured for key data.
  • Searching and filtering items on the app page is easy.
  • The statuses align with actual work stages.
  • There are user-friendly action,
  • Access permissions are set for all users,
  • The associated business process runs correctly.

If the app is part of a solution under development, we recommend using the Scenario: prepare a solution for launch article.

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