Smartform Designer

This guide will provide the user with the necessary information about designing a smartform in the system with instructions and tools that are implemented in the system. The chapter about the Smartform Designer is divided into three segments. One will focus on the workflows, the second about designing a form and the third on publishing the workflow with the form.



Workflow View


After logging into the system the user can click on the pencil in the navigation bar on the left hand side to access the workflow repository. The user has access to all available workflows within his rights. A workflow consists of one form and one or more process models. Each process version can only be included in one workflow. 



NumberAttributeDetailed Description
1PencilThe pencil opens the workflow repository with the listed workflows on the left, version tracking of the selected workflow in the middle and detailed view of one of the workflows on the right.
2Workflow ListThe workflow list contains all available workflows within the users rights.
3Workflow VersionThe workflow version displays the versions of a workflow.
4Detail ViewThe detail view offers a comprehensive overview of the selected workflow version.




Workflow creation


This paragraph explains the creation of a workflow to the system. The workflow creation requires a name and a process model.



NumberAttributeDetailed Description
1Create Workflow ButtonThe plus button in the lower left corner of the workflow view allows for the creation of a single new workflow.



NumberAttributeDetailed Description
2NameThe name for the creation of a new workflow to the system.
3Process Model ButtonThe 'Add process model' button allows to add a process model for the creation of a single workflow.



NumberAttributeDetailed Description
4Process modelVia a drop-down the desired process model can be selected.
5AddThe 'Add' button will allow saving of the selected process model.
6SaveOnce finished with naming and selecting the process model, clicking on the save button will add the workflow to the system.




Workflow version


This paragraph explains the creation of a new workflow version and changing its information in detailed view in the system.



NumberAttributeDetailed Description
1CopyThe copy icon allows to create a new version of the current workflow.



NumberAttributeDetailed Description
1Workflow versionThe workflow version informs the user about the version, if it is published and with what it is linked. By clicking on a specific workflow version the detailed view will have the information about that specific version.
2Name It is the name of the workflow version that can be changed.
3Comment For a detailed description of the current version the user can add it in the comment.
4Add process modelThe ‘Add process model’ button allows to add a process model to the selected workflow version.
5Add formThe ‘Add form’ button allows to add a smartform to the selected workflow version.
6Cancel The 'Cancel' button resets the changes in the detail view.
7Save After clicking the ‘Save' button all changes made to the detailed view will take effect.
8PublishAfter clicking on the 'Publish' button, the current workflow version is available to users. Processes can be started and edited.





Form Design


After creating a new version and saving all its information, in the detailed view we can add a new form for the selected version. The form has direct access to a number of tabs such as:


Designer
Preview
Rules
Variables
Data types
Element Control


After selecting the desired version of workflow the user can click the ‘Add form’ button from the detailed view to create a new form.





Designer


The form tab ‘Designer’ displays a view to add containers and elements for designing a form.



NumberAttributeDetailed Description
1Elements

On the left side there are elements and containers which can be added to a form.

2Form

The middle section contains all the elements and containers that were added to the form.

3Settings

Each element has its own settings that can be altered on the right section.



Add containers

To begin adding elements to the form the user should first add a container. Each element will be added to a container. For adding a container element the user can drag and drop a specific container or can use the buttons in the form are with given row-layouts.



NumberAttributeDetailed Description
1Row Containers can be added to the form by simply dragging and dropping the desired container to the middle section. Each container has its width options shown in brackets.
2Container After adding the container the user can see its width separated by vertical dashed lines. On the left side of the container there are pointers which can change the container position and on the right side there is a delete icon for deletion.
3Settings of containerBy clicking the container the user is able to see the information about this container on the right section. 


It is also possible to add multiple tabs into the form.



NumberAttributeDetailed Description
1TabHere all the different tabs you created are shown. Containers can be added to each tab by simply dragging and dropping the desired container to the middle section. Each container has its width options shown in brackets.
2NameHere a name can be given to the 'Tabs'-container..
3Tab labelHere each tab needs to be given an individual name, as this name is displayed to the user as head of the corresponding tab in order to be able to differentiate the tabs. Tabs can be added with the plus icon. By clicking the delete icon a tab can be deleted.  



Settings of container


Element settings



NumberAttributeDetailed Description
1NameHere an individual name can be given to the container



Element control

For each container it can be defined whether it should be readable, writeable or required including all elements contained in it. If no element control is specified, this container inherits the element control from the form default (see section 'Section Handling' for more information).




Add basic elements


After adding the container the user is able to add elements to the desired container. Each element has its own element settings, element style , element control and the possibility to use connections


General options of basic elements


Element settings

The element settings depend on the element type and are explained for each in the following paragraphs.



Element style

The options of the element styles are identical for all element types except the text element. The following styles are available. 


All elements except text element:


NumberAttributeDetailed Description
1Element: AlignmentThe alignment of the element can be changed into right, center, left or stretch within the cell. 
2Label: Styles (CSS)Any style can be given to the label with css code. Possible examples are font-weight or font-size.
3Label: Margin (in px)The spacing to the right of the element can be stated in pixels here.
4Label: PositionThe position of the label can be changed into left, right, tob or bottom.
5Label: AlignmentThe alignment of the label can be changed into left, center or right.


Text element:


NumberAttributeDetailed Description
6Element: AlignmentThe alignment of the text element can be changed into right, center, left or stretch within the cell. 
7Font size (in %)The font size of a text is per default 100 %. If the percentage is increased, the font will be enlarged and if it is decreased, the font will be reduced accordingly.
8Font weightNormal is the default font weight. It can be changed into light or bold. 
9Font styleNormal is the default font style. It can be changed into italic. 
10Font color (CSS)Per default the font color is black. It can be changed individually. The css colour names and the formats Hex, RGB and HSL are supported. 
11UnderlinePer default no underline is selected. Text can be underlined thin, medium and bold.
12Underline color (CSS)If an underline style is selected, the default color is black. It can be changed individually. The css colour names and the formats Hex, RGB and HSL are supported. 



Element control

For each element can be defined whether it should be readable, writeable or required. If no element control is specified, this element inherits the element control from the container (see section 'Section Handling' for more information). 



Connectors

Each element can also display information from connectors. More information about how to use and implement connectors is available in the chapter 'Connectors'. linkcomingsoon



Insert a text element

A text element is used for declaring a title, a headline or a simple text displayed in the smartform. The content of the text is changed via the element settings. For adding a text element the user can drag and drop the element to a specific container. Text elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Name

Here an individual name can be given to the text field

2TextHere the text displayed by the text field can be entered



Insert an input field

Users can enter data in an input field. The input field element can be displayed in several ways. Generally it consists of a label and an input area. For adding an input field element the user can drag and drop the element to a specific container. Input field elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each input field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index FieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4Data typeBy default, the data types 'text' and 'number' are provided. The data type 'text' is pre-selected. In the tab 'Data types' further data types can be created (see section 'Data types' for more information).
5PlaceholderThis attribute specifies a short hint that describes the expected value of an input field (e.g. a sample value or a short description of the expected format). The short hint is displayed in the input field before the user enters a value.
6IconWith a dropdown an icon is selectable which is displayed next to the input field. A '?' for help or a '!' for Info can be selected.
Icon: PositionHere the position of the icon can be selected via dropdown. Either the dropdown is on the left or on the right of the input field. As default the icon is located on the right of the input field.
Icon: TextHere the text is entered that is supposed to be shown to the user when hovering over the icon during fulfilling his tasks.



Insert a datepicker

To record a date, the datepicker element is used. The datepicker element provides users a popup calendar for selecting a date or date and time. When a user changes the language, the date format is automatically converted to the date format valid to the selected language. For adding a datepicker element the user can drag and drop the element to a specific container. Datepicker elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each datepicker field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index FieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4TypeBy default, a single date can be selected in the calendar popup. But there is also the possibility to enter multiple dates or a period of time.
5TimepickerAdditional the calendar popup can be extended with a timepicker for entering a time.
6IconWith a dropdown an icon is selectable which is displayed next to the datepicker field. A '?' for help or a '!' for Info can be selected.
Icon: PositionHere the position of the icon can be selected via dropdown. Either the dropdown is on the left or on the right of the datepicker field. As default the icon is located on the right of the datepicker field.
Icon: TextHere the text is entered that is supposed to be shown to the user when hovering over the icon during fulfilling his tasks.



Insert a radio button

Radio Buttons are selection boxes that are always grouped together. Only one choice can be made from this group. For adding a radio button element the user can drag and drop the element to a specific container. Radio button elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each radio button field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index FieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4LayoutThe options of the radio button element can be displayed one below the other as list or in one line as block.
5Select optionsFurther select options can be added with the plus icon. By clicking the delete icon an option can be deleted.  



Insert a checkbox

Checkboxes are also selection boxes, but can be clicked individually and independently. For adding a checkbox element the user can drag and drop the element to a specific container. Checkbox elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each checkbox field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index FieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4TextThe text of the checkbox can be changed here. If the checkbox should be checked when opening the smartform, the button 'Active (checked)' must be selected. 
5IconWith a dropdown an icon is selectable which is displayed next to the checkbox field. A '?' for help or a '!' for Info can be selected.
Icon: PositionHere the position of the icon can be selected via dropdown. Either the dropdown is on the left or on the right of the checkbox field. As default the icon is located on the right of the checkboxfield.
Icon: TextHere the text is entered that is supposed to be shown to the user when hovering over the icon during fulfilling his tasks.



Insert a select

A select element is used to display selection options in a drop-down menu or list. For adding a select element the user can drag and drop the element to a specific container. Select elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each select field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index FieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4PlaceholderThis attribute specifies a short hint that describes the expected value of a select field (e.g. a sample value or a short description of the expected format). The short hint is displayed in the select field before the user enters a value.
5Selection typeHere the layout of the select can be changed. The user can choose between dropdown or listbox and can determine via multiselect whether more than one option may be selected.
6Select optionsOptions can be added with the plus icon. By clicking the delete icon an option can be deleted.  



Links can be used to refer to other documents or other applications. If a user clicks on the link, the document or application is opened. For adding a  link element the user can drag and drop the element to a specific container. Link elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2URLHere the URL to a document or application is specified. The URL can be static or can contain variables (e.g. www.myCompany.dom/${myLinkVariable}, which are filled at run-time.
3Link TextThe link text replaces the URL with a user-friendly name.
4IconWith a dropdown an icon is selectable which is displayed next to the link element. A '?' for help or a '!' for Info can be selected.
Icon: PositionHere the position of the icon can be selected via dropdown. Either the dropdown is on the left or on the right of the link element. As default the icon is located on the right of the link element.
Icon: TextHere the text is entered that is supposed to be shown to the user when hovering over the icon during fulfilling his tasks.



Insert an image

Images can be embedded into the smartform by stating the file path. For adding an image element the user can drag and drop the element to a specific container. Image elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Source

Here the file path and file name of a picture are specified. Pictures that are in the resource folder have the path /loom-portal/resource/. Note: Only images are accepted. Not pdf, doc, etc..

2LabelHere the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 



Insert a divider

Dividers can be used to strictly separate one part of the document from another. This divider can either be a horizontal line or simply a big space. For adding a divider element the user can drag and drop the element to a specific container. Divider elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Name

 Here an individual name can be given to the divider

2LineYou can either choose to display a line as divider or simply have an optical divider by space. The default option is displaying the line.



Add advanced elements


Insert a textarea

Textarea can be used so that the user has more space to type something than he has with a simple imput field. E.g. a coherent text. For adding a textarea element the user can drag and drop the element to a specific container. Textarea elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each textarea field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index fieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4SizeHere the width and the height of the textarea can be specified. The width is given in characters and the height is given in lines.
5IconWith a dropdown an icon is selectable which is displayed next to the textarea field. A '?' for help or a '!' for Info can be selected.
Icon: PositionHere the position of the icon can be selected via dropdown. Either the dropdown is on the left or on the right of the textarea field. As default the icon is located on the right of the textarea field.
Icon: TextHere the text is entered that is supposed to be shown to the user when hovering over the icon during fulfilling his tasks.



Insert a rich text

Rich text can be used to give the user more space to type, just as the textarea does but with the benefit of letting the user have more styling options for his text such as size, color, font, font-weight and text-alignment. For adding a rich text element the user can drag and drop the element to a specific container. Rich text elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each rich text field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index fieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4HeightThe Height of the textarea can be specified here in pixels. It is set at a default height of 150px.
5IconWith a dropdown an icon is selectable which is displayed next to the rich text field. A '?' for help or a '!' for Info can be selected.
Icon: PositionHere the position of the icon can be selected via dropdown. Either the dropdown is on the left or on the right of the rich text field. As default the icon is located on the right of the rich text field.
Icon: TextHere the text is entered that is supposed to be shown to the user when hovering over the icon during fulfilling his tasks.



Insert a custom HTML

A custom HTML can be used to have even more design options which are not covered by the basic and advanced elements available in the smartform designer. For adding a custom HTML element the user can drag and drop the element to a specific container. Custom HTML elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Name Here an individual name can be given to the custom HTML
2HTMLAny HTML code can be entered here
3Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

4IconWith a dropdown an icon is selectable which is displayed next to the custom HTML element. A '?' for help or a '!' for Info can be selected.
Icon: PositionHere the position of the icon can be selected via dropdown. Either the dropdown is on the left or on the right of the custom HTML element. As default the icon is located on the right of the custom HTML element.
Icon: TextHere the text is entered that is supposed to be shown to the user when hovering over the icon during fulfilling his tasks.



Insert an autocomplete

Autocomplete predicts the rest of a word a user is typing based on a limited amount of possible options given during designing the form. For adding an autocomplete element the user can drag and drop the element to a specific container. Autocomplete elements can be copied via the plus symbol and removed via the delete symbol.


NumberAttributeDetailed Description
1Label

Here the text of the label can be changed. Optionally the label can be hidden by selecting the checkbox. 

2VariableFor each autocomplete field a unique variable name is required. Per default the variable is set automatically. The user can change the variable name manually or use the button 'Label as variable name' to generate a variable name from the label text.
3Index FieldIndex fields are used to display information from a smartform, directly in the tasks and process instances lists. They provide extended information on the process instance and can be used for addition filtering and sorting. See also Filter, sorting and customize views
4PlaceholderThis attribute specifies a short hint that describes the expected value of an autocomplete field (e.g. a sample value or a short description of the expected format). The short hint is displayed in the autocomplete field before the user enters a value.
5Checkboxes

Here you can select whether the user should be able to see all possible options and also be able to manually choose out of the available options. 

By ticking case sensitive search results shown to the user depend on the casing of his search.

6Select optionsOptions can be added with the plus icon. By clicking the delete icon an option can be deleted.  

Section Handling

The user is able to select a specific context in the Section Handling (Context) and define how the form will be shown in that context.


NumberAttributeDetailed Description
1Section Handling (Context)The user can select a specific context to define how the form should behave in that context.
2Select elementAfter selecting the desired context the user can select a container or element to show its element control settings for the current context selected.
3Element ControlIn the element control setting of a select container or element the user can define whether it should be visible, writeable or required.
4Existing
element control
Here is shown for which specific context an element control setting already exists. 




Preview


The form tab ‘Preview’ displays how a form is shown in the whole process or in a specific part of the process.


NumberAttributeDetailed Description
1Form preview selectionThe user can see how a form is designed in a specific part of the process model.
2PreviewThe current form preview selected by the user in form preview selection.


For changing the form preview for a specific context the user can change it via drop-down.



NumberAttributeDetailed Description
3ContextThe user can see how a form is designed in a specific context of the process model.
4Preview After selecting the desired context the form shows the specific part for that context.




Rules


The form tab ‘Rules’ are sets of rules which can change the behavior of the form depending on the trigger events.



NumberAttributeDetailed Description
1Create ruleWhile the user opens the ‘Rules’ tab for the first time the 'Create rule'-button allows to create a new rule.
2CreateThe plus button in the lower left of the ‘Rules’ tab allows for the creation of a new rule.
3Trigger eventOn the left side of the view there are trigger events listed. Under each trigger event, the created rules are shown accordingly slightly indented (see next image).



NumberAttributeDetailed Description
4Name The name for the creation of a new rule to the system.
5Trigger eventVia drop-down the desired trigger event can be selected. Trigger events of a rule can be on form load, on form input and before form submit/save.
6Enable RuleWhen the checkbox is checked, the rule is activated and if the conditions are fulfilled it will be triggered
7OverwriteWhen this checkbox is ticked and the rules consequence points to a field that already has a value in it, the value will be overwritten by whatever the rule says.
8ConditionsOn the condition part the user sets a condition state of an element (e.g. radio button element selected by variable name should not be equal with value 'Yes' depending on the condition the user can alter the behavior of another element or container.
9ButtonsWith the 'Copy rule'-button the rule can be copied and with the 'Delete rule'-button the rule can be deleted.


To test the rules that are enabled, the user can go to the ‘Preview’ tab and check for rules behavior depending on the configuration of the rule.



NumberAttributeDetailed Description
10Rule testAs the rule was configured, while nothing is selected or when selecting 'Yes' on the radio button the select with the list items is shown.



NumberAttributeDetailed Description
11Rule test When selecting 'No' on the radio button, the select is not visible.




Variables


Within the form tab 'Variables' all form variables and system variables are listed.



NumberAttributeDetailed Description
1Form variablesHere all variables created by adding elements in the form are listed with their corresponding information, such as name, field/element, index field and data type. By clicking the three dots variables can be edited or deleted.
2Add variableThe 'Add variable' button enables the designer to manually add a variables and set the information about this variable.
3System variablesHere all system variables are listed. They are predefined and can not be changed or deleted. It is also not possible to add system variables.




Data types


Within the ‘Data types’ tab the user can create custom data types to use in the forms.



NumberAttributeDetailed Description
1Create data typeWhile the user opens the ‘Data types’ tab for the first time the 'Create data type'-button allows to create a new data type.
2Create The plus button in the lower left of the ‘Data types’ tab allows for the creation of a new data type.
3Data typesOn the left side of the view there are listed all data types created.



NumberAttributeDetailed Description
4Data type propertiesTo create a data type, field name is mandatory. The user can select a base type with a drop-down. A prefix and a suffix can be added to a data type. E.g. for a number base type the user can define its decimal places and the value range of the number.
5Test data typeFor testing the new data type the user can check its behavior and view with ‘Test Data Type’ field.




Element Control


Within the 'Element Control’ tab the user can see all element controls created in the 'Designer' tab.



NumberAttributeDetailed Description
1Element control settingsFor each element control setting the context, the field name, the element type, the superordinant container (if existing) and the control options are displayed here. The options (visible, writeable, required) can be changed by clicking on the respective checkbox. By clicking the trash can on the right hand side the element control setting can be deleted.





Workflow publish


After completing designing the form, the user can publish the workflow version with the designed form.



NumberAttributeDetailed Description
1Version After the form completion the user can select the version of the workflow.
2Publish

The ‘Publish’ button in the lower right of the detailed view allows the workflow version to be published.



NumberAttributeDetailed Description
3Smartform After publishing the workflow, there is the new designed form published in the smartform tab and the process instance with the new form attached is now startable



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