How can I use a Process Management workflow task to collect data using Forms Follow

Topics Covered:
Target Users:
  • Service Providers
  • Organization Administrators
Required Permissions:
  • Manage Process

Introduction

The ADS Application can have System, Mission and Post level forms (PDF). The elements of these forms can be mapped to data collection fields using “Form Workflow” sub-process and data collection task types. 

Map Form Elements to Data Collection Task

Figure-1 shows image of a form named Employee Data Form – New Delhi. Please see the article “How to Map Forms elements to Employee PCS data and to publish the form” to map form elements with Employee’s PCS data. 

In this form:  

  • Last Name is mapped to “Employee – Last Name” 
  • First Name is mapped to “Employee – First Name” 
  • Home Phone is mapped to Employee – Primary Phone Number” 
  • Email is mapped to “Employee – Primary Email Address” 

The Spouse’s Employer needs to be mapped to “Current Task – Data Collection FieldPlease see the popup in Figure-1 below. ADS will add a place holder in the form so that the form workflow will populate the field when the task is completed by the employee. 

Figure-1

Now “Save and Close” the form and publish the form. 

Use form in Process Management Workflow

Now to use this form in a Workflow, a “Form Workflow” sub-process will need to be created. Please see the article “How can I use a Form in Process Management workflow task” to create the sub-process workflow. Please see Figure-2 below 

Figure-2

  • Enter a Name for the sub-process 
  • Sub-Process Type: Select Form Workflow 
  • Form: Select Employee Data Form – New Delhi (latest published Version) 
  • Save the sub-process 

Add a data collection task for the Form Workflow sub-process that was just created. To create a task see the article “How will I create a task in a Sub-Process”. 

From the Type tab, Select Task Type as “Data Collection” and add a text fields as in Figure-3 below .

  • Spouse Employer 

Figure-3

Assign the task to the employee and Save the task. 

Map the Form fields to Tasks 

After the task is saved, we need to map the data collection field to form fields. The “Edit Form Mapping” button will open the Employee Data Form – New Delhi form. Please see figure-4 below. 

Figure-4

When the “Edit Form Mapping” is selected, the form will be opened as in Figure-5 below. Select the “Spouse’s Employer form element from the Form, the “Please select the Field Properties” model Dialog will be displayed as in Figure-5 below. Now the “Spouse’s Employer” can be mapped to the Data Collection Field named “Spouse Employer” of the Data Collection Task. 

Figure-5

Now that the mapping is complete, we can save and publish the process. Please see the article “Why should I publish a process and How can I publish a Process” to publish the process.  

Please see the article “How can I complete a Process that is assigned to me in a PCS?” to view and complete a Task. 

Complete Process Assignment Data Collection Task for Forms

When the employee completes the task from Assignment Details page, he/she should enter the data for each data collection mapped field. Please see the Figure-6 below. In this case, the Employee may set the data for “Spouse Employer” 

Figure-6

Once the Data is entered and the Task is Saved and Competed, the Assignment Process page will be displayed as in the Figure-7 below. 

Figure-7

When the “Download” down-arrow is selected the form will be opened with the “Spouse’s Employer” data elements populated. Please see Figure-8 below. 

Figure-8

 

 

 

How to Map Forms elements to Employee PCS data and to publish the form? 

How can I use a Form in Process Management workflow task? 

How will I create a subprocess for Process? 

How will I create a task in a Sub-Process? 

Why should I publish a process and How can I publish a Process? 

How can I complete a Process that is assigned to me in a PCS? 

 

 

 

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