Navigation:  Enterprise Forms Modules > Form Template Manager > Form Template Details > Edit Workflow States

Form states are the main components of a workflow. It represents a state in which a form currently in.  In addition it describes how the form should be progressed to the next state when a particular condition triggers.

A valid form template require at least 2 workflow states, and initial and end state.  However it is possible to create a single state workflow both being initial and final state.  A valid form template can only contain 1 initial state but as many end/final state as required.

 

The above image shows the layout of the Edit Form State screen

 

 

 

The above image shows a list of created Workflow States for the current form template

 

Functionalities available within the screen include

• Add New Workflow State

• Edit Existing Workflow State

• Delete existing Workflow State

• Assign Security Roles

• Modify Sort Order for Workflow States List

• Modify Paging Size for Workflow States List

• Navigate between pages in Workflow States List

 

Add New Workflow State

• Confirm Template Name property is the current template name

• Confirm State ID is N/A as this is a new Workflow State

• Provide an text value for the State Name.  This property is mandatory marked with icon ()

• Provide an optional text for the Description property.

• Select a item from list of State Form.  A state form (also known as child form) is a published child form template primarily used for collecting additional information to the main parent form.  If a state form is selected, this form will be displayed when the workflow reaches to this particular state.  The following list some applications for the State form

• There is a need to collect additional data at the particular state

• Restricting write access to the main form and allowing write access to the state form

• Indicate if the state is the Start State.  A Start State is the initial state in a workflow.  A valid workflow requires one Start State to exist.  This property is mandatory marked with icon ()

• Indicate if the state is the End State.  An End State is the final state of a workflow.  A workflow can have as many end states as required.    This property is mandatory marked with icon ()

• Click on the Update link button to create the Workflow State

 

TIP:

Creating a new Workflow State is only available when the form template is In Development state.  In addition, the Workflow State creation process does not allow Security Access type assignment to Custom Form Roles.  This can only be done when editing the workflow state.

 

Edit existing Workflow State

• Click on the Edit image () for the selected Workflow State from the list of Available Workflow States

• Verify the Template Name is the name of the current form template

• Verify the State ID property is a valid numeric value

• Modify each of the available data entry properties as required

• Click on the Update link button to apply changes

 

TIP:

Editing a Workflow State is only available when the Form Template is In Development state.

 

Delete existing Workflow State

• Click on the Delete image () for the selected Workflow State from the list of Available Workflow States

• Click Ok to in the confirmation box to proceed with the delete process, otherwise click Cancel

 

TIP:

Deleting a Workflow State is only available when the Form Template is In Development state.

 

Assign Security Roles

• Click on the Edit image () for the selected Workflow State from the list of Available Workflow States

• Select an item from the list of Custom Form Roles (State Role property)

• Individually select the appropriate Security Access to assign to the selected Custom Form Role for the state.  Each time an access type is selected/unselected changes are automatically updated to the database, this it is not required to click on the Update link button.  The following are detailed descriptions of each security access type:

• Read State Form: This security access allow users with appropriate roles to read the sub form that is associated with the state.

• Write State Form: This security access allow users with appropriate roles to read and write the sub form that is associated with the state.

• Read Main Form: This security access allow users with appropriate roles to read information from the main form associate with the state.

• Write Main Form: This security access allow users with appropriate roles to read and write information in the main form associate with the state

• Delete Form:  This security access allow users with appropriate roles to delete the form from the system

• Owner Write State Form:  This security access allows the owner of the form to write to the State Form

• Owner Write Main Form:  This security access allows the owner of the form to write to the Main Form

 

TIP:

Assigning security access is available when the form template is in ANY state throughout its life cycle.  Changes can be made even if the Read-Only message is displayed.

 

Modify Sort Order for Workflow States List

• To sort on how Workflow States list should be displayed, click on the header name link button for the required column to sort

• How the list is being sorted is indicated the by red arrows ( ) next to the column header name.  The red arrow pointing down indicates the list is being sorted in descending order for the selected column.  The red arrow pointing up indicates the list is being sorted in ascending order for the selected column.

 

TIP:

Sort ordering of Workflow States list is personalized thus the next time the user gets back to this screen the sort order will be remembered.

 

Modify Paging Size for Workflow States List

• In the Records Per Page  field, select a page size from the list of available sizes.  This action re-orders the list and displays form template records up to the size selected.

 

TIP:

Workflow States paging size  is personalized thus the next time the user gets back to this screen the paging size will be remembered.

 

Navigate between pages in Workflow States List

• To navigate between pages of the Workflow States list, click on the required number link button displayed at the bottom bar of the list.

 

TIP:

The Page currently being viewed is indicated by the Red font color