Question

Any way to pull a submitted form out to be edited and submitted again?

Forms Version 9

Updated September 21, 2015

asked on March 23, 2014

Use case: Users have submitted a lenghthy form that has been saved to the repository. Through several approval levels, it has been determined that some of the information that was entered on the form must be corrected before being approved.

Instead of asking the user to fill the entire form out again just to tweak a value in one field, is there a way that a URL can be passed to the user which points to a submitted form in the Results section (with a submission ID), pull the form out with all of its data, and let them tweak it to submit it again starting a new business process?

I know it's possible to create a URL with passed variables into fields, but this particular form I'm working with deals with a collection, and the collection entries can very in number and sometimes can be quite lengthy.

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Answer

APPROVED ANSWER

replied on March 24, 2014

If the form submitter logged in to Forms, the easiest way to handle this is to use a user task to route the submission back to the submitter. In the user task settings, select the form that the user filled out and assign the task to the process initiator (using the /_initiator variable in the Assign to field).

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View 1 previous reply

replied on March 24, 2014

Thanks, but can this be done after the form had completed the process initially and the data stored in the repository? We had to use Workflow to accomplish a lot of logistics to the submitted form prior to allowing approval processes. Is there a way to dig up the completed process and have the initiator modify it and resubmit?

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replied on March 26, 2014

No, there's not a way to do that right now. We'll consider this use case.

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replied on May 21, 2014

Perhaps you can have the Form kick off a Workflow that writes the field values into a database table. It would need to assign it some form of unique ID. On re-submittal, you can have a lookup search against this table and fill the rest of the fields with the results.

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replied on May 23, 2014

Thanks for the suggestion Shelby! This will certainly work in many situations, but unfortunately the reason I need to pull up the original form is because it involves a repeating collection. This collection has about 8 fields in it, and can be repeated anywhere from 1 to 30 times or more. My understanding is that LF Forms is currently incapable of performing a lookup and propagating a collection or a table at this time. Pulling up the original form with the collection filled out will allow a user to easily tweak individual sections of a collection (or remove a section of the collection) if desired.

Another way I'm investigating is to have it where the process model will submit the form to the repository, but not end. We would keep it in a holding pattern, and based on the submission ID, have a user call the URL to the pending form to view it and resubmit if required. Will there be any downside to keeping many forms in a holding pattern if they don't have to be tweaked?

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Replies

replied on September 21, 2015

Hi Travis,

A year on and it looks like I'm currently working on something similar to this !

The only way I managed to do something similar is as follows:

User submits Form
Form process triggers Workflow (Setup to wait until the Workflow finishes before continuing)
Workflow creates a blank entry in the repository with the InstanceID of the Form and an Approval field attached. The Workflow sits in a Wait for Entry Change activity until the Approval field changes - this keeps the form "Live" but hidden from users in their Inbox until an action is required.
Once the form has been processed in the repository it updates the blank entry, which continues the Form process and lets the user make any amendments to the Form should it be required.

With the addition of setting up Timer activities in the Forms process I'm able to trigger Workflows at set intervals to make sure that there are no issues with the blank entry before keeping the process locked in any waits.

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replied on March 24, 2014

You can easily add an action button and rename it to be "Request Change" and route the form and a comment back to the initiator to modify/update information.

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Any way to pull a submitted form out to be edited and submitted again?

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