Implementation handbook – form fields visibility and restrictions

 Applies to version: 2020.1.x; author: Konrad Wojtycza

 

The article is an update of the already existing article, it shows the configuration in version 2020.1.3. For the original see: BPS actions - introduction.

 

• Introduction
• Global form template
• Field matrix - basics
• Filling in field matrix
• Visibility tab
• Visibility - example
• Editability and requiredness tab
• Editability and requiredness - example
• Style and behavior tab
• Style and behavior - example
• Behavior tab
• Summary

 

---

 

Introduction

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.

Content of WorkFlow form may differ depending on many elements, differences may occur at:

1)      Step in which the document is

2)      Role of the person browsing the document (author, person with the task, read-only, superior or HR department)

3)      Values (for example visibility of attributes independence from the values in other fields)

4)      Reguiredness:

• Independent of the form
• It depends on the content of the form or business/form rules

The simple “Matrix” process has been created. Below there is the “Field matrix” tab located in Designer Studio.

 

Fig. 1. The Field matrix tab

 

The article describes the “Global form template” tab and tabs related to form fields such as “Visibility”, “Editability and requiredness”, and “Style and behavior”.

 

Fig. 2. Form field configuration

 

Global form template

Before configuring Field matrix, you should configure the Global form template tab. This tab allows you to specify where the form field will be located on the form (left panel, right panel etc.). To place an element on the form, just drag it to the appropriate place. By default, newly created form fields are set in the left panel of the form, while the item lists – on the bottom panel. All newly created fields are invisible in the Field matrix. When the form fields are placed in groups, you can drag all of the group content to other panels simultaneously.

 

Fig. 3. The Global form template

 

In the “Form type filter” section, it is possible to set the filtering of fields displayed on the panel to those belonging only to the selected form types.

In the “System areas” section, you can add the fields such as Instance ID and Business entity.

In the “Edit mode” section, you can decide on the default display mode of the form after opening it in the browser (Dynamic, Default view, Default edit).

After configuring the form appearance, go to the “Matrix field” tab. 

 

Field matrix - basics

The field matrix is the basic and obligatory element that defines the visibility of the form fields on the instance form. There is no possibility of showing the form field on the form if it is not visible on the matrix.

The matrix consists of five blocks, where you can place form fields according to the global form template. Respectively:

1. Top panel – responsible for the form fields placed at the top of the form
2. Left panel – responsible for the form fields placed on the left part of the form (without information bar)
3. Right panel – responsible for the form fields placed on the right part of the form
4. Bottom panel – responsible for the form fields placed at the bottom of the form
5. Standard areas – responsible for the visibility of the elements on the information bar and in the form menu (to bar above the form).

Every form field is definable separately in the subsequent steps of the process (except for steps of the workflow control type). It means that, if for example on the registration step we can show 3 of 5 elements and then on the second step additional two. Important information concerning editability of the form are two cases:

1. Form edition (button on “Edit”/”Cancel edit”)

• If you are not in edit mode, the form, by default shows all visible attributes in read-only mode.

 

Fig. 4. The form menu – edit mode is not available

 

• If you are in edit mode, then the form will generate itself according to the matrix configuration and form fields requiredness, and in the form menu the appropriate buttons will appear.

 

Fig. 5. The form menu – edit mode is available

 

2. To gain access to edition of the form, you need to have one of the following privileges:

• Task/replacement
• Modification (automatically given in the moment of task creation)
• Administration privileges

If a user has the above privileges, the form will open by default in the edit mode.

Screen below shows available form field configuration possibilities on the matrix level.

 

Fig. 6. The field matrix – Start step

 

The legend of the field matrix is on the bottom bar of the tab.

• • Blue square – visibility of the form field
  • Green square – editability of the form field
  • Red square – requiredness of the form field
• For the form field to be read-only or required, it must first be visible on the form – so the blue square must be selected
• Unchecking the visibility of the form field also deletes the markings in the green and red squares
• The green square may be set in the intermediate mode – JavaScript edit mode
• Remember that the form field should never be marked both required and read-only at the same time

 

Fig. 7. The form – Start step

 

Below there is the description of the matrix setting (from Fig. 6) and their effect on the form:

1. Date – this form field is invisible at the Start step, at the same time it will not be required or editable. It can be used when the field should appear on the form only at the next steps in the workflow
2. Person – the form field is visible, editable and not required. It is used when you want to give the user the ability to change the value in this field.
3. Yes/No – the form field is visible, read-only for a user and editable for the form rules (JavaScript mode). It is used when the field value should be not editable by the user, but at the same time its value can be dynamically changed and set by the form/business rule.
4. Number  - the form field is visible and read-only. It is used when the field value has been set on the previous steps and should not be editable for subsequent users.
5. Text – the form field is visible and required. It is used when the field should be editable by the user. If this field is not filled in, there is no option to move the instance to the next step. 
6. Item list (with Item list columns)– this form field is visible and required. If the item list is required to meet the validation requirements, at least one line must be added to the item list before moving to the next step. If the item list column is required, this column will be checked only when there is at least one row on the item list.

The item list visibility and editability settings affect the item list column settings. For example, it the item list form field is read-only, then these settings will also apply to all columns of this list (regardless of the column settings).

7. Attachments section – this section is visible. Attachments are added by default on the right panel of the form. The attachment can be added to the form only by the user who has the modification privileges.
8. Comments section – this section is visible. Comments are added by default on the right panel of the form. The comment can be added by the user who has the read privileges.

 

Additionally, if the data source defined for the form fields listed does not return any data, in the case of the “Data table” form field, no data will be displayed, and the “Data row” form field will not be displayed at all.

 

Filling in field matrix

There is the possibility of mass setting of matrix fields – just right-click on its area. In the example below, all “Date” fields are set as visible and required.

Mass setting of a single form field (step):

 

Fig. 8. Mass setting of a single form field

 

Mass setting of the selected step (column):

 

Fig. 9. Mass setting of the selected step

 

Visibility tab

The “Visibility” tab on the selected form field allows you to define the visibility of this form field on the SWE/SWC reports, and on the form (Fig. 10).

• Availability restriction on reports – you can indicate people/groups for whom the form field will be visible on the report. If in the “Visibility restriction on form” field a rule has been set, that the “Availability restriction on reports” field will be ignored and this form field will be invisible on the report. To avoid this, you can select the “Visibility on report independent of visibility the form” option.

Visibility restriction on form – you can define the rule that will be determined the form field visibility on the form. If the field is empty – the visibility settings will be set based on the matrix. If the form field is set to be visible on the matrix, and the rule set in this field will return POSITIVE, true or 1 – the form field will be visible.

 

 

The “Always show in element history” option – the form field value change history is visible in the element history. If this field is unchecked, and the rule is defined, the history of changes will remain hidden in the element history.

The visibility settings are not dynamic and only activate when loading the form. To see changes on the form depending on the defined rules, the form should be saved first. Dynamic changes to the visibility of the form field can be configured in the “Style and behavior” tab.

 

Visibility - example

In the example below, the “Number” field will be displayed on the form only for the Webcon Germany GmbH business entity (see the “Visibility restriction on form” field).

 

Fig. 11. The configuration of the “Number” form field

 

The “Visibility on report independent of visibility on form”  option is selected so this form field will be visible on the form (Fig. 12).

 

Fig. 12. The report with the “Number” form field

 

If the checkbox is unselected – this form field will be not visible on the report.

 

Fig. 13. The report without the “Number” form field

 

 

Editability and requiredness tab

This tab allows you to define the rules that determine the editability and requiredness of the form field.

 

Fig. 14. The Editability and requiredness tab

 

• Editability restriction – you can define a rule that will determine the editability of the form field.
  • If in field matrix the rule is set and returns the POSITIVE value, true or 1 – the form field will be editable
  • If the rule returns different values, the form field will be set as read-only and JavaScript editable. In this case, rules defined in the “Editability restriction” field will be ignored.

The editability settings are not dynamic and only activate when loading the form. To see changes on the form depending on the defined rules, the form should be saved first. Dynamic changes to the editability of the form field can be configured in the “Style and behavior” tab.

• Requiredness restriction – you can define a rule that will determine the requiredness of the form field.
  • If this field does not contain the rule, the requiredness will be determined based on the matrix
  • If the form field is set as required on the matrix, and the defined rule returns the POSITIVE value, true or 1 – the form field will be required.

To work dynamically, it is necessary to enable postback on all form fields that are used in the defined rule. To do this, select the “Value change will cause default values to be refreshed” option on the “General” tab (Fig. 16).

 

Editability and requredness - example

In the example below, the “Text” form field is determined the rule entered in the “Requiredness restriction” field. If the “Yes/No” field is selected, the “Text” field will be required.

 

Fig. 15. The configuration of the “Text” field

 

Fig. 16. Enabling the postback option

 

The “Text” form field is required because the “Yes/No” field is selected.

 

Fig. 17. The “Text” field on the form

 

 

Style and behavior tab

This tab allows you to define the rules that determine the style and behavior of the form field.

In the “Style” section, you can set the CSS styles that determine the appearance of the form field name displayed on the form and the appearance of the form field value.

The “Regex validation” section is visible only for the text form fields. You can define the regular expression that validates values entered in the value field.

In the “Behavior” tab, you can decide if the form field will be a technical or archival field.

In the “Personal data storage”, you can define the field configuration in terms of GDPR requirements.

 

Fig. 18. The “Style and behavior” tab

 

In the “Form rule to be executed on the value change” field, there is the option to define the form rules to be executed on value change. They may be used to dynamically change the field visibility on the form. There are several useful JavaScript functions:

• SHOW rules – allows you to show a field, path, menu button etc. on the form, hidden by the rule defined for loading the form in the “Behavior” tab
• HIDE rules – allows you to hide a field, path, menu button etc.
• ENABLE rule – allows you to enable the field edition, blocked by the rule defined for loading the form in the “Behavior” tab
• DISABLE rule – allows you to disable the field edition

 

Style and behavior - example

According to the rule defined on “Yes/No” form field change value (Fig. 19), the “Text” form field will be disabled for editing if the “Yes/No” field is unchecked on the form (Fig. 20).

 

Fig. 19. The rule defined on the form

 

Fig. 20. The “Text” form field on the form

 

The rule on change value is executed only when changing the “Yes/No” field value. If the checkbox is unselected (and the form is saved), the “Text” field edition will be determined by the matrix settings (Fig. 21). To avoid such a situation, add a twin rule in the “Behavior” tab on the form (Fig. 22).

 

Fig. 21. The “Text” form field is editable

 

Behavior tab

The “Behavior” tab is used to define the form rules that are executed on form load. These rules can be used for static rules on a form, which should always be performed on loading a form (e.g. hiding, disabling, editing). Additionally, in the example from Fig. 19, the rule performed on loading the form complements the rule on changing the value after saving the instance (Fig. 23).

 

Fig. 22. The form rule added in the Behavior tab

 

Fig. 23. After saving the form, the “Text” field is blocked for edition

 

Summary

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.

Thanks to the described functionalities, it is possible to adapt individual steps and entire processes to the specific business requirements. Controlling the visibility of fields on reports allows you to define a group of authorized people with access to important/sensitive information. The described functionalities are necessary to ensure the transparency and organization of information presented on the form.