Forms that are used as steps in a workflow can be created in the Form or Workflow designers. There are two approaches a designer can choose from when creating a workflow:
There are pros and cons to each approach when you need to make small updates to one of the steps of your workflow:.
Let's say you create the perfect form step in a workflow and now you want to use it in another workflow. How do you extract the form step from the workflow so that it is available in the Forms designer?
If you click on a form step in a workflow, you can download that step from the workflow as a standalone form and upload it into the Forms designer. Simply click on the step in the workflow then click the form icon. If you have designed your workflow using Linked Steps in a Workflow the icon to download the form step will only appear on the parent step.
The downloaded file is a _form.zip file and is named according to the convention shown below:
Here is an example of the downloaded file for step 1 named Employee in a workflow named Vendor Quote.
This is an easy way to keep your forms and workflows in sync and reuse forms created/updated in the workflow designer in other workflows or as standalone forms. Form actions and Doc actions, excluding Doc URIs, are copied to the extracted form if that step in the workflow was an existing form that was dragged into the workflow and that form had configured actions. Activity doc actions are retained. Email Activity doc actions are copied to the Additional Email tab in the extracted form. Doc Uris are cleared when applied to a form that is created in the forms designer then dragged into the workflow designer as a step. Designers will have to manually add them to the extracted form.
The New Form palette control allows you to create a new form step in your workflow directly inside the Workflow Designer. If you do not have an existing form for the step you require, drag & drop the New Form into your workflow and create the step in place. This will launch the form designer where you can add controls to the form just as you would if you designed the form from the Forms Home page.
Drag the New Form from the palette and drop it into the guide box. You will only see the guide box when adding the first step.
Click to select it. A unique and arbitrary name will be generated automatically for the step--Step 29 for example. To change the name of the workflow step:
Click anywhere in the General Setting section in the Properties Navigator on the left. This opens the Settings tab. Change the name of the step from the default to something meaningful in the Name field.
When you click on any step in the workflow, a series of action icons displays depending on the step type. Creating a workflow step by dragging/dropping an existing form or a New Form from the Palette shows these icons:
The palette contains all of the forms that you have already created and which are listed in your current project's forms home page. You can use any form as a step in the workflow. Adding an existing form to the workflow creates a copy of that form. If you later edit the form from the forms home page, those changes will not affect the step in the workflow. It remains as it was at the time you copied it into the workflow. If you want to update the workflow to have a new copy of the form, delete the form from the workflow and drag it in again. You can also edit the form directly in the workflow. Conversely these changes to the form inside the workflow do not affect the original form in the form home page.
Drag the existing Form from the palette and drop it into the guide box. You will only see the guide box when adding the first step.
Click to select it. When you click on any step in the workflow, a series of action icons displays depending on the step type. Creating a workflow step by dragging/dropping an existing form or a New Form from the Palette shows these icons:
When you add an existing form as a step in your workflow:
If the following properties are selected in your form, they will be unchanged when you drag and drop this form into a workflow as one of the steps:
Drag a Summary step anywhere in your workflow. This will simply display a Summary view of all the data that has been entered into the various steps of the workflow prior to the Summary step at runtime. Clicking on the Details button navigates to the selected step for viewing/editing.
Previously completed steps in a workflow can be viewed by all users but editing data is only allowed for the user that initiated the workflow. For example, if the Summary step is part of a screenflow performed by the same user, editing is allowed when this user clicks on the Details button. Once the workflow navigates to a different user, previous steps are rendered read-only and cannot be edited. Refer to Workflow Processing Modes for more information.
The Print button is available on Summary steps by default. Refer to Printing Workflows for the details.
When you click on the Summary step, you will see
The designer can specify a CSS class, a Button label and a Decorator for the Summary step on the Settings property tab.
The fields that display on the Summary Step are selected by the designer in the
Drag an HTTP step from the Palette and drop it anywhere in your workflow. If you are adding it as the first step, drop it into the guide box. You will only see the guide box when adding the first step.
Click to select it. When you click on any step in the workflow, a series of action icons displays depending on the step type. Creating a workflow step by dragging/dropping an HTTP shows these icons:
HTTP Wait-Notify is a step, configured with a post url, that can be added to a workflow. The workflow data is posted to this url when the task is executed. A call back url is included in the post. The workflow and task are suspended until the receiver posts back.
The timezone must be added programmatically by the service you are using. HTTP steps can be performed by an anonymous user.
Consider this scenario. Your company has a purchase process workflow. One of the steps in the workflow requires approval from several other approvers before the workflow can continue to the next step. These approvals should happen in parallel and not one after the other. A web component that would manage those approvals is in place. An HTTP step can be added to the Live forms workflow with a URL to the web component to collect the signatures. The callback URL will be included in that post. The workflow will be suspended until all the signatures are collected. The remote web component will notify the Live Form workflow using the callback URL when the signature task is completed. If the HTTP step in the workflow has doc actions configured, they will be performed and the workflow will proceed to the next step.
Now let’s take a look at a simple workflow that will accomplish the scenario described above. This workflow contains the Purchase Request form submitted by the company purchasing manager as the first step. The second step is an HTTP step which provides the url to the web component that handles collecting the signatures from all the required approvers. The third step is a Summary step. Remember the workflow will be suspended until all the approval signatures have been collected by the web component. The web program will then use the callback url to proceed to the Summary step of the workflow.
When the first step in the workflow is submitted, an outbound message similar to the one shown below is captured in the frevvo.log:
Notice the latter portion of the entry contains the call back URL:
This URL is generated by the frevvo server and will point to whatever host/port the frevvo server is accessed on. If the frevvo.forms.server.external.url property is set in the frevvo-config.properties, it will always use the value of that property.
This URL is used by the remote service to “wake” up the Live Forms workflow. Any document actions configured will be performed and the Live Forms workflow will resume. Workflow visibility can be set to any of the choices.
You cannot reset a workflow to an HTTP step. Look for a status of WAITING in the Audit Trail to find HTTP steps in a workflow that are in a suspended state.
If navigation is used to go to previous step, the HTTP step will be skipped. In this case if a user who has navigated back, makes some changes in a form and proceeds forward through the workflow, the backend system will not have updated data. If you use the HTTP step, it is important to realize that it will not get called again if the user navigates around. The designer may not want to have the navigation bar visible or prior steps' data should be read-only. The HTTP step will get recalled if you reset to a prior step and the workflow continues through it's normal steps.
Configure a History Message on the step before the http step if you want to see relevant information in the audit trail.