Question

Subform - bring uploaded files forward as a default in a field.

Forms

Updated November 5, 2015

asked on November 4, 2015

I originally posted this question:

https://answers.laserfiche.com/questions/85985/Can-I-activate-additional-fields-based-on-user-after-form-has-been-submitted

Based on the responses, I was able to create separate forms (subforms) for separate stages of the process so that various users could add information to the data already gathered by the initial form. I did this by using default values in the various fields that had already been populated and then adding new fields.

I still have one issue. My original/initial form allows the person completing the form to upload documents. I need to have what has been uploaded to be accessible to subsequent users in the process via the subforms, but I cannot figure out how to do this.

In my other fields, I am able to set a default value that pulls in what was entered in the original form. I even figured out how to do this for a multiple choice field - but I cannot get the uploaded documents to be accessible.

For example, original form referenced in Start Event asks for name, ID, some text, and an uploaded document. The next item in the process is a user task, where I have created a subform that is a copy of the original form with values from the original form defaulted into the copied fields, plus a couple of new fields. I can bring all the info forward from the original form so this user can view it, with the exception of any uploaded documents. I need the user at this point to see both the data already entered + the uploads. Here's a screen shot of the structure of my initial form (linked to Start Event):

Here's a screen shot of my subform:

I have tried various types of fields to pull in the uploaded documents (in this example I'm trying to use single field) but nothing seems to work when I test it. The user at this point in the process sells all the previous data but has no active link to uploaded docs.

Can anyone help with this?

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Answer

APPROVED ANSWER

replied on November 4, 2015

The idea is that your forms need to use the same field/variable in them so the values carry over from form to form. You wouldn't want to create separate fields/variables. Note that the variables apply to the entire business process, not just a specific form. Here's an example:

Starting Form

I have a business process called MultipleFormProcess. At this point, there is only one form in this process and it is the Starting Form shown above. Here you'll see the form only has a single field with the label "Name". The variable name associated with this specific field is also called "Name".

If I wanted to make a second form to use for approval, and add some new fields to that form that only the approver would see, I would first want to make a copy of the starting form using the "copy form" button. Then I add my new field(s). Here is what a good approval form would look like:

Approval Form - Good

You'll see in this screenshot that in my Approval Form - Good form, the "Name" field is the same field that's used in the Starting Form. I then have that second approver specific field. This would allow for whatever the user submitted in the starting form to then carry over onto this approval form. You don't have to do anything else with default values, etc.

If you didn't copy the original starting form, but instead, made a new form and then made a new "Name" field, then it will end up becoming a brand new field altogether rather than what you had intended which was for it to be the same field as the one on the starting form. See below:

Approval Form - Bad

Here, on this "bad" approval form, you'll see that the Name field in use is actually a different field as it has a different variable, "Name_1". Note that the grayed out variables on the left mean they are the ones associated with the form you're looking at. Since this "Name" field on this bad approval form is actually different than the "Name" field on the starting form, that's why you needed to set a default value here.

In conclusion, it's suggested to make a copy of the starting form using the "copy form" button. Then just add the new fields you want to that approval form. This way you won't have to deal with the issue of having multiple fields across multiple forms that are supposed to be holding the same value.

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Replies

replied on November 4, 2015

Hi Jane,

From the screenshots, it looks like you ended up creating new fields/variables to use in the second form and just set a default value in them to use what was entered into the first/starting form. Note that this isn't recommended.

Depending on what's easier, you may want to just delete the second form you created and then make a fresh copy of the first/starting form using the "copy form" button. Make this your second form and then add the additional fields to it.

Otherwise, you would want to remove those duplicate fields from that second form and then drag the original fields/variables that were used on the first form onto the second form. In the form editor page, if you click on the "Variables" tab, you can see the ones that got created when you were designing the various forms in the business process. Note that you'd have to ensure you're using the correct field/variable.

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replied on November 4, 2015

From the screenshots, it looks like you ended up creating new fields/variables to use in the second form and just set a default value in them to use what was entered into the first/starting form. Note that this isn't recommended.

I have bolded this because this is exactly what I am trying to accomplish. Are you saying there is a different way to do this?

Here's my example:

Jane Doe opens the initial form, which is linked to the Start Event. She enters her name in a name field and uploads a document, and submits the form. Form enters the Laserfiche process.

The next step in the process is a user task. The user will see a form that will show a name field and that field will reflect "Jane Doe". They will see Jane Doe's uploaded document. They will also see several new fields (including one that is multiple choice) that they can enter information into. Creating the second form (which I did by copying the original) and entering the default value for the previously completed fields is working beautifully for this purpose with the exception of uploaded documents.

I'm unclear on whether you mean that using items in the "Variables" area would achieve the same thing as entering a default value. If so, just how would this work?

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replied on November 5, 2015

THANK YOU Alexander!!!!!! This works perfectly and solves all issues of having the previously entered data move forward from user to user while allowing for new fields.

I greatly appreciate you taking the time to be so thorough and show examples. It is an enormous help to someone like me who is learning the intricacies of the system. Now I can finish my process and have it do just what I wanted. Good stuff! (I need a "happy dance" emoticon!)

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replied on November 5, 2015

You're very welcome! I'm glad I could help.

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Subform - bring uploaded files forward as a default in a field.

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