Question

Logic issue - not sure what to add

Forms

Updated August 1, 2024

asked on July 31, 2024

I have a public form that we created for summer camp registrations, and it has been working well, but we needed a way to return incomplete forms, or forms with issues back to the submitter. So far, the best we've established is to send an email with the form attached and add comments at the end. The issue is that I'm not sure what to add after the notification, so that it goes to a separate outflow path. Mainly, I'm not sure how to create the logic to determine who's a new submitter and who is re-submitting. I don't believe we can send the actual form back to them, as they are the public and aren't users in LF. As the diagram below shows, I'm kind of stuck in the middle.

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Replies

replied on July 31, 2024

Looking into this a bit more (I've never tried it, but it seems feasible), instead of a field you can add metadata to your PDF. You can add a custom metadata field called NewSubmission.

https://helpx.adobe.com/acrobat/using/pdf-properties-metadata.html

The default value be yes, but you can update it to no when you send it back to the submitter. You can also have wf update this value before sending it back to the submitter.

Add a text field to the LF forms process called NewSubmission
Create a workflow that will pull in the PDF and read the metadata
Something like this
Workflow would then push the newsubmission metadata value from the PDF back into the form process using the NewSubmission field you created.
Then in your LF Forms process you add a wf activity. This activity would be set to a wf you created in step 2.
Make sure you set the Forms workflow activity to complete wf before moving forward.
You can now use the forms field value in your logic.

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replied on August 1, 2024

Thomas, thank you for your input! I appreciate the response and will see how I can work on this.

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replied on July 31, 2024

Hi,

In form you are sending back to the submitter, are they resubmitting that same form you attached in the follow-up email?

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replied on July 31, 2024

Hi Thomas,

Yes, they are re-submitting the same form, but from the beginning. It will not have their information on it. They would just have to fil it out again with corrections.

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replied on July 31, 2024

Maybe you can add an indicator field to the PDF that only you can update. Like New Submission (Yes/No). Not sure if you have an official use only section. It would be read only to the submitter. When you send the PDF back, you flip it to No. Then you can add a wf activity to the LF Form process to read that field. Then push that yes/no value back into the Forms process and use it to determine if it's a new submission.

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replied on July 31, 2024

That sounds like viable option, but being fairly new to forms, I' not entirely sure how to trigger those events. We do not have an "official use only" section, but I can add one. Also, I can add the Yes/no options, but I'm not sure which wf process will serve me best.

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replied on July 31, 2024

Hi Kress,

I don't think this can be done in easy way, because public users can only fill form from Message Start event, after that, user task is not available for them. If you want to validate the public users inputs, you can add some rules to the form to make sure the inputs are valid before they can submit it. Sending back form to public form is no difference as creating a new instance in Forms. If you really want that, you can use workflow to retrieve original variables value, and do a save draft action using workflow HTTP Form Post/HTTP Web Request activities, then sending the draft back to the public user, and ends the original instance. This will require powerful knowledge of coding, which will be big effort.

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replied on August 1, 2024

For all intents and purposes, I'm mostly trying to figure out the best workflow element to put in-between the return message and the director/supervisor approval. The main issue is distinguishing between a new submitter and a returning submitter. I'm thinking about adding a "new submission" and "returning submission" radio button that point to an exclusive gateway directing to the secondary workflow.

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Logic issue - not sure what to add

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