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Question

Generate a Variable List

asked on November 11, 2019

I have a large business process with multiple forms.  I have several fields that are used on different forms in the business process.  i.e. Forms A, B, and C each use variables NC-1, NC-2, and NC-3  When viewing the variables in the forms designer, I can select a field and see what forms it's used in, but I have to do that individually field by field. 

Is there a way to get Forms to display/print a list of my variables and show me not only a list of forms where it's used, but the form on which it originates?  (Am I correct that the first form shown on the 'used in' list is it's originating form?)

Having such a list without needing to maintain it outside of Forms would be wonderful.  If this isn't available now, can we make it an enhancement request?

Thank you.

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Answer

SELECTED ANSWER
replied on November 11, 2019

Yes, when a variable is added to a form, the form is then appended to the list of forms that variable is used in, so that list does show where the field originated first. That said, if you made a new starting form and added your existing variables to it, that form wouldn't move to the top of the list. The order shows which form the field was added to first, then second and so on. 

When you use the word originate, do you mean which form I made the field on? Or do you mean where the data originates from in the process? As an example, consider the case where you have a starting form and an approval form at the next step. If I create a variable on the approval form, then add that field to my starting form, would you say the field originates on the approval form (because the field was created there) or on the starting form (because the data came in there first and would pass it off to the next form)? 

As to your question, this feature does not exist in Forms, but we can add it to our ideas portal. 

6.3.6
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Replies

replied on November 11, 2019

Jared, thanks for confirming that the first form the variable list shows is the one where the field was created.

Yes, to both your questions.

I'm trying to create fields that will be passed on to later portions of the business process in forms that appear earlier in the process.  This way I maintain consistency that the field's origin is both the earlier form and the earlier task in the business process.

But, I do have some of these fields, who originate in a form that occurs later in the business process, that will be used in forms that occur at the same task level.  Using your starting form and approval form scenario, I have a starting form and depending upon the business unit, I pass a different approval form to Dept A, Dept B, and Dept C user tasks.  I may create the field in Dept C's form but then added it to Dept A and B's forms.

Do you see this as posing a problem?

 

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replied on November 11, 2019

Calculating which form the field was added to first, second, third and so on isn't a problem, we already do that on the variable dialog.

It would be much harder to track the data dependencies. Obviously any field on the starting form would originate there, but if you only had the fields on user task forms, it could be very hard with branching to try and guess the flow of data when it comes into the field and where it gets passed to. 

6.3.6
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replied on November 11, 2019

Jared, I understand keeping track of the data dependencies will be a challenge which is why I'm actually creating that 'mapping' outside of Laserfiche Forms.

I'm asking if a single branch is selected, and the variable is populated via that branch, any future reference to that variable (in a form further down the business process) should contain the value that it was populated with at the start of that branch.  Regardless of whether that form is the origin of that variable. Is that correct?

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replied on November 12, 2019

It makes sense in a simple case where you have a single branch or you only place variables such that they follow a simple path. The feature would quickly get complicated if you have variables being filled on multiple branches, conditional branches, loops... We'd have to do some investigation on how to handle those cases so this feature would remain useful. 

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replied on November 14, 2019 Show version history

Jared, I'm finding the following happening (using scenario from above):

       Using your starting form and approval form scenario, I have a starting form and depending upon the business unit, I pass a different approval form to Dept A, Dept B, and Dept C user tasks.  I may create the field in Dept C's form but then added it to Dept A and B's forms.

Where these fields are single line or number I can pass content through the business process regardless of where the field originated.  BUT I can't seem to pass an extra large 10 line multi-line field. (I've made sure that the receiving field is the same type and size.)

Thoughts on the multi-line field?  We need the description to pass through the process and this is the multi-line field.

11-14-19 NC fields.PNG
11-14-19 NC fields2.PNG
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replied on November 14, 2019

Nothing about that shouldn't work. If you have a multi-line field on your starting form and use the same variable on a secondary form, the data from the first form should pass seamlessly to the next. I just tested it and it worked for me. 

Some things to check

  1. Submit the starting form with a value in the multi-line field. Check the Monitor page for that instance, is there a value in there? 
  2. Open up the next user task, is there a value in there? 
  3. Did any other form get submitted between the starting form and the approval form that could have overwritten the value? 
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replied on November 15, 2019 Show version history

Jared, I triaged using a similar methodology to yours.

  1. started with a NEWly created multi-line field (NC_Description_NEW) that starts in the Nonconformance Report form (no default value)
  2. applied that field to the Environmental and Management forms used in the next tasks based on the selection of nonconformance type.
    1. In Environmental form I set the default value to the Spill Description
    2. In Management form I set the default value to the Mgmt Description
  3. I submitted a new nonconformance starting form (nothing shows in NC_Description_NEW since it's not been filled yet.)
  4. That initiates the next task of the Management nonconformance form where I filled the Description of Nonconformance (which, based on it being the default value for NC_Description_NEW, should show up in that field but doesn't)

 

11-15-19 NC fields.PNG
11-15-19 NC fields2.PNG
11-15-19 NC fields3.PNG
11-15-19 NC fields5.PNG
11-15-19 NC fields6a.PNG
11-15-19 NC fields7.PNG
11-15-19 NC fields8.PNG
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replied on November 15, 2019

You may have to open up a support case through your VAR. It's much harder to troubleshoot through screenshots. 

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replied on November 15, 2019

Jared, I reached out to them and have time scheduled for them to evaluate.  Thank you for the time in taking a look at this!

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replied on November 15, 2019

Jared, Worked with my solutions provider and found the issue to be that the fields I was using as default values were occurring on the same form.  Instead of using those fields as default, we set them as a (=) function under the Advanced tab and I was able to populate the fields successfully and pass to the next step.

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