Form submission process - Is this scenario doable?

asked on August 10, 2016 • Show version history

I have a simple process that I am testing out. I'm trying to do something I've never done before for bear with me. I am a newbie. ;) I have a sql table that has the following fields: employee_id, first_name, last_name, email_address and form_submitted. There are 10 records in this table. I want to be able to send an e-mail with a link to a form to each person listed in the database table. When the person opens the link to the form, the form will automatically have their name and employee ID on the form along with a few information fields that are required. Once the person submits the form the form_submitted field (bit field) will be changed from false to true. A .pdf of the form will then be filed in LaserFiche in a subfolder named after the employee under an Employee parent folder. After three days a second reminder e-mail will be sent to those employees who have not submitted their forms. After all employees have submitted their form an e-mail will be sent to me letting me know the process is complete.

Is this doable?

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replied on August 10, 2016

Yes it should be, although a bit long to write out in Answers. You may wish to contact a VAR for full support. Some ideas:

You would have a Form, a Workflow that runs when the Form submits, and a separate kickoff/reminder Workflow.

Your Form would contain the basic info you want but also a field for the employee ID. That field would be a lookup field and fill in the name on the form.

Based on your post you would have a workflow that you would manually kick off. Query your database and return all rows. Have a routing decision to check for each id if the form submitted is true or false. If true just move on, if false send an email with the URL to that starting form. In the URL pass the current empoyee id to the employee id field. Then probably a delay of 3 days. All of this would be in a Repeat Loop that evaluates if all the returned people form submit is true.

When the form is submited you would run a workflow that would do a simple Update Data activity to change the form submit to true.

Again, just an idea (and there are other ways) but not the whole thing but certainly seems doable.

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replied on August 10, 2016 • Show version history

Thank you. It does make sense with Workflow playing a big part. Contacting the VAR sounds like a good idea. I can see us doing these frequently so if we can have them help us with the initial project hopefully we can learn and take it from there. I have to get much more familiar with workflow!

When you are referring to Workflow you are talking about workflow in Avante, not a process in Forms?

Thanks

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replied on August 11, 2016 • Show version history

Correct. Your process in forms will basically be a submit with probably only two steps. A save to repository task and then a workflow task (which will call the Workflow built in the Designer).

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Form submission process - Is this scenario doable?

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