Getting Team Context of User Working on Form

asked on December 2, 2019

Is there a built in mechanism within LaserFiche Forms to determine a team context for a user creating/updating a form?

We are wanting to use teams within LaserFiche Forms to partition working groups within Forms. So if a user creates a form or updates a form we want to know they are associated to a certain working group so that the form can be assigned back to that group for visibility to other group members.

Currently we are thinking of doing this with different user accounts per team that a user is a part of. Therefore, if a user is a part of 3 work groups they would have 3 different accounts each associated to their respective teams. As you could see this can cause licensing to be a issue if every user must have multiple accounts.

Another option is to launch the Forms window in javascript and then add custom javascript to query the opener window about it's context or set a query parameter and set a process variable.

We would like to know if there is another way to do this without having to create multiple accounts for a single user.

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replied on December 2, 2019

With one of my processes I store the team name to a variable within the Forms business process (hidden field on the form) and then reference that when assigning back to a team.

I have workflow setting the field value based on form inputs after it runs some other activities, but it is going to depend on how you identify the team.

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View 1 previous reply

replied on December 2, 2019

That should make it pretty easy then. You could just add the team name as a URL parameter to populate a hidden field on the form. From that point forward you would just reference the variable when assigning a user task to a team.

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replied on December 2, 2019

So the URL parameter is consistently preserved when I visit the form URL?

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replied on December 2, 2019

I'm not sure what you mean when you say "consistently preserved." The parameters in the URL are only there if you launch the form using that URL. If you bypassed the external application and launched the form directly, then it would not have any parameters.

The URL for the tasks would not need a parameter, if you launch the starting form with a parameter to populate the variable, that variable will be saved upon submission and will persist throughout the entire process.

For example, if I use the URL

https://servername/forms/myform?My_Variable=1

Then the field with the variable name "My_Variable" will get a value of 1 because Forms will accept URL parameters as long as the variable name is correct and the variable is present on the form (even if hidden).

When the form is submitted, that variable value will be saved (if hidden, you must set it to Save the value, not ignore) and you can use it throughout the forms business process (i.e., when assigning the team tasks).

So all you would need is for your external application to generate a URL with the appropriate team name as a URL parameter.

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