Forms

The form is the basic element of the workflow process. Thanks to it, users have insight to information included in attributes or attachments, they work on them entering new information/ modifying previous ones. For users to communicate with the system, they need to get a suitable interface. This article shows the concept of “Field matrix” – a mechanism responsible for presentation of data from the system. In the second part, information about detailed Form field configuration was attached and configuration of over saving of matrix configuration was discussed. The ability of managing the visibility, editability and requiredness of form fields in WEBCON BPS has been provided to cover the possible business needs of the form. The matrix of form fields and functionalities available on the described tabs enable the advanced configuration and dynamic forms.

This article describes the JavaScript functions that are available for item lists in the HTML form field configuration. In some situations, there is the ability of defining the number of records on the list and saving a result to the appropriate field. To do this, you can use the HTML form field. WEBCON BPS offers many functions available with HTML form fields that can be used for the item lists. In addition to the custom appearance, the use of such a control creates many interesting options for preparing a more dynamic and intuitive form.

HTML form fields are available since WEBCON BPS 2020.1.3. version - they allow you to use all HTML language tags. After adding a new HTML form field, enter the code in the “Advanced configuration” section. In the “Values” section, all JavaScript functions are available in the configuration window. Not all are visible at once. Some of them appear when the new form field they refer to will be added to the process. For example, if you do not have any form field group on the form, their functions will not be available for selection. The JavaScript functions for HTML form fields mentioned in the article are not the only ones, but only the most basic ones offered by WEBCON BPS. They allow you to easily and quickly control what is displaying on the form. It is also worth noting that adding such buttons makes the form look much more readable and transparent.

In WEBCON BPS you have the ability of changing the format of displayed form fields – “Date and time” and “Floating-point number” type. The format of displaying these fields also depends on the browser time zone settings and the selected WEBCON BPS system language. The format of displayed data also depends on the WEBCON BPS portal language. Remember that the impact of browser and portal settings on the format of the displayed data applies only to the actual date fields. When the field is only text completed e.g. by a business rule using the SQL query – the format will be transferred through the configuration of this rule.

By creating dependencies between form fields on the form, fields are repeatedly calculated based on the basis of other fields. To correct calculations, remember to properly set their order. This article describes several examples of dynamic field calculation, and then in a tabular form the order od execution of rules for both the Modern and Classic form ha been presented. Below two examples of dynamic field calculation have been described - (1) The text field from the Picker field will be filled in and then, from the text field the value of the third field will be set using the SET function and (2) Using the SET function in the first field, set the value of the second field, and their change will refresh the default values on the form. In the third field, set the default value which will fill in our value after refreshing.

WEBCON BPS offers you a lot of abilities to work with the electronic version of documents and replace the standard signatures. This article describes the new Handwritten signature form field (available from version 2019.1.4.) that allows you to make a signature directly on the form. The Handwritten signature form field is available for the Modern form in both standard web browsers and browsers with Android and iOS. The simple workflow is used to support the offboarding process when an employee leaves the company has been created. The process consists of several steps such as revoking privileges to the IT systems and signing the appropriate documents. You can use the Handwritten signature form field to sign a document.

In version 2020.1.3. a new HTML type form field has been introduced which allows you to enter custom elements in the HTML language on the form. The HTML form field can be defined as adding a custom HTML code to the standard code of the WEBCON BPS form. The best solution is to use this form field with the new form rules in JavaScript mode. Form rules in JavaScript mode have been enhanced with the following function: MoveToNextStep – go through the path, InvokeMenuAction – invoke the menu button, InvokeRule – start the rule and StartElement/OpenElement – start/open the instance. The HTML form field allows you to enter a custom HTML code to any place of the form. Using it in conjunction with the rules of the JavaScript form, or with other JavaScript methods, significantly extends the range of functionalities that can be introduced on the form.

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.