User Fields and User Forms | Comidor Digital Automation Platform

User Fields and User Forms

789 562 Comidor BPM Platform

Sometimes, fields that are available in Components creation need to be more personalized to business needs. Comidor allows you to create User Fields that can be used in multiple Comidor objects globally; custom user fields can be added in User Forms for Workflow automation in Workflow designs, too.

Global User Fields and Forms

To manage global User Fields and User Forms, navigate to Modules Menu icon > Process Automation > User Fields or User Forms.

Creating a new User field

To create a new User field, you should have access to BPM package. From the Modules Menu icon go to Process Automation > User Fields. Then, Pressing the “+” button, create user field form opens.

  • Select the Entity (e.g. Accounts, Contacts, Processes, Tasks, Personnel, etc.), where you need to add the User Field
  • For Workflow fields, you should better create them via the Workflow unit, please leave this field empty. Also, if you wish to create a Global field, do not link it to a Workflow, by leaving it empty.
  • Add the Label, which is the field as viewed by users
  • Check the Auto-generate name if you want to automatically create a Column name for your field. If you leave it unchecked, you will have to give a Column name in the database; should be one word (e.g. USR_REFERRAL)
  • Select the Type of the field in Database

User fields| comidor low-code bpm platform

 

Here are some examples of Types:

  • Text Field
  • Email, which is a text field that should be of  test@test.com form.
  • Paragraph (Memo), for more characters
  • Checkbox
  • Date Field
  • Time Field
  • Timestamp, a Field with Date and Time
  • File (Binary) for uploading all types of files
  • List (Key | Value) is a Drop-down List. Define Value List: Key”0,1,2″ and Value”-,Text1,Text2″ for a drop-down list with 2 options.
  • List (DB) will display a database list. Choose from existing Lists.
  • The record will display a list of record entries in Comidor tables, choose the record list of the Unit you wish. List: eg. JP_TASKS, JP_USERS, JP_CONTACTS, etc. if you wish to fetch a list of the tasks, users, contacts, etc.
  • Customizable Grid (JSON) refers to a JSON table. Grid Columns Title, Type, etc. should be added. As you can see below, you build a table in the way you wish. Simply choose the columns you want to have and set a Title and type. Based on the type of field you choose, complete the Column size accordingly, and you may have to fill in another field. Such as, in the type Pre-populated list user has to fill in the Options [Prepopulated List] with the options you wish your list to have. User fields/comidor low-code bpm platformYou can also fill in the Tooltip field with information that will help the user during the submission
  • Choose Excel type for creating an excel spreadsheet that can be later filled by users inside the main form.

User fields| comidor low-code bpm platform

  • To create a Query field, select Type: Query, Query Properties Key and Value should be added, as below.

User fields| comidor low-code bpm platform

  • Select Number (9digit) or (15digit) depending on the size of the field you want.
  • For currencies choose type Currency.
  • Finally, for numbers with decimals, choose the field type Decimal up to 2 or 5 decimal digits.

Contact support@comidor.com to get extra advice on custom user field creation.

After saving the User Field, it will request to Reload Database so as the fields to be loaded in your system.

user fields & forms | business processes | comidor

Creating a new User Form

All User Fields should be a part of a User Form. To create a new User Form, you should be a System Administrator.

  • Firstly, you need to select a Record type, so as the form to be available in this entity group.
  • Then, continue with the Title of form,
  • Access on this form; here you may select specific users/groups to have access to this data. By default is chosen Everyone.
  • If you need this form to be Main this means that is will be visible in the main (process) view; this is suggested to be unchecked only in some Workflow Task cases. So, you have to decide if you want this form to be visible only inside the task or in the main process, too.
  • Given the fact that this form is Main, you may specify its Position among the other forms that exist in this Record.
  • In the field Primary choose Is not primary Form (default), or Replace existing form (primary will be deleted) or Retain  existing form(primary will be followed by the user form you are creating)
  •  Access can be driven also based on Division/Functional Group.
  • Add scripts that will run before you open, edit or save the form.
  • Upload a Template file which can be used in extracting documents during the runtime of the workflow.

 

User fields| comidor low-code bpm platform

 

Form Designer

  • After saving the form, then you are able to design and organize your form the way you wish.
  • Design your Form by inserting Sections, Paragraphs or Code blocks. Simply drag-n-drop the block you wish on the page.
    • In Sections, you can add as many fields as you wish with drag-n-drop functionality.
    • In Paragraph, you can type your text, either in simple text or with an enriched HTML editor. Keep in mind, that you can add a value of a custom or database field that is being used in the process/app, as a variable in your paragraph.
    • In Code, advanced users can add a Procedure.
  • Click on one of the blocks and in the window that opens you can edit, rename or delete the block.
  • Select the Page Layout of your preference

  • Re-arrange the components in the way you wish, if you have created more than one.
  • Search database fields or/and custom fields from Available fields List and then and drag-n-drop them to Used fields list inside the Section you have created.

User fields| comidor low-code bpm platform

 

  • Edit User Field details, by clicking on a field and you may
    • Choose mode Editable, or View-only if you wish this field to be disabled in this form
    • Change the Label name of the field
    • Set a Tooltip for a field or a Placeholder
    • Set a field as mandatory by checking the Required box
    • Define the alignment of this field
    • Change the Label position and size of a field
    • Set an Element CSS or an Element CCS Class for improving field design
    • Hide or unhide the field based on different properties
    • Change the editing interface (Plain Editor, Rich Editor)
    • Delete the field you have added in this sectionuser forms|comidor low-code bpm platform
  • Drag-n-drop to re-arrange user fields within the user form
  • Click on Fullscreen to view the form in full screen
  • Press the Publish button, when form editing is completed

user forms|comidor low-code bpm platform

Workflow/Process Template User Fields and Forms

To manage workflow User Fields and User Forms for Workflows, navigate to Modules Menu icon> Business Automation > Workflows. Enter the Workflow you are working on and select the tab User Forms or User fields.

The same can be performed inside the Process Templates using (Modules Menu icon> Processes> Process Templates), having also here the ability to create a Quick form for Quick adds.

Creating a new User field in a Workflow/Template

Pressing the “+” button, create user field form opens.

  • Add the Label, which is the field as viewed by users.
  • Add the Column name, which is the field as viewed in the database; should be one word (e.g. USR_REFERRAL)
    • By default, the option Auto-generate name is checked, so the Column name is being auto-populated. If you wish to change it, uncheck this option and the Column name field will be editable.
  • Select the Type of the field in Database
  • Add a Tooltip which will be displayed when the cursor is positioned over the field

user forms|comidor low-code bpm platform

Here are some examples of Types:

  • Text Field
  • Email, which is a text field that should be of  test@test.com form.
  • Paragraph (Memo), for more characters
  • Checkbox
  • Date Field
  • Time Field
  • Timestamp, a Field with Date and Time
  • File (Binary) for uploading all types of files
  • List (Key | Value) is a Drop-down List. Define Value List: Key”0,1,2″ and Value”-,Text1,Text2″ for a drop-down list with 2 options.
  • List (DB) will display a database list. Choose from existing Lists.
  • Record will display a list of record entries in Comidor tables, choose the record list of the Unit you wish. List: eg. TASKS, USERS, CONTACTS, etc. if you wish to fetch a list of those tables.
  • Customizable Grid (JSON) refers to a JSON table. Grid Columns Title, Type, etc. should be added.
  • Choose an Excel type for creating an excel spreadsheet that can be later filled by users inside the main form.
  • In order to create a Query field, select Type: Query, Query Properties Key and Value should be added.
  • Select Number (9digit) or (15digit) depending on the size of the field you want.
  • For currencies choose type Currency.
  • Finally, for numbers with decimals, choose the field type Decimal up to 2 or 5 decimal digits.

Contact support@comidor.com to get extra advice on custom user field creation.

After saving the User Field, it will request to Reload Database so as the fields to be loaded in your system.

Creating a new User Form in a Workflow/Template

All User Fields should be a part of a User Form. From the Modules Menu icon, go to Business Automation > Workflows. Enter the Workflow you are working on and select the tab User Forms.

You need to add:

  • Title of form
  • Access on this form; here you may select specific users/groups to have access in this data
  • If you need this form to be Main this means that is will be visible in the main (process) view; this is suggested to be unchecked only in some Workflow Task cases. So, you have to decide if you want this form to be visible only inside the task or in the main process, too.
  • Given the fact that this form is Main, you may specify its Position among the other forms exists in this Record.
  • In the field Primary choose Is not primary Form (default), or Replace existing form (primary will be deleted) or Retain  existing form(primary will be followed by the user form you are creating)
  • Access can be driven also based on Division/Functional Group.

Especially for Process Templates, you may select on Quick In the process templates list, so as to be available in the process template list in the quick add process.  Alternatively, choose in Quick add menu in order to use it directly at the Quick Add button.

 

user forms|comidor low-code bpm platform

 

Managing a User Form

  • After saving the form, then you are able to design and organize your form the way you wish.
  • Design your Form by inserting Sections, Paragraphs or Code blocks. Simply drag-n-drop the block you wish in the page.
  • Click on one of the blocks and in the window that opens you can edit, rename or delete the block.
  • Select the Page Layout of your preference
  • Re-arrange the components in the way you wish, if you have created more than one.
  • Search database fields or/and custom fields from Available fields List and then and drag-n-drop them to Used fields list inside the Section you have created.

Extra actions which can be performed:user forms|comidor low-code bpm platform

  1. Edit of User Form details.
  2. You can add a Block, a Component like Attachments or Notes, or Additional Properties (low-code).
  3. Click on Fullscreen to view all of them in full screen.
  4. Re-arrange the components in the way you wish, if you have created more than one.
  5. Drag-n-drop to re-arrange user fields within the user form
  6. Click on a field to display the field settings
    • Check the Required box to make it a mandatory field
    • You can also lock a field, to make it view only by changing the Mode to View-only
  7. Do not forget to Publish, after editing the form

 

Applying a Workflow User Form in a Workflow Activity

 

The form should be matched with a specific Workflow activity to be functional.

Get advice on how to apply a form in a Workflow activity from Workflows help center.

user forms|comidor low-code bpm platform

User Fields in User Forms of a Workflow can be used in the Conditional flow of a Workflow, too.

user forms|comidor low-code bpm platform


Field Rules

The field rules functionality enables you to hide or show fields inside forms when certain conditions are met.

  • Create custom condition scenarios for fields and select in which scenario the fields are going to be shown or hidden.
  • Select more than one scenario – field condition for a specific field. This enables you to cover multiple scenarios.
  • Eliminate the number of forms that need to be created and make your adjustments to one simple form.
  • Hide sensitive information which should be displayed only in certain user, roles or groups in a workflow.

To access Field Rules navigate to Modules Menu icon> Business Automation > Workflows. Enter the Workflow you are working on and select the tab Field Rules.

Create Field Rules

  • To create a new Field Rule press on the “+” button, and a creation form opens.User Forms | Comidor Low-Code BPM Platform

 

  1. Give a Rule title
  2. Select the Action to be performed: you can either Hide or Show a field
  3. Choose the name of the User Field that you wish to perform the above action
  4. Set in which Form you wish this rule to be applied (from the user forms that the selected field is displayed)
  5. Select the desired Save option (refer to Quick Reference Guide)

User Forms | Comidor Low-Code BPM Platform

 

Custom Condition Builder

After saving the Field Rule, and while being at the view form, you can add conditions.

  • Click on the ‘+’ icon to insert a new row
  • Select from which unit is the field (Process, Application name, etc)
  • Choose the Name of the Field and its value
  • Use AND, OR and parenthesis to form your conditions
  • After adding all the rows of conditions you wish, click on Publish condition.

User Forms | Comidor Low-Code BPM Platform

 

Manage Field Rules

  • If you wish to make any changes to a Field Rule, simply select the respective Field Rule and click on the pencil icon.
  • After making any changes click on Save
  • In order to change the conditions, simply make the changes you wish in the view form of the Field Rule, and then, press Publish condition
  • You can Delete one or more Field Rules, by multi-checking them in the Field Rules table and then click on Delete.

User Forms | Comidor Low-Code BPM Platform