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Define fields and data stored in each process.
How to set up the 'Process Form'?
You can imagine the form as the group of fields that contains data and travels among the different members of your organization to complete the tasks of a process. This field structure (the form) allows you to gather the necessary information during all the stages of a certain process. For example, if we wish to design a ‘Recruitment and Hiring’ process for our organization, it would be useful to add the following fields: Name of Candidate Surname of Candidate Email of Candidate Attach
While setting up the process form, you should add all the fields that will be used throughout the process. The different visibilities available are: Required: You must complete the field in order to move forward. Otherwise, Flokzu won't allow you to complete the task with this empty field. Editable: The content of th
What happens if I modify or delete a field?
Modifying a field Changing the name Modifying the name of a field can cause some functionalities or configurations in which that name was involved to be affected and cease to function correctly. When the field name is modified, the following sections should be reviewed: Formulas in an script-type autocalculated field Task Scripts Print Template Featured Fields Fields in the content or subject of Send Tasks. Configuration of the Service Tasks. Modifying data type Flokzu
Public Form: allowing external participants to initiate processes
A public form is a type of form that any person can view and complete, even those who are not active users of your organization, that is, users who do not have a Flokzu account. After creating a process, you may establish it as a public form if you wish to, so that any person with the link to your f
Table type field
You can now create tables in your process form. We added a table field type to group information into rows and columns, providing the ability to create custom spreadsheets in your process form. In order to create a table field type, select the data type “Table” and click on the link that appears below to configure it. You can define how many columns you want to include, the heading and the type of data it will contain.
Including images, colors and HTML in a Public Form Heading
It is possible to customize the public form heading to include elements of your organization’s ID, such as your logo or colors. To modify the visual aspect of your Heading in HTML, simply go to the “Process Settings” section. Next, you will see a box where you can find the code of your public form heading. Enter an HTML code to customize your heading or simply
Auto calculated type field
Calculated fields can be used to calculate values dynamically using other form fields as reference. Example Imagine that you want to create a form to register purchase orders. It's likely that you include a table type field showing the articles that you want to buy, the quantity, unitary price and a "Total price" column that multiplies the unitary price by quantity. In this case, it can be useful to include a calculated fie
How do confidential fields work?
What does it mean that a field is confidential? Confidential fields allow you to store sensitive information, which only certain users/roles of your organization will be allowed to see. They are particularly useful when you want to restrict the content of a field to certain users/roles and keep it hidden to others in the same stage of a process. How to set up a confidential field In the 'Process Form' secti
How to populate fields from a database?
You can use the information stored in your database to populate form fields. Populate a combo box from a database The options on a combo box (multiselect or not) can be populated from a column of a certain database. In the pop-up you will have to select the following: !(https://storage.crisp.chat/users/helpdesk/website/5a899047-9b38-48ab-9475-31c8c63a3
Attachment type field
When defining the process form, we added the possibility of including an Attachment field. Although Flokzu already offered the tab “Attachments” in each process instance that could be customized, so far it was not possible to require an attachment at a certain stage of the workflow. By including an Attachment field type, you can attach files within the form itself (only one per field) and, like any other field, you can define the visibility or requirement at every stage of the workflow. This en
Combo values from a Web Service
When completing a task, sometimes the users have to complete a field by selecting options from a combo box. A typical example is a list of countries, cities, products, etc. If the list is too long, writting the options manually would consume too much time. In these cases, it's very useful to get the combo options from a Web Service. Besides this, it can also be used to import data from an external system that you may have. How to set it up? When setting up a process, add a new field in
Combo field options with Users and Roles
There are many ways to combine combo fields (multiselect or not) with system users. You can use it to allow dynamic task assignments once the process was already launched. Example: An employee needs the approval of his supervisor, but not all employees will have the same supervisor. So you can populate a combo field with the different supervisors and each employee will select the appropriate one. One way to populate the combo is to use Users or Roles as the data source. !(https://storage.
Richtext type field
Setting up the field To set up a richtext field simply drag the field and drop it in the form. What is it useful for? Richtext fields can be really useful when you want to give your users the possibility to apply a certain format to the text they need to enter in a field, e.g. they'll be able to insert lists, images or tables after a certain text, they
Signature type field
Set up a signature field To set up a signature field, simply drag the element from the box found at the right and drop it on an empty row. Usefulness of signature fields Imagine that you have divided the flow in a process so that different people can approve a process instance, if certain conditions are met. !(https://storage.crisp.chat/users/helpde
Showing or hiding a field depending on another field value
Insert fonts, colors and images in Title/Header
In Flokzu you can customize your form by adding HTML code to a Title/Header type field. This way, you can customize fonts, colors, or your company logo in every form. Given the following code:
Field default value
While setting up the form, you'll notice that some fields allow you to enter a default value. This means that once the process is launched, the fields will appear with the values that you have defined under 'default value'. This is particularly useful when the information entered in a field is always the same, but it still needs to be entered in the form. In this way, the assignees to any task of your processes or people that must start a process from a public form will save time when completi