Connecting Forms Entries to Metadata Template

asked on March 6, 2020

Hello all- a bit of a newbie question! I'm working on taking some Forms entries and assigning them to our current metadata templates. This isn't working currently, and I'm unsure if it would work without a workflow in place (our workflow isn't currently configured for Forms). I think I have to tie this into a workflow so that everything plays nicely, but we don't have our test environment up yet and I don't want to break anything (yikes!)

I believe that I have to have a "Retrieve Business Process Variables" Workflow piece called first, but where do I go from there? Right into "Assign Field Values" or "Invoke Business Process"?

What I want to happen is that when someone submits a form, the entries in the fields are then carried over to certain fields on the template. E.g. Parent's Name goes to Parent's Name, Child's Name goes to Name, etc.

If more information or screenshots are needed, please let me know!

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replied on March 6, 2020

Hey Whitney,

To assign the field values and to a template, we first need a document to save these fields two. This can be done in one of two ways:

1. The form can be saved to the repository through a save to repository task. This will create a document that is basically a screen print of the form. We can use this task to assign field values and a template all in one step.

2. A workflow can be used to, as you stated, retrieve field values. However, we would need to first either create or find a document within the repository to assign these fields to. So either a Create Entry field is needed or a Find entry/search repository activity. From this point you are correct that the next step would be an assign field values.

The first option is self contained in forms and the second option is the combination of forms and workflow.

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replied on March 6, 2020 • Show version history

Hi Justin! We tried the first option that you requested, but it didn't seem to take. This leads me to believe that something may not be set up correctly on our end or that maybe another workflow is wiping them out. I'm a bit new to the project, so I'm thinking it could be the latter. Would there be another reason that these values in the first option didn't save?

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replied on March 6, 2020

Are the forms themselves being saved into the repository just without the metadata? Or is nothing being saved? Its possible that the monitor tab in Forms may provide additional information as to why fields are not saving.

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Connecting Forms Entries to Metadata Template

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