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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.

In WEBCON BPS there is the option to add attachments to the workflow instance by using the standard action. This action works in two modes: adding attachments from other workflows of the current WEBCON BPS content database, selected based on the instance workflow ID – the “Based on instance ID” mode, or adding attachments from other workflows from the external WEBCON BPS content database or external attachment databases selected based on the SQL query – the “Based on SQL query” mode. The action of adding attachments allows you to copy/move attachments from any workflow instance in WEBCON BPS. Attachments can also be created based on data selected from the external database or based on the binary file content.

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.

WEBCON BPS Portal is a platform that is the central point of the system for end users and contains all information about available applications. One of the advantages of the Portal is the standardization and consistency of the interface between multiple applications.It allows users to easily use the subsequent applications and for people who configure processes, it significantly reduces the time of their preparation. This article describes one of the standard elements of the Portal – the “Suggested”report. The “Suggested” report allows you to quickly find the searched instance based on its current status and form field describing it. Using the “Suggested” report can be very helpful when you are not sure which application the workflow instance is coming from.

HTML form field

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.

Working with attachments is one of the basic functionalities in WEBCON BPS. Some processes such as document repository are only used to catalog and make files available to selected users. In others, the attachments may be of secondary importance. For example, when you want to work on a file together with your client, a good solution may be the integration of WEBCON BPS with file storage such as One Drive or Google Drive. It allows you to avoid situations where you have several different versions of the same document because the changes made by you and by the client are not merged. The standard action available in WEBCON BPS allows integration with many external software providers such as Google Drive. You can use it to transfer files or maintain an active access token.

The article describes the use of “Change value single field” and “Change values of multiple fields” actions on the example of the business scenario of the settlement of business trips. These actions allow you to update the value of the single form field or many form fields at the same time based on data available on the form or any values from outside the form available e.g. in the database or within other processes in WEBCON BPS. The action of changing value can be defined on a path, after clicking a button or on timeout. The “Change value single field” action has been used to determine the exchange rate at which business trip expenses will be calculated. The final rate consists of two values – the average rate and foreign currency unit. The “Change values of multiple fields” action is used to when more than one value is from the same source.

Mass actions allow you to go through the path (and execute the actions that are on it e.g. starting sub-workflows) for many instances at the same time. The article describes the configuration of this action and two examples of use. To change the form field value at the Archive step, select the path (in this example – “_change value”) which redirects to the Archive step. You do not add the action to change the field value. Similarly as before, create a report with instances from the Archive step. Add a new mass action button, select the created technical path and drag the form field from the tree to the left side. Select if the field should be required and make sure that the report has a column called Step!. Drag the button to the left in the Views tab.

SDK actions

In WEBCON BPS there is the ability of creating a dedicated SDK plugin. For example, these can be dedicated plugins: converting PDF to jpg/jpeg/png format, merging several PDFs into one, generating Excel based on the SQL query, creating/deleting SharePoint groups based on the query, changing the form type, settlement of business trips. To upload a plugin package to Designer Studio you need go to the Plugin packages section, click “New package", use the „Upload” button to indicate the plugin location - the name is automatically set.

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).