Add/update form

This rule lets you create new forms or update existing forms, on the current site or a different site. This lets you automatically initiate a new process and extract data from one process into another.

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Add a new form

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Title

The first part of the business rule lets you define a title for your rule and select the event on which it operates. The default title is the standard FlowForma rule name; change it by deleting the text and entering your own. In the event field you determine when the rule is executed. For a flow this can occur when the form is loaded, started, or completed. For a step this can occur when the step is started, saved, or completed. For questions it can occur when the question is updated.

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Rule condition(s)

The second part of the business rule lets you set conditions. These are not required, but if entered they control when the rule is executed in relation to other items in the form.

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Rule actions

• FlowForma URL: provide the URL of the site containing the flow to be used to create the new form.
• Authentication mode: there are two authentication modes, username and password, or authentication token.
  • Username and password: provide the username and password to access the site above. This user needs permissions on the site.
  • Access token: provide an access token created on the site above. See “Using access tokens” below.

• Select flow: after the connection is established, a drop-down lists all the flows on the site. Select the relevant flow.
• Add/update form item: select Add form item to create a new form. See further down this page for how to Update form item.
• Submit form: if checked, the steps containing the questions to be updated are submitted after the form is created and the questions updated. If unchecked, the form is saved as a draft and the question data remains editable.
• Upload documents to target site: copy documents uploaded in file upload questions from one site to another. This is required if the new form is on a different site from the source form.

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Mapping

Map all the information that has to be copied from one form to the other.

• Source: a drop-down of all the questions in the current flow, plus Form ID and Form title. Mapping the Form ID property of the current form to a question in the remote form lets you display a reference to the original form in the remote form.
• Target question: a drop-down of all the questions of the flow used to create the new form.

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Assignment

Define the owner of the first active step of the target form.

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Output mappings

When the new form is created, the form ID and form title are retained. Map these to questions in the original form so you can access the new form or update steps in it.

• Set current form question: a drop-down of all the questions in the current form.
• From remote form: contains the form ID and the form title.

• Stop execution: if stop execution is enabled and this rule is executed, no other rules are executed.
• Enabled: rules aren’t saved to a list like questions and steps are, so if you want to stop a rule executing without deleting it, toggle this option to enable or disable the rule.
• Enable audit: if checked, a record is added to the audit trail when this rule is executed. This option is available when the Compliance feature pack is activated.

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Update an existing form

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Title

The first part of the business rule lets you define a title for your rule and select the event on which it operates. The default title is the standard FlowForma rule name; change it by deleting the text and entering your own. In the event field you determine when the rule is executed. For a flow this can occur when the form is loaded, started, or completed. For a step this can occur when the step is started, saved, or completed. For questions it can occur when the question is updated.

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Rule condition(s)

The second part of the business rule lets you set conditions. These are not required, but if entered they control when the rule is executed in relation to other items in the form.

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Rule actions

• FlowForma URL: provide the URL of the site containing the flow used to create the new form.
• Authentication mode: there are two authentication modes, username and password, or authentication token.
  • Username and password: provide the username and password to access the site above. This user needs permissions on the site.
  • Access token: provide an access token created on the site above. See “Using access tokens” below.

• Select flow: after the connection is established, a drop-down lists all the flows on the site. Select the relevant flow.
• Add/update form item: select Update form item to update an existing form. See further up this page for how to Add form item.
• Lookup form by question: the form ID of the form you originally created can be saved to a question. To update the form, select the question where the form ID was saved.
• Submit form: if checked, the steps containing the questions to be updated are submitted after the form is created and the questions updated. If unchecked, the form is saved as a draft and the question data remains editable.

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Mapping

Map all the information that has to be copied from one form to the other.

• Source: a drop-down of all the questions in the current form, plus the form ID and form title. Mapping the form ID property to a question in the remote form lets you reference and update the original form if required.
• Target question: a drop-down of all the questions of the flow used to create the new form.

• Stop execution: if stop execution is enabled and this rule is executed, no other rules are executed.
• Enabled: rules aren’t saved to a list like questions and steps are, so if you want to stop a rule executing without deleting it, toggle this option to enable or disable the rule.
• Enable audit: if checked, a record is added to the audit trail when this rule is executed. This option is available when the Compliance feature pack is activated.

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Using access tokens

When using access tokens, there is no need to provide user credentials when creating the business rule. Instead, an access token is created on the FlowForma site where a form is to be created, and is used to verify that the rule has permission to create or update forms on that site. If the access token is incorrect or has expired, you won’t be able to connect to the site, so the rule won’t save.

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Creating an access token

On the site where you want to create or update a form, open the FlowForma settings. Click Global Connections. There is an Access tokens section to create and manage access tokens; these are currently only used with the Add/update form business rule. Click + New access token to create one. The following screen is displayed.

• Title: enter a title for the token. This isn’t used anywhere but is useful to remind you of the token’s purpose.
• Expiration date: optional. If left blank, the token never expires; if you enter a date, access is not allowed after the token expires.

Click Save to create the token. The token has now been created and can be copied into the Add/update form rule. You can also edit the access token to change its title or expiry date, or remove it if it’s no longer required.