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Question

Feature Request: Lookup submission (or custom report) data

asked on August 19, 2020 Show version history

I'd like to be able to add submitted Forms process data as a lookup source. I envision this as having "Custom Reports" as an option in the Data Sources dropdown, which populates existing custom report definitions into the Name dropdown.

Use cases:

  1. On a reimbursement request, an employee should be able to choose from a dropdown of her previously approved travel authorization forms. When that reimbursement gets to finance, they should be able to see the authorized amounts as well as any previously submitted reimbursements.
  2. An employee fills out a form requesting a special exception to [whatever]. On the approval task, the manager could see a list of every time the employee has previously submitted that form.

Workarounds:

  1. Build a custom table and duplicate the form data into it using Workflow. If data from in-process instances is needed, the Workflow will have to be called after each task and will need to be capable of updating existing rows. Will usually also require a view to filter the data. This approach requires basic SQL skills, Workflow skills/resources, creates duplicated data, and requires modification of existing processes.
  2. Build a custom view or proc that directly queries the LFForms database. This approach avoids duplicating data or modifying existing processes, but accessing the LFForms database directly is unsupported.

 

The suggestion above would allow usage of existing Forms data entirely from within the Forms UI, without unsupported LFForms db access, without any SQL knowledge, and without having to add additional Workflow steps to existing processes.

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Replies

replied on August 19, 2020 Show version history

You could actually do this by adding custom views to your instance of the LFForms database.

The accepted answer on this post: https://answers.laserfiche.com/questions/164695/search-active-forms-processes includes instructions on doing this for a view that shows all of the open processes (similar to what is seen on the Monitor page inside LFForms).

You could play around with the script in order get a similar set-up that shows you the completed submissions (as opposed to open processes), and narrow it down to the particular type of form that you are looking for.  Once you have that query written, you save it as a view on your LFForms database, and then you can use either lookups in Forms or a process in Workflow to populate the results of the view into your form.

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replied on August 20, 2020

Thanks for the suggestion! I do something very similar on a form I had to build because there still isn't a way to find instances in progress by assigned user. I should add some info about the current workaround to the post above.

By the way, when creating custom database objects, I strongly suggest using either a different database or creating a separate schema for your organization. Even if the devs never break your stuff by deciding to create an object with the same name as one of yours, you don't want to lose track of which are yours and which are theirs. Plus, if you name the schema something that sorts before "dbo", then it keeps all your stuff together at the top of the list in SQL Server Management Studio.

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replied on August 20, 2020

Those are good suggestions.  99% of my custom stuff is in a different database, but yeah, I've got a couple views that are in the LFForms database itself, so I should probably spend some time moving those to my own database instead.

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