Table of contents

• Introduction
• Model
  • Overview
  • Projects
  • Processes
    • Overview
    • BPMN
    • Engine events
  • Forms
    • title
  • Connectors
    • Overview
    • Amazon Web Services
    • Content connector
    • Generate a document
    • DocuSign
    • Email
    • REST
    • Database
    • Slack
    • Twilio
    • Salesforce
    • Microsoft Outlook
    • Microsoft Teams
  • Authentication
  • Decision tables
  • User interfaces
  • Files
  • Scripts
  • Triggers
  • Content models
  • Data models
• Administer
  • Overview
  • Project deployment
  • Process administration
  • Users and groups
  • Architecture
• Using
• Develop

Forms

• As part of auser task that will create a task for an assigned user, or group of users when the process flow reaches that element.

• As part of astart event used at the beginning of a process instance. Forms behave in the same way as when they are linked to a user task, however forms linked to start events cannot be saved part way through filling them in.

• As standalone tasks where the form can be used in a task that is not associated to any process.

Forms can also be based oncontent models allowing content metadata to be updated within a form and subsequently managed in a process using thecontent connector.

Properties

The basic properties of a form are:

Two additional properties can be set for a form when no form field is selected:

Create a form

To create a form:

1. Sign into the Modeling Application and open a project.

2. Click theNEW dropdown.

3. Select how to create the form:

   • Create > Form creates a new, empty form.

   • Upload > Form allows for uploading an existing form.json file into the Modeling Application.

   Alternatively use the+ orUpload buttons next toForms in the left-hand menu.

4. Enter a name and optional description.

5. (Optional) If the form is going to be used to manage content metadata, check theCreate initial form content from a content model box.

6. (Optional) Choose which custom type and custom aspects should be used in the form and whether inherited properties should be included. The list will be generated from thecontent models available to the project the form is created in.

Note: Creating a form based on a content model will automatically create form fields for the properties included in the selected custom type and aspects. These fields will retain any constraints set for them in their content model, such as regular expressions. Anattach file field will also be added with the labelnodes for attaching content to the form.

Form modeling

The Modeling Application contains two tabs for creating and editing forms.

Form Editor

TheForm Editor is the GUI for modeling forms by dragging and dropping form fields from the palette onto the form designer. The palette contains all of theform field types that can be used to model a form. TheForm Editor also has the ability to create multiple tabs and rows, as well as create custom outcomes.

Tabs

Tabs can be used to logically separate the content of a form into different sections. Use theAdd tab button to create additional tabs and set a name that will appear to users at runtime.Visibility conditions can also be set on each tab to show or hide them based on values entered into the form.

Rows

Each row of form fields can be split into a number of columns; 1, 2, 3, 4, 6, 12. To change the number of columns within a row select the row object that contains the fields and use the dropdown.

Outcomes

Outcomes are custom buttons that can be added for users to click to complete a form, for exampleAgree andDisagree. Use theAdd outcome button to add additional outcomes.

JSON Editor

TheJSON Editor contains the JSON that describes the form. Changes made in theForm Editor or in theJSON Editor are reflected in the other. When importing or downloading a form the.JSON file will reflect what is in theJSON Editor.

Form fields

All form fields display a field editor when they are created in the GUI. Each field has a tab for general properties that are common amongst the majority of form fields, with some also having a tab for advanced properties that are specific to that field type.

The general properties of form fields are:

Note: Any exceptions to the general properties are stated in the section specific to that field type. For example, the header field type does not have theRequired? property.

Each form field can also have a set of visibility conditions set on it where the field will either be hidden or displayed depending upon the values of other fields or variables within that form. TheEdit Visibility Conditions button is displayed in the properties of every field.

The steps of visibility conditions are:

Note: Conditions are evaluated in the order they are declared.

Amount fields

Amount fields are for entering a value depicting currency.

The advanced properties for an amount field are:

Attach file fields

Attach file fields are used so that form fillers can upload files with their submission.

The advanced properties for an attach file field are:

Important: Users filling in a form with an attach file field need to be given explicit access to the upload directory if it is outside of thedefault storage location for the application.

Checkbox fields

Checkbox fields areboolean values. They are either checked or unchecked.

Checkbox fields do not have thePlaceholder property, nor do they have an advanced properties tab.

Date fields

Date fields are fordate type data.

The advanced properties for a date field are:

Display text fields

Display text fields allow the form designer to display a line of fixed text to the form filler. This text is not editable by the filler themselves. TheText to display property is used to enter the text.

Display text fields do not have theRead-only,Placeholder, andRequired? fields, nor do they have an advanced properties tab.

Display Rich text

Display Rich text allows you to add HTML formatted text to forms. You can test how the text will look at design time by using the preview button, before pushing the form to a live environment. The Display Rich text editor includes standard formatting tools such as headings, font color, hyperlinks, and code blocks.

Note: Once created the form only displays read-only text and does not capture any values.

Display value fields

Display value fields allow the form designer to display a value previously entered in the form. Thevariables property is used to select aform variable to display.

Display value fields do not have theRead-only,Placeholder, andRequired? fields, nor do they have an advanced properties tab.

Dropdown fields

Dropdown fields allow the form designer to define a set of options that a form filler must choose from a list.

When you use dropdown fields in Process Automation, you can enter any character of the item you are searching for to limit the amount of returned entries. This includes any part of a sentence. This feature works when there are more than five entries and is useful when your lists are large.

You can select single or multiple entries from a dropdown list to use them further in your process.

When designing a dropdown list in the modeling application, the list items can be:

• Entered manually
• Read from a REST service
• Populated from a JSON type Variable

Manual dropdown fields

The advanced properties for a manual dropdown field allow for a set of options to be entered with aname andid for each option set. Selecting the radio button next to an option will set it as theempty value. An empty value is taken to mean the field is empty if this option is selected when the form is filled in.

REST Service dropdown fields

The advanced properties for aREST Service dropdown field are:

Variable dropdown fields

The following is an example of a Form Variable in JSON format:

{  "response": {    "data": {      "available_cars":        [          {            "car_id": 1,            "car_name": "Ferrari 458",            "car_price": "500000"          },          {            "car_id": 2,            "car_name": "Lamborghini Urus",            "car_price": "150000"          }        ]    },    "pagination": {      "maxItems": 100    }  }}

Note: You must create a JSON type Form Variable, not a Process Variable, prior to configuring a dropdown field to use it. If no such Variable exists, the only selectable option available when configuring the dropdown field is:No form variable (JSON).

The advanced properties for aVariable dropdown field are:

The modeling application also supports JSON variables structured according to a default configuration. Provided that the data in the JSON type Form Variable has the proper structure, the data is displayed correctly in the dropdown field without needing to specify the path, ID, and label values at the modeling level. The default configuration is the following:

The following is an example of a JSON variable with this structure:

{    "data": [        {            "id": "default-pet-1",            "name": "Dog"        },        {            "id": "default-pet-2",            "name": "Cat"        },        {            "id": "default-pet-3",            "name": "Parrot"        }    ]}

Creating a conditional relationship between dropdown lists

To create a conditional relationship between two dropdown lists using Country and City as an example:

1. Add two dropdown widgets to your form.

2. Name one of them Country and the other one City.

3. Select the City dropdown widget and click theAdvanced tab.

4. SelectManual and turn on theConditional field.

   Note: You can only have the following relationships: manual parent and manual child, manual parent and REST child, REST parent and REST child.

5. Select Country from theDepends on dropdown list.

6. Select the Country dropdown widget and click theAdvanced tab.

7. Add a name for the label and then add all the Countries using theAdd option field.

8. Select the City dropdown widget again and click theAdvanced tab.

9. From theIf equal dropdown list select the Country you want to work with and then add all the cities you would like available in the dropdown list.

Note: You can link as many dropdown fields as you want.

When using aREST Service you can use the ID of the linked widget in the REST URL. For example, if your URL ishttps://mydomain.com/get-cities/country=${Country} the value inside${} is the ID of the linked widget. If my widget had an ID calledmy-dropdown your URL would behttps://mydomain.com/get-cities/country=${my-dropdown}.The${my-dropdown-id} can be used in any position of the URL, for example you can also usehttps://mydomain.com/country=${Country}/get-cities. When authentication is required for the REST service you can select the authentication type from the Authentication dropdown list. For how to create authentication types see,Authentication.

File viewer fields

File viewer fields display the content uploaded from anattach file field.

File viewer fields do not have thePlaceholder orTooltip properties.

The advanced properties for a file viewer field are:

Group fields

Group fields allow form fillers to select a single or multiple groups from the list of groups available in the application.

Group fields do not have aPlaceholder property.

The advanced properties for a group field are:

Headers

Header fields are subtitle fields that can be used as section containers on a tab. They cannot be filled in by a form filler as they only display a subtitle.

Header fields have aNumber of columns property rather than theColspan property and they do not have theRead-only,Placeholder,Tooltip andRequired? properties.

The advanced properties for a header field are:

Hyperlink fields

Hyperlink fields allow the form designer to expose a link that form fillers can click on whilst they are filling out a form.

Hyperlink fields do not have theRead-only andPlaceholder properties.

The advanced properties for a hyperlink field are:

Multiline text fields

Multiline text fields are for enteringstring data across multiple lines.

The advanced properties for a multiline text field are:

Number fields

Number fields are for enteringinteger data.

The advanced properties for a number field are:

People fields

People fields allow form fillers to select a single or multiple users from the list of users that have access to the application.

People fields do not have aPlaceholder property.

The advanced properties for a people field are:

Radio buttons

Radio button fields allow the form designer to define a set of options a form filler must choose from. This list can be a manually entered set of options or it can read from a REST service.

The advanced properties for a manual radio button field allow for a set of options to be entered with aname andid for each option set. You can change the position of the radio buttons by dragging them into the order you want them to appear. You can also set if you want your radio buttons aligned vertically or horizontally.

The advanced properties for a REST radio button field are:

When authentication is required for the REST service you can select the authentication type from the Authentication dropdown list. For how to create authentication types see,Authentication.

Text fields

Text fields are for enteringstring data in a single line.

The advanced properties for a text field are:

Metadata viewer

The Metadata viewer can be used to view the metadata of any file you upload or attach to your GUI using the Attach file widget.

To create a form that contains the Metadata viewer:

1. Create or edit an existing form, for more seeCreate a form.

2. Add the Attach file widget to the form.

3. Add the Metadata viewer widget to the form.

4. Select theAdvanced tab of the Metadata viewer widget on theField Editor pane.

5. From theLinked attach file widget dropdown menu select the Attach file widget you want to link with the Metadata viewer.

   You can add more than one Attach file widget and Metadata viewer widgets to a single form.

The advanced properties for the Metadata viewer are:

Data Table

The Data Table can be used to display data in a table.

To create a form that contains the Data Table:

1. Create or edit an existing form, for more seeCreate a form.

2. Add the Data Table widget to the form.

The advanced properties for the Data Table are:

The following Data Table types are available: text, number, amount, date, boolean, json, and icon.

You can define additional properties for:

You can edit the schema definition, using the Edit Schema Definition under the Data Table properties pane. The column schema definition is used to specify how the table is displayed in detail, including the column header (title) or sorting. The schema is edited in the JSON editor.

The following is an example of a schema definition:

[    {        "type": "number",        "key": "id",        "title": "No",        "sortable": true,        "draggable": true    },    {        "type": "date",        "key": "creation_date",        "title": "Creation date",        "sortable": true,        "draggable": true,        "dateConfig": {            "locale": "en-GB",            "format": "full",            "tooltipFormat": ""        }    },    {        "type": "number",        "key": "people",        "title": "Numbers of interested people",        "sortable": true,        "draggable": true,        "decimalConfig": {            "digitsInfo": "1.0-0",            "locale": "pl-PL"        }    },    {        "type": "amount",        "key": "cost",        "title": "Cost of maintenance",        "sortable": true,        "draggable": true,        "currencyConfig": {            "code": "EUR",            "digitsInfo": "2.2-2",            "display": "€",            "locale": "de-DE"        }    }]

Custom form widgets

Form widgets provide the ability to add custom form fields into a form. There are two stages to including a custom form field in a project:

• Create a custom form widget within the Modeling Application and use it within a form.
• Develop a custom user interface or extend the Digital Workspace to include the logic for the form widget using theApplication Development Framework (ADF).

Custom form widget properties

The basic properties of a form widget are:

Note: The recommendation is to use the value type ofJSON to create complex custom form widgets.

Create a custom form widget

To create a custom form widget in the Modeling Application:

1. Sign into the Modeling Application and open a project.

2. Click theNEW dropdown.

3. Select how to create the form widget:

   • Create > Form Widget creates a new, empty form widget.

   • Upload > Form Widget allows for uploading an existing form widget.JSON file into the Modeling Application.

   Alternatively use the+ orUpload buttons next toForm Widgets in the left-hand menu.

4. Enter a name and optional description.

5. Select the value type for the form widget and upload an icon for it in the form field palette.

Once a custom form widget has been created in a project, it will appear in the palette when designing a form under the ellipsis header.

Develop a custom form widget

See thedeveloper section for details on how to develop the custom form widget behavior and how to include it in a custom user interface.

Form variables

Form variables can be used to pass and receive values fromprocess variables. They can be used to set thevisibility conditions of form fields and todisplay values to form fillers.

Form variable properties

The properties for a form variable are:

The data types that a form variable can be set as are:

Create a form variable

To create a form variable:

1. Select the project and form to create a form variable in, within the Modeling Application.

2. Select theEdit Form Variables button by clicking on a blank section of the canvas.

3. Use the+ symbol to add new variables and enter a name, type, optional value and select whether it is required or not.

Actions

The actions that can be run against a form are:

Form rules

Form rules can be used to populate one field depending on the response given by a user in another field. In the example described here you create a form rule calledhow_to_address that has two fields on it, the first is calledGender and the second is calledTitle. The first field is a dropdown list and contains the optionsMan,Woman, andOther. IfWoman is selected then the second field is automatically populated withMs. The form rule ensures that any interaction with the form will contain consistent responses. This is a simple example and your form rules could be more involved.

These instructions are in two parts. You first create a form, and then second create the form rules.

Note: Form rules are specific to your installation and configuration.

Create the form

First you must create a form that can be used to configure the form rule:

1. Sign into the Modeling Application and open a Project, click the three dots next toForms and then select the+ icon.

   Note: You are able to upload already created forms by using theUpload button. Any form you upload must be written in the JSON format.

2. Enter a name for the form and then clickCreate.

   In this example the form is calledhow-to-address.

3. Add aDropdown widget with the following configuration:

   • Label called Gender
   • ID called genderID
   • Three options withMale,Female, andOther as their IDs and Labels.

4. Add adisplay value field widget with the following configuration:

   • Label called Title
   • ID called titleID

5. Select the form again by clicking the area above the wordoutcome, see screen shot.

   

6. In theForm Editor pane clickEdit Form Variables.

7. Click the+ icon and create a new variable with the nametitle.

8. From theType dropdown list selectPrimitives and thenstring, and then clickUpdate.

9. Select theDisplay value widget, and from theField Editor pane select thetitle variable from theVariables dropdown list.

You have created a form where you can create form rules.

Create form rules within the form

To create form rules within the form:

1. Select the form again by clicking the area above the wordoutcome and then clickEdit form rules.

2. Click the green+ icon to create a new rule.

3. From theEvent source dropdown list clickForm events and selectForm loaded.

4. Click the+ icon next toActions to create a new action.

5. From theAction type dropdown list clickUpdate variable and selectTitle.

   You are selecting the display value widget you created earlier.

6. Click theEdit button next to theEvent output dropdown list that is under theEvent output/Value heading.

7. SelectValue from the right hand side and enter a value in theValue field, for exampleSelect your gender, and then clickUpdate.

   This message will appear in the blank field of the display value widget before a user has selected their gender from theGender dropdown list.

8. Click the green+ icon again to create a new rule.

9. From theEvent source dropdown list clickField events and then ClickGender and selectGender - field value changes.

10. Click the+ icon next toCondition to create a new condition.

11. SelectGender from underneath thetitle (Form fields) heading.

12. SelectEquals and thenValue from the top right.

13. EnterFemale into theValue field and then clickSave.

14. Click the green+ icon next toActions to create a new action.

15. From theAction type dropdown list clickUpdate variable and selectTitle.

16. Click theEdit button next to theEvent output dropdown list which is under theEvent output/Value heading.

17. SelectValue from the right hand side and enter a value, for exampleMs and then clickUpdate.

    You are configuring the form to displayMs in theTitle display value field widget when a user selectsFemale from theGender dropdown list.

18. Create aGender - fieldValueChanged form rule for each of the options within your dropdown list. In this example you would create another one forMale, and another one forOther.

    Note: You must create aGender - fieldValueChanged form rule for each of the elements in your dropdown list.

19. When you have created the relevant form rules clickSave.

20. SelectPreview from theEye icon dropdown list and test the responses in the form are correct.

Change preview size

You can change the size of the form you want to preview. This is useful because the form size can simulate the different sizes of the devices that will be using the form. You can customize the size of the form or select which device you want to emulate.

To change the size of the preview selectPreview from theEye icon dropdown list and select how you want to preview your form.

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