Forms

The instance number is a unique string of characters in the system (e.g. EXP/2020/09/00002) that uniquely identifies each workflow instance, and it is created when the instance is first saved. This number will always refer to the same instance and there is no option to change them, even by administrators. A properly configured structure of the instance number facilitates searching for instances (without knowing their ID number) and viewing reports. This article describes the methods of configuration the instance number and the advantages of defining appropriate signatures. Instance numbers can be defined on two different levels – workflows or form types, however only one of them will be set by the system (if both are defined at the same time, the instance will be assigned the number defined in the form type).

From the point of view of business requirements, a common need is the approval of the document by people on the designated approval path. WEBCON BPS introduces functionality that simplifies the configuration of such a scenario – a list of items. A person authorized to approve can edit only the line to which they are assigned. As for all other tasks, the settings for simultaneous execution of tasks determine whether the instance must be approved by one of the people indicated on the approval path or all indicated people. The second situation can be divided into a scenario in which a task is assigned to all people approving the instance and the same time and a scenario in which people from the approval path verify them one by one. This article describes the configuration of all three scenarios.

Task and step descriptions are brief instructions on a form that help users complete a task. Descriptions can improve the workflow instance by reducing the number of errors and questions. They can contain basic information which helps a new user get started with the application, and also may explain the more complex dependencies between the form fields required to add attachments or selectable paths that will make the task easier to complete.
Step description. The step description is visible by default on the right part of the form but you can move them elsewhere, just like a regular form field. This section always contains the “Task details” header, the name of the step (in the case of the start step – they will be always “Start of the process”) and description created by a person that sets up the process.

On WEBCON BPS Portal, one of the standard tabs that can be selected from the menu on the left is the “My tasks” tab. After selecting it, you see a report that describes a list of tasks assigned to the currently logged in person. On the report page, there are references to each of the instances with a task awaiting for a user. A task window contains information about them, e.g. the instance number or modification date. You can modify this information – both the fields displayed and their order. This window contains information about e.g. instance number, form type, step name and las modifier. WEBCON BPS allows you to change this configuration – go to the WEBCON BPS Designer Studio. Select the appropriate process and go to the “Compact view” section.

With the introduction of version 2019 and the entire Portal interface, several search methods have been included in Portal that allow you to search not only the content of the workflow instances but also the structure of all applications available on Portal (e.g. reports, dashboards, start buttons). This article describes where and what you can search from the Portal level – information about the search mechanism can be found in the Searching structure in WEBCON BPS Portal article. On the Portal, there are three searching places, the mechanism of which is the same, but differing in the way of the narrowing down of the results (described in the next part of this article). The search returns only those elements that the user has the privilege to access.

When creating the configurable e-mail templates there is the option to add fields from the form. This article describes how to add an item list and SQL data table fields. To enter these types of fields in the template is needed: basic knowledge of HTML language (specifically building tables) and a process that contains an item list and a data table. After defining these types of fields on the form, create the “Send a custom email” action that contains the HTML code creating a table with data from the form.By using HTML knowledge you can create configurable e-mail according to your needs. This functionality allows you to control how data on the item lists and data tables will be displayed on the form.

The MODERN form allows users to view attachments without having to download them. You can preview an attachment in two ways – in the preview window and on the form. This option is available in the most popular web browsers such as Google Chrome, Opera and Firefox, and can be supported by various file formats (e.g. .xlsx, .docx, .pdf, .png). This article describes the functionality of the attachment preview directly on the form. WEBCON BPS allows you to view the attachment in the form. Thanks to this there is the option to work on the form simultaneously with an open preview of the attachment.

WEBCON BPS provides tools for visual modification of the end user interface that goes with your system, like customizing the Portal interface theme to match your company’s colors, or inserting your own logo. In version 2020.1.3.277, the application color can now be selected from a color picker, instead of a list of predefined colors – so that finding a color that matches your company color scheme should not be a problem. To change the application color, go to the WEBCON BPS Designer Studio, enter the selected application and select the “General” tab.

To personalize your WEBCON BPS Portal appearance you can change the logo and color scheme of the user interface.. The global system administrator has the ability to modify these elements of the site. This article describes how to add logo to Portal – and replace the WEBCON logo in the top left corner. In the previous versions of the system, setting a custom logo required copying the graphic file to the server and providing a link to it in the site settings. In 2020.1.3. there is the ability to add the graphic file directly from a file on your computer.

When building your business proces, there is the ability of adding a logo, picture, or other image decoration to the form – the simplest way to this is by using the “Picture” form field. WEBCON BPS Portal gives the ability to calculate the value of the picture in real time (without the need to save the document).Thanks to correctly configured form rules, you can easily manipulate pictures. This will help you to organize reports and increase the transparency of the presented data.