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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.

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.

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.

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 details

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.

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.

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.