Forms

In Signavio Workflow Accelerator, you can use forms to enter information when you run a process. You can use forms in two places: form triggers and user tasks.

Form triggers

You use a form trigger to set the values of workflow variables when you start a new case for a process.

_images/start-form.png

Starting a new case with a form trigger

This form has a description (“Enter personal details”) and two fields. The icon next to the “Name” field label indicates that the field has an additional description.

To add a form trigger to a process, use the process builder’s Triggers page to select “When a form is submitted”.

User task forms

You use a user task form to view and edit the values of workflow variables.

_images/user-task-form.png

Viewing and editing values on a user task form

To add a user task form to a process, use the process builder’s Actions page to add a user task, and on the user task’s configuration panel, select the Form tab.

Viewing form data

Form data can be found in the history panel. Click on the History button, then the Form tab to view all forms in an event. Click on the name of a form to view the form data.

_images/event.png

Using the form builder

Use the form builder to create a from trigger or user task.

To create a form in the process editor, for a form trigger or user task, you use the form builder.

_images/builder.png

The process editor’s form builder for a new empty form

Use the “Description” text area to provide initial instructions to people who complete the form. You can use Markdown to format the description, which makes it convenient to link to additional information, for example.

The “Add a field” section contains a field types palette. Click one of the field types to add a field of that type to the form.

The “Reuse a field” section lists variables that the process has already defined on other forms, such as a trigger form:

_images/builder-reuse-field.png

Adding an existing workflow variable to a form

Adding an existing field to a form makes it possible to view or update existing information, such as a user task form that you use to complete information the person who started the case did not enter on the trigger form.

You can also choose to reuse an existing form from a previously created user task or form trigger. Doing so copies all fields and field configurations (including mandatory, read-only and custom conditions). If you later edit the original form field, it will not change the information in the duplicated form.

Configuring form fields

The “Fields” section shows the fields you add to a form:

_images/builder-edit-field.png

Configuring a form field in the process editor’s form builder

Select a field in the “Fields” section to open its configuration panel. The top row of the field configuration panel shows the field type label, the editable field name.

To delete a field, click the delete button in the top-right corner, and click the confirmation tick mark button to confirm:

_images/builder-delete-field.png

Deleting a form field

You can also configure the following properties.

  • Description - an optional field description, shown via context-sensitive help icon
  • Initial value - an optional default value that pre-populates the form field
  • Read-only - specifies that you cannot edit the value, used to display previously-entered information
  • Mandatory - specifies that you must enter a field value, so that you cannot complete the form without a value for this field
  • Allow entering multiple values - specifies that the field has a list of values that you add and remove independently

Text fields also have an additional “Multi-line” option that configures Workflow Accelerator to display the form field as a multi-line text input area, for longer text values.

When you enable the “Allow entering multiple values” option, the field appears differently on forms. Entering a value adds it to the list. Use the × icon to remove a value.

_images/multiple-values.png

Entering multiple field values in two text fields

Choice fields have a “Options” - the list of values to choose between:

_images/builder-choice.png

Choice field configuration

Date fields have a “Date/time” option for choosing between a date and time, just a date without a time of day, or just a time:

_images/builder-date.png

Date field configuration

User fields also have a “Candidates” option that you can use to choose which users you can assign:

_images/builder-user.png

User field configuration

Form groups

If you have a very long form, keeping your fields as a long, unbroken list can be confusing. You can use form groups to add structure to your form by grouping similar fields together. For example, you can use form groups to create a section where users can add their address.

_images/group.png

Form groups can be used to create sections, such as this one for address information

To use form groups, navigate to the process builder and scroll down to the form builder. Click the “Form Group” button underneath the field types palette on the right-hand side. In the configuration dialog, you can name your form group and write a description, if desired. (You can use Markdown to add formatting your description.) From there, simply drag and drop fields from the list to add them to your form group.

Hint

Form groups can be reused in other forms. They can also be nested inside other form groups, like a folder.

You can define custom rules for your form group, such as when the form should be shown to users. These rules are applied to all fields within the form group, unless the field has a custom rule of its own.

_images/custom.png

Setting a custom rule for a form group

Dynamic form fields

New in version 3.40.

In the Arrange Business Trip process example, the Book flights user task records whether the trip requires flights.

_images/conditional-hidden.png

A selection that does not require flight information fields

When a trip requires flights, additional flight information fields become relevant.

_images/conditional-shown.png

A selection that does require flight information fields

Sometimes, a process only uses a form field when another field has a certain value. You can configure form fields with a dynamic configuration that depends on custom rules.

_images/field-define-custom-rules.png

The Define custom rules form field configuration option

When you select Define custom rules, you can specify conditions that determe when the form shows the field.

_images/field-rules-visibility.png

Configuring custom visibility rules for the Outbound date field.

You combine multiple conditions and use them to determine whether to show or hide the field.

_images/field-rules-configurations.png

Configuring custom field options

On the Configurations tab, you can also configure conditions that make the field read-only or mandatory.