User Fields and User Forms

User Fields and User Forms-featured

User Fields and User Forms

1470 860 Comidor

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 Table Name (e.g. Accounts, Contacts, Processes, Tasks, Personnel etc.), where you need to add the User Field
  • Add the Columnname, which is the field as viewed in database; should be one word (e.g. USR_REFERRAL)
  • For Workflow fields, you should better create them via Workflow unit, please leave this field empty
  • Add the Label, which is the field as viewed by users
  • Select the Type of the field in Database

User Fields and User Forms-1

 

Here are some examples of Types. In order to create a:

  • Text Field -> Type: Text, Size: needs to be specified
  • big Memo field -> Type: Memo (Paragraph), Size: need to be specified (>5000)
  • Checkbox Field -> Type: Check, Size: 9
  • Date Field -> Type: Date, Size: 9
  • Time Field -> Type: Time, Size: 9
  • Timestamp Field -> Type: Timestamp, Size: 9
  • File (Binary) Field -> Type: Binary, Size: 9
  • Number only Field -> Type: Number, Size: needs to be specified, Decimals: can be specified
  • DropdownList Field -> Type: Number, Size: 9, Value List: “0:-,1:Text1,2:Text2” for a drop-down list with 2 options
  • JSONTable Field -> Type: JSON, Size: 10000, 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, the type in Pre-populated list user has to fill in the Option [Prepopulated List] with the options you wish your list to have.  User fields_json
  • 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_json

  • In order to create a Query field -> Type: Query, Query Properties Key and Value should be added, as below.

 

  • In order to fetch a Record from a Comidor Entity -> Type: Record, Size: 255 and List: eg. JP_TASKS, JP_USERS, JP_CONTACTS etc. if you wish to fetch a list of the tasks, users, contacts etc.

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 and User Forms-2

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.

First, you need to select a Recordtype, so as form to be available in this entity group.

Then, continue with:

  • 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
  • Given the fact that this form is Main, you may specify its Position among the other forms exist in this Record
  • Form can be one of the non-primary (default), or replace the primary (primary will be deleted) or retain with the primary (primary will be followed by the user form you are creating)
  •  Access can be driven also based on Division/Functional Group.

 

User Fields and User Forms-3

 

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

  • 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

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_queryUser fields
  • Here you can see how your query will be displayed inside a task.User fields_query
  • 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 and User Forms-6

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 and User Forms-6

Here are some examples of Types. In order to create a:

  • Text Field -> Type: Text, Size: needs to be specified
  • big Memo field -> Type: Memo (Paragraph), Size: need to be specified (>5000)
  • Checkbox Field -> Type: Check, Size: 9
  • Date Field -> Type: Date, Size: 9
  • Time Field -> Type: Time, Size: 9
  • Timestamp Field -> Type: Timestamp, Size: 9
  • File (Binary) Field -> Type: Binary, Size: 9
  • Number only Field -> Type: Number, Size: needs to be specified, Decimals: can be specified
  • Dropdown List Field -> Type: Number, Size: 9, Value List: “0:-,1:Text1,2:Text2” for a drop-down list with 2 options
  • JSONTable Field -> Type: JSON, Size: 10000, Grid Columns Title, Type etc. should be added.

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 and User Forms-7

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
  • Given the fact that this form is Main, you may specify its Position among the other forms exist in this Record
  • Form can be one of the non-primary (default), or replace the primary (primary will be deleted) or retain with the primary (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 click on Quick checkbox, so as to use this Quick Add button.

 

User Fields and User Forms-8

 

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:

  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. 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 and User Forms-12

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

User Fields and User Forms-13