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Edit Form Workflow |
  
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Edit Form Workflow |
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The workflow editor is used for creating and maintaining the workflow for the form template. The creation of form workflow is a simple process where by form states are joined together to form a workflow. A completed form workflow should have all form states connected from the start state to end state.
A workflow step is divided into 6 separate sections.
Standard Settings Section: This is the only required section for a workflow step. Here the user specifies the From and To states for the workflow as well as the Action Condition associated with it.
Workflow Notifications section: This section specified the Email notification settings associated with the workflow step. Here it is possible to customize the email notification format and specify how and where email notification should be sent upon triggering the workflow step
Conditional Workflow/Visibility Section: This section specifies the workflow ability to move from the From state to another To state depending on a value of a form field. The To state specified in this section overrides the To state specified in the Standard Settings section if the provided Conditional expression evaluates to True.
Workflow Options Section: This section provides the ability to redirect and post form data to an external URL for processing form data external to Enterprise Forms. It is also possible to customize the success response message upon triggering the workflow step. Overall form validation can be switched on/off within this section.
Advanced Workflow Options section: This section provides the ability to specify advanced workflow tasks (up to 3) to execute upon triggering the workflow step. Current supported advanced workflow tasks include
Reminer Section: This section provides the ability to set a Reminder email if the workflow step has not been actioned after a specified amount of days or date
Functionalities available within the screen include
• Add new Workflow Step
• Edit existing Workflow Step
• Deleting existing Workflow Step
• Modify Sort Order for Workflow Steps List
• Modify Paging Size for Workflow Steps List
• Navigate between pages in Workflow Steps List
• Add/Remove Conditional Workflow
• Remove Conditional Workflow
• Add/Remove Advanced Workflow Options
Add new Workflow Step
• Standard Settings Section
• Confirm the Form Name is the name of the current Form Template
• Confirm Workflow Step ID is N/A
• Select an item from the From State property to specify the initial position for the workflow step. The property lists all available Workflow States for the form template. The property is mandatory as indicated by (
) icon. Click here to create Workflow States.
• Select an item from the On Condition property to specify the condition to trigger the workflow step to activate. The property is mandatory as indicated by (
) icon. When used in other Enterprise Forms modules (Data Collection, Workflow Manager and Report Manager), this is also known as Action Button since it is the trigger for the workflow step to execute. The selected value is also the Name to be displayed on the Action Button.
• Select an item from the To State property to specify the final position for the workflow step. The property lists all available Workflow States for the form template. The property is mandatory as indicated by (
) icon. Click here to create Workflow States.
• Select an image from the list of available Images to associate and display with the Action Button
• Provide an option description for the Description property
• Workflow Notifications Section
• Select Notify Form Owner property option if required to send notification to the owner of the form. The form owner is the user who originally submitted the form
• Provide an email address for the From Email property. This is the email address to be used when sending notification. This property is mandatory as indicated by (
) icon. By default the email address of the Portal Administrator is populated.
• Select Email From Users property if required to send notification to ALL users belonging to Custom Form Roles (via mapping the DotNetnuke® system roles) that has at least read access to the form at the selected From State. The selection of this option is not recommended unless it is required to send notification to all affected users
• Select Email To Users property if required to send notification to ALL users belonging to Custom Form Roles (via mapping the DotNetnuke® system roles) that has at least read access to the form at the selected To State. The selection of this option is not recommended unless it is required to send notification to all affected users
• Select Include Form Data In Email property option if required to include the whole form layout with user entered data in the email notification. The form is to be appended after the content provided in the Email Body property
• Select Exclude Form Email property option is required to exclude email addresses provided in field elements marked as SendEmail. By default emails provided in these fields are to be included in notifications.
• Provide a Javascript function to call upon prior to submitting the form to the server. The function call should be in the format of "return functionName()" where functionName() is the Javascript function to be executed. Note that external Javascript file can be included in the Form Designer screen.
• Provide an optional list of email addresses separated by a coma or semicolon in the Email Addresses property to be used as email addresses in notifications. This property support dynamic tokens which allow non-designated SendEmail field values to be included in notifications
• Provide an optional text for the Email Subject property which is to be used in the subject of the notification email. This property support dynamic tokens. By default there is an existing template pre-populated
• Provide an optional text for the Email Body property which is to be used in the main body of the notification email. This property support dynamic tokens. By default there is an existing template pre-populated
• Workflow Options Section
• Select Perform Validation property option if required to perform validations on the field elements
• Provide an optional value for the Custom Message property. A custom message is the message to display after the form has been successfully submitted or progressed to the next state in the workflow. This property support dynamic tokens.
• Provide an options URL in the Redirect To property to have the system redirects the user to the provided URL after the form has been successfully submitted or progresses to the next state in the workflow. This property support dynamic tokens.
• Provide an optional URL in the Submit Data to property to have the system post the while form data in XML file to the provided URL after the form has been successfully submitted or progresses to the next state in the workflow. This property support dynamic tokens. The application for this property to integrate or send information from Enterprise Forms to external system upon a form submission or state change
• Click on the Update link button to create the Workflow Step
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Additional notes
• Creating a new Workflow Step is only available when the form template is In Development state.
• Together the properties From State, On Condition and To State make up the core functionality and uniqueness of the workflow step.
• It is possible to add more On Condition values to the list by adding additional entries EFFormCondition table using similar structure to existing conditions.
Edit existing Workflow Step
• 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 Workflow Step 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
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Editing a Workflow Step is only available when the Form Template is In Development state.
Deleting existing Workflow Step
• Click on the Delete image (
) for the selected Workflow Step from the list of Available Workflow Steps
• Click Ok to in the confirmation box to proceed with the delete process, otherwise click Cancel
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Deleting a Workflow State is only available when the Form Template is In Development state.
Modify Sort Order for Workflow Steps List
• To sort on how Workflow Steps 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.
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Sort ordering of Workflow Steps 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 Steps 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.
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Workflow Steps 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 Steps List
• To navigate between pages of the Workflow Steps list, click on the required number link button displayed at the bottom bar of the list.
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The Page currently being viewed is indicated by the Red font color
Add Conditional Workflow
• Select a State from the To State list.
• Select a Field name to from the Conditional Field. The value of the selected will be used to evaluate in the conditional workflow expression
• Select an expression operator and provide a value to perform comparison
• Click on the Add link button (
) to add the Conditional Expression to the list
• Click on the Update Link button to Apply changes to the database
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The selected To State here overrides the To State from the Standard Section if the Conditional evaluation expression evaluates to True.
Remove Conditional Workflow
• From the list of Conditional Workflow Expressions
• Click on the Delete link button with icon (
) on the selected conditional expression
• Click on the Update link button to apply Changes to the database
Add/Remove Advanced Workflow Options
Advanced Workflow processing come in 3 options
• Run/Execute SQL
• Add/Remove User Roles
• Register/Edit User Profile
Run/Execute SQL Advanced Workflow Processing
Run/Execute SQL provides the ability to execute a SQL Stored Procedure upon the workflow step being triggered. It is possible to pass in form data to the stored procedure by using supported form tokens. To configure simply expand the Advanced Workflow Options section
• Select Run SQL as the Option Type
• Select an option from SQL Type field. Currently only execute Stored Procedure is supported due to security reasons.
• Provide the Name and parameter values in the SQL Text field. This field supports the use of Enterprise Forms tokens such as [FORM:fieldname]
• Make sure to click on Update link to button to apply changes to the Workflow step to the database
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To remove the Run/Execute SQL option, simply edit the Workflow step and change the Option Type field to another value.
Add/Remove DNN Role Advanced Workflow Processing
Add/Remove DNN Roles provides the ability to add or remove the DotNetnuke® roles of the form owner to/from the system. The Form owner is the user originally submitted the forms. This particular functionality is only applicable to authenticated form users/owner only as the system requires the form owner to be authenticated in order to add or remove DNN roles from the user. However the user performing the particular workflow step does not have to be an authenticated user. To configure simply expand the Advanced Workflow Options section
• Select Add/Remove Roles as the Option Type
• Select Add Role function if required to Add the selected roles to the user upon the workflow step being triggered or select Remove role if required to remove the select roles from the form owner.
• Select one or more of the Available Roles and click on "==>" link button to add the roles to the Selected Roles list. The Select Roles list are the roles to participate in the selected Function above.
• Make sure to click on the Update link button to apply changes
Register/Edit User Profile Advanced Workflow Processing
This advanced workflow processing provides the ability to register a new user or edit the user profile using the selected field mappings. Field mapping is a one-to-one relationship between form field and user profile property in DotNetnuke®
To configure simply expand the Advanced Workflow Options section
• Select Register/Edit User as the Option Type
• Select Register User function if required to perform new user registration or Edit User if required to allow users to Edit their user profile.
• To add a mapping, select an item from the list of available User Profile. This list is dynamically populated based on the number of user Profile properties available in the system
• Select and item from the Form Field list. This list include all the data-entry fields in the form.
• Click on Add Mapping link button to create an association between the User Profile property and the form field.
• To Delete a mapping click on the icon (
) to remove from he list of current mappings
• Make sure to click on the Update link button to apply changes