Workflow processing - FORMCYCLE Wiki

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3	{{id name="fig_workflow_overview"/}}
4	{{figure image="workflow_overview_en.png"}}
5	Dialog for configuring the workflow: (1) On the left users can find the list of states and their actions. (2) Right next to it there is the configuration screen for the selected state or action.
6	{{/figure}}
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8	Workflow processing allows you to perform certain [[actions>>Formcycle.UserInterface.MyForms.WorkflowProcessing.Actions.WebHome]] such as sending mails, generating PDF files or making custom HTTP requests to external web services, depending on the current state of the form. When a form has been submitted, it takes on the system state //Received// automatically. State transitions are possible either by certain actions, or they can be performed by users in the inbox.
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10	The workflow configuration dialog can be accessed by clicking the appropriate button {{ficon name="workflow-fill"/}} in the [[form menu>>doc:Formcycle.UserInterface.MyForms.WebHome\|\|anchor="form_menu"]].
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12	== Workflow processing ==
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14	When the user submits a form, a new form record will be created. Initially, it will start in the special system state //Received//. Additional states and custom actions can be added in this menu. A state transition may be triggered either by the system or manually by a user. Furthermore, a state transition can also be triggered after the forms has been idle for a certain amount of time by setting up a timed state transition.
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16	For each state, actions can be added that should get executed when the forms assumes that state. This can be used to generate PDF files or send mails automatically. All actions of a state are processed one after another, from top to bottom in the order they are shown in the tree view.
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18	== State and action list ==
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20	On the left side of the configuration dialog users can see a list of the states and their actions (see [[figure>>\|\|anchor="fig_workflow_overview"]]). In the header of this list there are:
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22	* Search field: Enables filtering of states and actions.
23	* Toolbar:
24	** {{ficon name="plus-circle-outline"/}} //New state//: Creates a new state.
25	** {{icon name="copy"/}} //Copy//: Copies the selected state or action.
26	** {{ficon name="trash-alt2"/}} //Löschen//: Deletes the selected state or action. The state //Received// can not be deleted.
27	** {{icon name="ban"/}} //Deactivate//: Deactivates the selected state or action.
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29	Representation of a //state// in the state list:
30	{{lightbox image="workflow_list_state_de" title="A state with two actions"/}}
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32	1. State: In the header the name of the state is displayed. A state can be expanded or collapsed {{icon name="chevron-down"/}}/{{icon name="chevron-up"/}}. Depending on the state configuration there may be icons displayed:
33	1*. {{icon name="reply"/}} //Resubmission//: This is the state that will be set if the form is resubmitted.
34	1*. {{ficon name="clock-outline"/}} //Timed state transition//: A timed state transition has been configured for this state.
35	1. Actions: A list of all the actions of this state. Depending on the action configuration there may be different icons displayed:
36	1*. {{icon name="flash"/}} //Error handling//: Shown if error handling has been specified for this action.
37	1*. {{ficon name="condition"/}} //Condition//: Shown if this action is run conditionally.
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39	Clicking a state or action will select it and show its details in the configuration area to the right (see [[figure>>\|\|anchor="fig_workflow_overview"]]). Changes will only be applied after clicking the //Save// button {{icon name="save"/}}.

Dialog for configuring the workflow: (1) On the left users can find the list of states and their actions. (2) Right next to it there is the configuration screen for the selected state or action.

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Workflow processing allows you to perform certain [[actions>>Formcycle.UserInterface.MyForms.WorkflowProcessing.Actions.WebHome]] such as sending mails, generating PDF files or making custom HTTP requests to external web services, depending on the current state of the form. When a form has been submitted, it takes on the system state //Received// automatically. State transitions are possible either by certain actions, or they can be performed by users in the inbox.

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10

The workflow configuration dialog can be accessed by clicking the appropriate button {{ficon name="workflow-fill"/}} in the [[form menu>>doc:Formcycle.UserInterface.MyForms.WebHome||anchor="form_menu"]].

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== Workflow processing ==

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When the user submits a form, a new form record will be created. Initially, it will start in the special system state //Received//. Additional states and custom actions can be added in this menu. A state transition may be triggered either by the system or manually by a user. Furthermore, a state transition can also be triggered after the forms has been idle for a certain amount of time by setting up a timed state transition.

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For each state, actions can be added that should get executed when the forms assumes that state. This can be used to generate PDF files or send mails automatically. All actions of a state are processed one after another, from top to bottom in the order they are shown in the tree view.

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== State and action list ==

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On the left side of the configuration dialog users can see a list of the states and their actions (see [[figure>>||anchor="fig_workflow_overview"]]). In the header of this list there are:

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* **Search field**: Enables filtering of states and actions.

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* **Toolbar**:

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** {{ficon name="plus-circle-outline"/}} //New state//: Creates a new state.

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** {{icon name="copy"/}} //Copy//: Copies the selected state or action.

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** {{ficon name="trash-alt2"/}} //Löschen//: Deletes the selected state or action. The state //Received// can not be deleted.

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** {{icon name="ban"/}} //Deactivate//: Deactivates the selected state or action.

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Representation of a //state// in the state list:

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{{lightbox image="workflow_list_state_de" title="A state with two actions"/}}

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1. **State**: In the header the name of the state is displayed. A state can be expanded or collapsed {{icon name="chevron-down"/}}/{{icon name="chevron-up"/}}. Depending on the state configuration there may be icons displayed:

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1*. {{icon name="reply"/}} //Resubmission//: This is the state that will be set if the form is resubmitted.

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1*. {{ficon name="clock-outline"/}} //Timed state transition//: A timed state transition has been configured for this state.

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1. **Actions**: A list of all the actions of this state. Depending on the action configuration there may be different icons displayed:

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1*. {{icon name="flash"/}} //Error handling//: Shown if error handling has been specified for this action.

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1*. {{ficon name="condition"/}} //Condition//: Shown if this action is run conditionally.

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Clicking a state or action will select it and show its details in the configuration area to the right (see [[figure>>||anchor="fig_workflow_overview"]]). Changes will only be applied after clicking the //Save// button {{icon name="save"/}}.

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