A Form task is used to present your end user with an Integrify form constructed within the Integrify forms library. It maybe used once or several times within a process depending on your needs and there is no limit on the number of forms you may have within a process.
The configuration of a Form task has two primary areas:
- General Settings: Define what form the task will reference and specific pre-fill options.
- Advanced Settings: Settings to pre-fill or restrict access to questions on a form.
In the following sections we will discuss:
- Adding a Form
- Form Prefill Options
- Button Text
- Individual Question Prefill
- Individual Question Security
- Individual Question Read-Only
Adding a Form
The General Settings area allows you to define what form you would like to use and it also provides additional prefill configuration options.
After you have added a Form task to the process and selected Configure Task from the task's menu, you will be presented with the following:
To associate a form with this task, select the Selected Form drop-down list and navigate to the location of the form you have created:
After the form has been selected, make sure that you press the Save button at the bottom of the dialog.
Configuring a Form Task
After this has been completed, the selected form is now associated with the task and the Advanced Settings tab will be accessible:
At this point, the task is configured and may be used within your process with no additional settings. When a user is assigned to the task, he/she will be presented with the form you have selected for this task.
You can also select Preview Form to ensure that you have selected the correct form that you want to use with the form task:
Note: You can also access the form directly and make changes to the fields and/or format through the Form Task menu by selecting Form Designer:
Hide Unanswered Questions: Setting this option suppresses the display of questions that don't have data entered in the request detail view.
Form Prefill Options
The General Settings area also provides three (3) additional form prefill options that enable you to prefill a form with existing data depending on the when/where the form is started. These settings to apply to the entire form and will try to fill all questions on the form, except for the "Specific Question Prefills Settings" choice, which allows you to choose individual questions. You should set up the prefill options so that the most specific option has first priority. If a question has a form-wide prefill setting as first priority, specific question prefills will not work correctly.
Please Note: a form task will first pull data from the previous form iteration (if it exists) if set to do so. If there is no previous iteration, then it will fill data from any matching task question, and then from a specific question prefill. Whatever values are found first according to the order (even empty values) will be used.
The following table describes each setting and the behavior:
|Prefill with all matching data from
|Name of a task in the process or Any Matching Task Question
This is used when you would like one task to fill all or most of a form based on another form task being completed. This is also used in cases where the process loops back on itself. To handle this you would set the task to prefill itself with its own data. Since it is possible to have the same form twice in a process you can use this option to have one form fill another even by different users.
Auto-complete this task with pre-fill data
Always, Never, When process is launched as a child request
|By default, the selection will be Never but you may have a process that requires the form task to auto-complete without a task recipient completing the form. If that is the case, select either Always or When process is launched as a child request. For example, you may have a parent process that triggers a child or related request of a different process. You may want users to be able to start a request seperately and complete the first form task in the child process but if the process is launched as a child, you may want the initial form task to auto-complete with some pre-fill data from the parent which could then trigger other downstream tasks without a user completing the initial form task.
You can optionally define the text that will display for the form buttons that the user will select when either submitting the form or saving a draft of the form.
Or, you can choose not to display the 'Save Draft' button:
Fields To Capture
The Fields To Capture tab allows you to define which form fields are captured when they are posted. These fields are then exposed to the process for rules and prefills and are also exposed to the Integrify reporting engine. In cases where you display a form to a user in read only mode, you may not wish to re-record the same choices in the task history.
Please Note: If you add questions to a form after configuring the form to be part of the form task, the new questions will not be part of the "Fields To Capture" list until you click the "Import Fields" button to add the new questions.
Individual Question Prefill Options
Every question on a form may be individually prefilled when the form is loaded. It is possible to prefill one question from the value from one form and another question with the value from second form.
After a form has been associated with a task, the Advanced Settings tab will be available to individually configure each question on a form is desired:
By selecting the Edit pencil icon on the line for a specific question, a dialog will be presented that will allow you to select the Source for that question’s prefill:
A form question may be prefilled from another task such as another form’s question value, user information (Requester, Client, etc), and information about the request itself.
Note: Not all sources in the drop down list are valid for all Task Types (e.g. Fixed Value). If you try to use a source that is not allowed, you will be notified with an "Invalid Selection" error.
In this scenario, since the question is called Applicant Name and we will prefill the question with the requester's Name from their user profile:
Now, each time this form is executed, the 'Applicant Name' question will always be prefilled with the requester’s Name.
Note: If you add a question to an existing form that has already been configured as part of a form task, you will need to use the "Import Questions" menu button to add those new questions to the list of available questions to prefill. The new questions will not appear on the list automatically.
By default, when a form is created, any user(s) who is associated with the request (i.e. users who are assigned to tasks in that request) have the opportunity to review the Request Detail and all of the data submitted.
It is possible to restrict access to the contents of particular question(s) in the Request Detail based on role assignment. To restrict access to a question, start by selecting the Restrict View To Role drop-down for the field that you would like to restrict. You will be presented with the following dialog:
Just select the role name in the Restrict View To Role drop-down list. Only individuals in this role will see the question value in the Request Detail as the request is executing. For all other users, it will remain blank.
If the form assigned to this Form Task includes parameterized questions, you can pre-fill those parameters in the Query Parameters tab. All parameters of this type are required to be pre-filled and they will be automatically listed in this section. Any source for a pre-fill that can be utilized for Individual Question Pre-fill Options, can also be used to prefill a parameterized form question
This line will access the value of the first item (the first parameter defined on the form task): intForm.prefills.variables.Value;
Note that for this option to work, you need to set the Specific Prefill Settings option on the form task or the variable values will not be properly populated.