User Fields and User Forms

user fields & forms | business processes | comidor

User Fields and User Forms

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User Fields and User Forms

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

Global User Fields and Forms

To manage global User Fields and User Forms, navigate to Application Menu icon> System Administration> Application Setup> User Fields or User Forms.

Creating a new User field

In order to create a new User field,you should navigate to User Fields Unit from System Administration package. 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 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 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 & forms | business processes | comidor

 

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. 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 bellow, 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 & forms | business processes | comidor
  • Below you can see how this json table will appear to the user inside a Task. User will have to press on “+” to add an entry or “-” to erase.

user fields & forms | business processes | comidor

  • Choose Excel type for creating an excel spreadsheet that can be later filled by users inside a main form.
  • In order to create a Query field, select Type: Query, Query Properties Key and Value should be added, as below.

 

user fields & forms | business processes | comidor

  • 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. In order to create a new User Form, you should be a System Administrator.

  • Firstly, you need to select a Record type, so as 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 in 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 exist in this Record.
  • In 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.

 

user fields & forms | business processes | comidor

 

Managing a User Form

  • After saving the from, then you should create a component in order to organize your form and add your fields and be displayed in the way you wish.
  • In the window that opens, fill in the Block Name, Column, Label, and the Alignment to be displayed in your form. Then, click save.

user fields & forms | business processes | comidor

  • Search database fields or/and custom fields from Available fields List and then and drag-n-drop them to Used fields list inside the Container you have created.

user fields & forms | business processes | comidor

Extra actions which can be performed:

  1. Edit of User Form details.
  2. You can add a Container, a Component like Attachments or Notes, or Additional Properties (low-code).
  3. Click on Toggle full screen 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. Get informed if a field is Database field or User Field
  7. Set a field as required with the star button.
  8. Click on small actions button of a used field/or Container to Delete it, or add Additional Properties (low-code). Additional properties (low-code) are also available, for alignment etc.
  • For example, if you want to set a query you have to firstly go to Additional Properties. Then, set the filters of your query as follows.user fields & forms | business processes | comidor user fields & forms | business processes | comidor
  • Here you can see how your query will be displayed inside a task.user fields & forms | business processes | comidor
  • Tip: Useful can be the Settings examples of key-value pairs. In order to make a field View only, so that a user can not apply changes on it, you click on the Additional Properties and in Key you set Disabled and in value true.

Viewing a User Form

Form will be visible in the Record selected, following the settings added.

user fields & forms | business processes | comidor

Workflow/Process Template User Fields and Forms

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

Same can be performed inside the Process Templates using (Application 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 Column name, which is the field as viewed in database; should be one word (e.g. USR_REFERRAL)
  • Add the Label, which is the field as viewed by users
  • Select the Type of the field in Databaseuser fields & forms | business processes | comidor

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. 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.
  • Choose Excel type for creating an excel spreadsheet that can be later filled by users inside a 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. In order to create a new User Form, you should be a System Administrator.

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 exist in this Record.
  • In 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 process templates list, so as to be available in process template list in quick add process.  Alternatively, choose in Quick add menu in order to use it directly at Quick Add button.

 

user fields & forms | business processes | comidor

 

Managing a User Form

After saving the from, then you should search and drag-n-drop database fields or/and custom fields to Used fields list from Available fields List.

Extra actions which can be performed:user fields & forms | business processes | comidor

  1. Edit of User Form details.
  2. You can add a Container, a Component like Attachments or Notes, or Additional Properties (low-code).
  3. Click on Toggle full screen 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. Get informed if a field is Database field or User Field
  7. Set a field as required with the star button.
  8. You can also lock a field, in order to make it view only.
  9. Finally, click on small actions button of a used field/or Container to Delete it, or add Additional Properties (low-code). Additional properties (low-code) are also available, for alignment etc.

 

Applying a Workflow User Form in a Workflow Activity

 

Form should be matched with a specific Workflow activity in order to be functional.

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

user fields & forms | business processes | comidor

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

user fields & forms | business processes | comidor