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Question

Moving Information into a New Form from a Previous Form

Laserfiche Workflow Forms
Updated October 30, 2019
asked on October 16, 2019

Is there a way to move information from a previous form into a new form without using Workflow?Or would Workflow be the best way to accomplish this? We are trying to minimize duplicated efforts, but are new to using Workflow. The form needs to be emailed to an outside entity with information populated from the previous form.

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SELECTED ANSWER
replied on October 30, 2019

It sounds like there might be some confusion around when to use different processes. If you're still in the same process you can just create a new user task and assign it to the users that you want to collect data from. For passing information "between forms" in the same process just drag the variable onto the new form instead of creating a new field. Then anything in that field previously collected will appear on the new form! That's much simpler. My instructions were if you wanted to pass information to a new process.

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Replies

replied on October 16, 2019

Usually we would just use Workflow because we're comfortable with it, but considering what possibility might be without Workflow here's an idea. I haven't tested it but might be worth experimenting.

Information can be inserted into new initial submission Forms using the URL of the Form itself. You might be able to craft that new URL in a Forms Email Service task that would use variables from the forms process you're currently in. That would be emailed out and the receiver could click it to start a new process and have fields filled in already. Perhaps that would get you close?

See this link for how the URLs would be crafted: https://www.laserfiche.com/ecmblog/tech-tip-using-url-parameters-to-pre-fill-form-fields/

Hope that helps!

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View 4 previous replies
replied on October 16, 2019

Thank you, Jeremy!

This might be useful for fields where we need the County's name, but other items that we want to populate are individual's names which change every time. Is there a how to about completing something like this with Workflow somewhere?

We participated in a very quick Workflow class, so we wanted to reach out to the community for more information.

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replied on October 17, 2019

So, in the workflow you'd call from Forms you'd Retrieve Business Process Variables to bring the field data from the Forms process into Workflow tokens then use Invoke Business Process from Workflow to start a new process. That activity has the ability to set process variables in Forms when it launches.

 

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replied on October 25, 2019 • Show version history

Thank you Jeremy! I was on the right track but you've helped tremendously!

So I figured out the Server section for Retrieve Business Process Variables, but now that we've found our variables and turned them into tokens, how do we put them into the other form..? Is that under the Invoke Business Process somehow?

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replied on October 25, 2019

Yes it's in the Invoke Business Process. If you click that activity and in the same area as where the Fields are listed in your screenshot you can add tokens to map to variables in Forms. I would use the Help section for that activity (top right ? icon) to get the specific syntax for how to craft it but you can specific there.

Cheers!

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replied on October 25, 2019

To be more specific it's the "Starting Variable Names" pane in the Invoke Business Process activity. The ? help icon will take you to this page for specific syntax instructions for that field:

https://www.laserfiche.com/support/webhelp/Laserfiche/10/en-US/administration/#../Subsystems/LFWorkflow/Content/Resources/Activities/Invoke%20Business%20Process.htm

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replied on October 29, 2019

Thank you for the update! Quick question- does the form that we want the information to go into have to be in another process? I believe we've made the form in the same process, so that's why our variable values aren't pulling into the form we want.

 

You have been so helpful; I really appreciate your time with this!!

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SELECTED ANSWER
replied on October 30, 2019

It sounds like there might be some confusion around when to use different processes. If you're still in the same process you can just create a new user task and assign it to the users that you want to collect data from. For passing information "between forms" in the same process just drag the variable onto the new form instead of creating a new field. Then anything in that field previously collected will appear on the new form! That's much simpler. My instructions were if you wanted to pass information to a new process.

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replied on October 17, 2019

Would you be able to make use of URL parameters? You can easily generate the URL and put it on the first form, or email it.

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