Overview
This action will prompt users to fill in a form at some point in the workflow. The data is collected as metadata for optional later usage.
For example, Custom Task Performer may need a Customer ID in order to know who to charge, so the workflow prompts the person who entered the files into the workflow to supply that info. Or the document may be automatically stamped with that ID for future reference.
Rules
- In short, the notification is sent to all the users configured in Who supplies the information and it takes them to the File View with the form to fill on the right side
- Configuration details:
- When creating the action, the user is allowed to pick:
- The instructions that will be displayed at the top of the form as the explanation (required)
- The inputs needed (such as Customer Name, Customer Account Number, Total Amount on the invoice etc)
- Who supplies the information (multiple people allowed)
- Information suppliers may be specific users of the organisation or be decided dynamically from the form data (user type)
- Inputs can have six types - Text, Number, Email, User, Date, and List. Different types are validated differently.
- Text - any character is allowed
- Number - all decimal numbers, including numbers with thousands' separators (we allow e.g. 123 | 123.45 | 123,45 | 1,234,567.89 | 1.234.567,89 | 1 234 567.89 | - detailed examples TASK 2181)
- Email - email addresses (e.g. [email protected])
- User - a dropdown with all users in the organisation
- Date - a date picked from the datepicker (calendar)
- List - the list of the options the user is allowed to configure in the action configuration. They will be presented in the form of a dropdown when the form is filled out so a user can choose between them.
- List Type additional details
- The list can be of Text, Number, Email, User or Date item types
- Please note that this item type decides where the input may be used as metadata. So, for example, you can pick a List of Users input as an approver (in this case, whoever supplies the information will choose who approves a file between several options from the dropdown)
- List Type has its own small configuration panel that can be toggled by clicking the down arrow icon
- The panel has simple and advanced modes
- Simple mode
- It is opened initially
- It allows basic option configurations
- The list of options is entered in the form of tokens
- Duplicates are not allowed. When checking for duplicates, the letter case is ignored.
- Invalid chips will be red. A tooltip on them will show the error.
- In Advanced editing mode, tokens added through the Simple Mode will have equal display text and value
- By clicking the copy icon, you can copy the current list of options to the clipboard and paste it to another list of options. This way, we make it easier for users to have the same setup in different actions/workflows by copying the existing option configuration (that can be used repeatedly this way). Please note that, in regard to the Advanced mode, both the display text and the value will be copied.
- By clicking the wizard icon, you can import predefined templates to your list of options, such as Yes/No, Rating 1-10 or other commonly used options.
- Advanced mode
- This should be used if a user wants to make the text in the dropdown option different from its value or if they want to rearrange options
- Each option has its display text/value pair.
- Display text is what will be shown to a user when filling the form. It has to be unique among all the options.
- Value is the real value of that option (e.g. what will be shown when using the list input as the metadata to stamp the document). It doesn't have to be unique among all the options.
- For the user type, the display text will automatically be filled when a user is picked from the user dropdown. This will happen only when the display text is empty or matches the dropdown user name.
- For the date type, the display text will automatically be filled when a date is picked from the calendar. This will happen only when the display text is empty or matches the selected calendar date.
- Display text/value validation happens live. The red exclamation icon will be displayed on the invalid input. Tooltip over it will show the error.
- Options can be added by clicking the plus icon. It will add an empty option below the icon the user clicks.
- Options can be removed by clicking the minus icon
- Options can be rearranged by dragging the move icon right of the option
- The “Show in alphabetical order” button will order the options alphabetically by their display text
- When switching back to the simple editing mode, empty options (both display text and value empty) are ignored (removed)
- When changing the list option type, we update the option values by the following rules:
- Text → User - change to user (if the value is an email of an existing user)
- Text → Date - change to date (if the value is in the 09 April 2025 or 9 April 2025 format)
- Email → User - change value to user
- User → Text - change value to the username
- User → Number - remove the value
- User → Email - change value to the email
- User → Date - remove the value
- Date → Text - change to the long date format
- Date → Number - remove the value
- Date → Email - remove the value
- Date → User - remove the value
- The list can be of Text, Number, Email, User or Date item types
- All the inputs on the same Supply Information action must have different names
- Initially, after adding the action, there is just a single input, but you may add/ remove/ move others using the icons on the right side of the inputs
- Who supplies the information input is prefilled with the user who added file
- When creating the action, the user is allowed to pick:
- Filling in the form on the File View:
- On the File View, the Supply Information form appears instead of the File History
- You may switch to/from the File History at any point by clicking the link below the title
- It has the inputs configured in the action
- All form inputs are required to fill
- The inputs are also validated in regard to their type (e.g. Email type input has to conform to the email format)
- Upon submitting, the Supply Information history item is added (initially opened details with the option to close them)
- Dates and numbers will be shown in user language in the history item, but when using it as metadata it will be translated into organisational language
- On the File View, the Supply Information form appears instead of the File History
- A user can supply information for multiple files from the To-do List as a bulk action. Of course, all selected files need to wait for the same form to be filled.
- User can go through selected files using navigation arrows in File View and input data will remain the same for all files.
- If there is more than one Supply information action in the workflow, there will be a tooltip on the action button displaying the action step in the workflow.
- When a user fills the form by choosing the deleted user from the user list type field, there will be “Display text (deleted user)” in the document as the selected value for Fill in a Form action and the same text in File History for Supply Information action.
- Display text means the name of the item in the dropdown – the only thing that the user can see in File View
- When a user fills the form by choosing the deleted user from the user type field (in the meantime, in the other window), they'll get the error message that the user has been deleted.
- Using the form data in other actions
- The entered form data is stored along with the file (under the hood) and may be used as the metadata in subsequent actions (with each input as a separate metadata option)
- Datepicker in the form will be shown in the current user language.
- Display text of the option in the form will be shown in the list type dropdown.
- More on this in Metadata Concept chapter (under Form Data bullet).
- The entered form data is stored along with the file (under the hood) and may be used as the metadata in subsequent actions (with each input as a separate metadata option)