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Form Workflow Manager |
  
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Form Workflow Manager |
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The Form Workflow Manager module is an enhanced version of the Data Collection Manager module. Similar to the Data Collection Manager module. form Workflow Manager module also captures form data at the initial workflow state as well as manages the rest of the form workflow life cycle. It also has a one-to-one relationship with published form templates. In other words, each Form Workflow Manager module instance can only manage one published form template.
Once a form template has been assigned to the Form Workflow Manager module, users with designated security access will be able to access their forms based on the roles assigned during the form template creation process. The Form Workflow Manager automatically manage users security based on their portal roles. Thus it is important to grant view access to the module to all the appropriate portal roles that was assigned to the form template during the form creation process.
Functionalities available within the screen include
• Create New Form instance
• View all forms belonging to current user (My Forms)
• View all forms pending my action (Worklist)
• View all other forms (All Forms)
• Search forms (Search)
• Change Default View
• Modify Sort Order for Forms List
• Modify Paging Size for Forms List
• Navigate between Pages in Forms List
• Toggle On/Off Interactive Help
• Export data to CSV/Excel
• Edit Options
Create New Form instance
• Click on the New Form link with image (
) to begin creating a new form instance
TIP: This functionality is only available when Show New Form property is enabled in the Edit Options screen. In addition the user will need to have access to the form at the initial state of the workflow. This particular functionality is similar to the Data Collection Manager module.
View all forms belonging to current user (My Forms)
• Click on the My Forms link with image (
) to view all forms belonging to the current logged on user.
TIP: This functionality is only available when Show My Forms property is enabled in the Edit Options screen. This is the default view for the Form Workflow Manager module.
View all forms pending my action (Worklist)
• Click on the Work link with image (
) to view all forms pending action from current logged on user.
• Forms that shown in this list are forms that the current logged on user ave Write access at any state of the workflow.
TIP: This functionality is only available when Show Worklist property is enabled in the Edit Options screen.
View all other forms (All Forms)
• Click on the All Forms link with image (
) to view all forms that the user has at least read access to at any state of the workflow.
TIP: This functionality is only available when Show All Form property is enabled in the Edit Options screen. This view mode provides user with listing access to all submitted forms in the system if the user has read access to the form at any particular state of the workflow. Thus it is important to only grant this view to administrator users only.
Search forms (Search)
• Click on the Search link with image (
) to search all forms available to the user
• Select an item from the Search On field to search on the view which the user has access to
• Select an item from the Search State to search for the particular state of the workflow
• Provide any additional criteria to search on.
• Click on Search link with image (
), located at the bottom, to begin search
TIP: Additional notes
• Fields that are displayed on the Search screen are field elements that have been selected as SearchField on the General Tab of Edit Elemement screen
Change Default View
• Check the Default View option to select make the currently selected view (My Forms, Workflist, All Forms, Search) as the default view for the Form Workflow Manager module
TIP: This field option is only available when there are two or more of the views visible (My Forms, Worklist, All Forms, Search)
View the selected Form in detail
• Click on the button (
) to view or edit the selected form in View/Edit Form Details screen
TIP: If the user does not access to the form at the particular state an error message will be displayed
Modify Sort Order for Forms List
• To sort on how Forms 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 Forms list is personalized thus the next time the user gets back to this screen the sort order will be remembered.
Modify Paging Size for Forms 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: Forms List 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 Forms List
• To navigate between pages of the Forms List, click on the 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
Toggle On/Off Interactive Help
Interactive help is essentially a mechanism to provide users with a detailed explanation on the module's functionalities. With Interactive Help turned on, when the user interacts with the system, a help message is displayed when the user moves the mouse over an object. An object can be a label, text box, image or any type of enabled field. If the object has Interactive Help enabled, the message is displayed next to the object when the mouse hovers over the object.
• To turn on or off Interactive Help go the the module's menu and click on the Turn On/Off Interactive Help..
TIP: Turning On or Off Interactive Help affects all Enterprise Forms module with Interactive Help capabilities. Generally all Enterprise Forms modules have Interactive Help enabled.
Export form data to CSV/Excel
• Select the View required to export data
• Select an item from the list of available export types
• Click on the Export link button to being the Export process
• Select the location to save the exported file and click OK to complete the export process
TIP: There are currently two supported formats, Microsoft Excel and CSV formats. Both formats can be opened from Microsoft Excel
Edit Options
• Click on the Edit Options link available from the module's menu to go to the Edit Option screen
TIP: This menu option is only available to users with Edit Access to the module