Forms to keep process data

Use the form designer to create forms with custom fields for master data & process workflow

Create your first Form and test the dialog

You design a form from the BPM View

The Form & Workflow "wizard" shows the collection of enabling a form in the way it will be used.

For example using it to add Master Data to Contacts, Products,... or to be used as a Form to be created manually.

The pure Workflow Form is in a container with some Groupware functionality. More suffisticated containers integrate with G Suite Documents or with Business Transactions like processing accounting details (invoice ...).

The Launch

When using the "wizard" -activity Launch manually- the Launch is activated to be used manually. Give the form a nice buiness case related icon (apple) and add a name (Business Case) which will be shown to the user when he starts "+ New" from the navigation.

You have to define who may create the "Business Case" by adding one or more Departments (to select one those have to have assigned members).

To not just drop a case into the system you may tell the user to file it to a contact.

A grouped selection when starting a form may be put into a Form Group (eg. Customer).

The Info is shown when selecting the form.

Add a link to a Instruction website. We often use a shared Google Document to directly interact with (let users add suggestions and details).

If you enable the debugger you will automatically be added as responsible and debug information is send to your chat box.

The first result would look like this

The user may create the business case "+ New" and he will be ask to launch this one in context of a contact. It will be opened in a container haveing all the Groupware features to receive, foward and schedule the business case.

The Workflow Engine will not be able to find the first step if the user completed (as we have not created the step rules for the draft). You may now start using the Form to discussing the layout. As soon as you add the first step it will be automated to proceed as you designed the workflow. (if you stay without steps the Form may be used as it is for saving and fowarding infomation)

Layout the Input fields

Go to the BPM Form and reopen it to change the design. You may do this in production. The user will get the design update as soon as he refreshes his browser.

Set a Label to the field.
Add additional fields
Test the Layout

If you save the form all new fields will get a unique "Field No" and may be accessed using the workflow. The No is assigned system-wide and remains active in the container for once created activities. These never get lost. The change of field types could lead to errors if you use a text field, e.g. changed to a date. Additional fields can be added as required. Note that deleted fields could interfere with existing workflow rules.

In the workflow rules you use the field no (alias) "F53". In all the rules the no. named with leading $$, as these are replaced at runtime by their contents, ie $$F53. This also allows us to export the workflow from one tenant and import the design to another tenant (as done in the BPM Marketplace for best practice workflow design)

Find out more visit the Form Fields documentation.

Checkboxes on the Left

There are attributes when you start a form that may be changed during the workflow processing form step to step.

set input required
hidden field
read only field
ACL - Access controll (Writer, Reader)

Buttons on the right (check the tooltips)

You may add and copy fields
Edit the layout width, hight and organize colums
Copy the Layout and "CTRL+Layout" paste it to a different field
Delete and move fields up and down

Also know this

Additional fields master data

For the data collection to contacts, products, coworkers and to "your business" you can provide any additional fields. These can be maintained by the employee and the workflow rules.

form

Manually create startup task (by defined user groups in the context of operations and storage locations or triggered by an event (for example, log entries per day per project - eg for a construction daily report)

Operation Start event starts a task by defined events. These are:

Logbook day
updated contact (also depending on the contact group)
updated contact contact group removed
new contact
new contact: Google Contacts
new supplier
New Customer
Google Drive documents (in a specific folder)

Internet public

Web form for e.g. the inclusion of customer questions or leads from the CallCenter

Mail Merge

Email campaign for newsletters.

Checklist

Maintenance for checklists

Business transactions, positions

commercial transactions (quotation, order, requirement planning, production order, project, order, price inquiry, delivery note, invoice, invoice correction, credit note)

Receipt by e-mail and start of a transaction processing e.g. Support ticket

- m <tentant> (client)

.s <first step> (first step prefix _ starts the workflow engine directly)
.g <group id> (for group members)
.p <user id> (for employees)
.u <user id> (employee)
.t <user token> (contactor against unauthorized inbox)
.i <operation id> (storage for operation>
.c <contact id> (file to contact)
@ brandsmill-service.appspotmail.com

Example Support Ticket via email to: m1.s_bm_ts0@brandsmill-service.appspotmail.com

Start STEP

STEP -> enter the first step to run when an item with this form is created.

Example STEP Name "us_start" - the item will be opened frist and send to the workflow engine after save and done.

If you add the prefix "_" like "_us_start" the Item is created and automatically send to the workflow engine to compute the rules of the STEP "us_start".

If you add the prefix "__" like "__us_start" (double _ ) you will be ask to enter the subject first than the item is send into the Workflow.

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