Forms questions-how to update a completed task & how to reprocess changes to the form

asked on November 4, 2016

Two forms processing questions.

1. How can a user update content of a completed task.

Use case: network admin needs to update the comments field in the form with new user's username and temp password. If he mis-types this information, how does he fix it prior to it going on to the next tasks?

2. How can the form be configured to reprocess if a field is changed on the form.

Use case: submitter doesn't check system access for software JDE. Technician catches this in technical setup task and checks JDE access = YES. This should then route to the JDE setup task (which triggers at same time as technical setup task in business process.) Submission for system access may not be the only reason to reprocess the form so it wouldn't be as simple as querying one variable.

I know that the answer is dependent on the overall business process, but I'm looking for some guidance on how to best achieve these needs. Thanks.

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replied on November 4, 2016

1. If the network admin is typing into the built in comments field, that value can only be altered from the database after the task is submitted. If you create your own comment's field, you could have someone re-route it to the network admin at a later step so it could be corrected, or the network admin could let someone at a later step know and they could change it. There is a feature request to allow Forms sys admins to edit variable values of an instance that might help with this situation as well.

2. You would just need to use an exclusive gateway to determine if JDE access = yes then branch out your paths as you would like.

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replied on November 4, 2016

Appreciate the quick response!

1. Yes I was referring to the built in comments field. Use of a separate comments field sounds promising. Looking at that option, having someone at a later step update that field may be the way to go for this.

2. I thought that use of the gateway would be the only way to do this, but how many gateways might be needed to cover each possible option for re-processing? This sounds like it would be a sub-process to run after each step to evaluate if the form changed. That could be lots of processing time. Have you done something like this before? Was it better to user educate vs. try to automate all the possibilities?

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replied on November 4, 2016

2. The nice thing about automating it is that you configure it once and it's done as long you don't have changes. If you try the education path, you have to retrain users as they come and go.

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Forms questions-how to update a completed task & how to reprocess changes to the form

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