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 amount of forms you may have within a process.
The configuration of a Form task has two primary areas:
- Form Settings: Define what form the task will reference and specific pre-fill options.
- Question: Settings to pre-fill or restrict access to questions on a form.
In the following sections we will discuss:
- Adding a Form
- Form Pre-fill Options
- Button Text
- Individual Question Pre-fill
- Individual Question Security
- Individual Question Read-Only
Adding a Form
The Form Settings area allows you to define what form you would like to use and it also provides additional pre-fill configuration options. After you have added a form task to the process and selected Configure Task 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. After this has been completed, the selected form is now associated with the task and a new Questions tab will appear:
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:
Form Pre-fill Options
The Form Settings area also provides three (3) additional form pre-fill options that enable you to pre-fill 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. Note that 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 the order (even empty values) will be used
The following table describes each setting and the behavior:
|If Multiple Task Iterations, refill entire form with previously entered data||Checkbox||This is a recommended setting if the same form may be completed multiple times in a loop back scenario.
If checked, each time the task is assigned back to the user to complete, Integrify will automatically pre-fill the entire form with the last iteration of form data that was submitted.
For instance, if the user is assigned the form 3 times, on that third assignment the form would be pre-filled with the data that was submitted when it was filled the 2nd time. On the 2nd assignment it would have been pre-filled with the first submissions data, etc.
The form will only be pre-filled with what that particular user has submitted. It will not pre-fill with other user’s form data.
|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 on task to fill all or most of a form based on another form task being completed.
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.
Example: Form Task A is filled out by John Doe early in the process. But much later in a process you create Form Task B which is the exact same form to be completed by Sally Doe. If you would like Form Task B for Sally to be pre-filled by what John completed on Form Task A you would select the task name “Form Task A” in this list.
Example: A more advanced scenario is to use If Any Matching Task Question. This is used when you have created multiple form tasks that all use the same form within the process.
Perhaps you have Form Task A, Form Task B, and Form Task C and they all use the same Integrify form. They all execute at different times and may be assigned to different people but you always want the form to be pre-filled with the data form any of the 3 forms. If you select the Any Match Task Question, Integrify will pre-fill the form with latest iteration of the last form that was executed within the process.
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:
Individual Question Pre-fill Options
Every question on a form may be individual pre-filled when the form is loaded. It is possible to pre-fill 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 Questions area 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 pre-fill:
A form question may be pre-filled from another task such as another form’s question value, user information (Requester, Client, etc), and information about the request itself. Note that not all sources in the drop down list are not valid for all Task Types (e.g. Fixed Value). If you try to use a source that is not allow, you will be notified with an "Invalid Selection" error.
In this scenario, since the question is called Title, we will pre-fill the question with the Requester’s Title from their contact profile:
Now, each time this form is executed, the Title question will always be pre-filled with the Requester’s Title.
Question Security, Hiding Questions & Read-Only
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 question start by selecting the Edit pencil icon for the question you would like to restrict. You will be presented with the following dialog:
Just select the role name in the Limit view access to this 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.
A second option that is also available on this dialog is to hide the question entirely if no answer is provided for that question. Just check the Hide question if value is empty check box to enable this feature and if the question is left empty on the form it the label value for the empty question will not display in the Request Detail.
Optionally make the field a read-only field by selecting 'Make this question read-only':
If the form assigned to this Form Task includes parametrized questions, you can prefill those parameters in the Map Question 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 pre-fill that can be utiiized for Individual Question Pre-fill Options, can also be used to prefill a parameterized form question. In the below example, a MultiChoiceSelectList question on the selected form has @RegionParam in the where clause of it's DB query field. The parameter is being pre-filled with a value from a form that will be completed earlier on within the process.