How FileNet P8 eForms Integrates with Workplace
The overall process of creating form policies, and how they fit in with Workplace, is outlined below. Use this list as a guide to help ensure that all prerequisites are fulfilled before you create a policy. For an explanation of what form policies are and how they're used in Workplace, see Get started with form policies.
NOTES
- A form policy created in one locale will not work properly when run in a different locale.
- It is important to direct your users to launch a form policy and not the form itself. You can ensure that form users click the appropriate form policy by providing instructions on how to access the policy (e.g., explain how to add a policy to their list of shortcuts or demonstrate how to click the policy name in Browse view).
1. Create an ITX form template and save it to Workplace
A form template contains the framework, the intelligence, and the graphic elements of a form. Users fill out a form by entering values in the fields (cells) on the form.
Before an ITX form template can be assigned to a form policy, the form author must
- Complete the form design and intelligence required for the ITX form template in eForms Designer.
- (optional) Publish the necessary cells for future property and/or step data field mapping in the form policy wizards. For more information, see field mapping overview.
- Add the template to Workplace and set the Document Class to ITX Form Template.
2. Create a Workflow Definition (workflow policy only)
If your form template is part of a multi-step process, create a workflow definition with steps, routing, and notification. You can create workflow data fields with default values for each step that correspond with published form template cells and form data subclass properties.
NOTE Values in the workflow data fields can overwrite the values in the form template cells.
Before a workflow definition can be assigned to a workflow policy, the workflow author must
- Complete a workflow definition and use a form-based step processor (Form Launch HTML and Form HTML) for the launch step and subsequent steps from Process Designer on the Author > Advanced Tools page.
- Check in the workflow to an Object Store in Workplace.
- Transfer the workflow definition from the File > Transfer menu in Process Designer or by browsing to the information for the workflow in Workplace and choosing Transfer. Note that if you don't transfer the workflow, you are given the opportunity to transfer it during the policy creation process.
3. Create a Custom Form Data Document Class (Optional)
Workplace comes with a built-in document class that includes existing properties that are available for mapping. However, you may want to create custom document classes. Custom document classes must be created on the content Engine before you create a form data entry template. The custom document class must contain custom document properties that correspond to ITX form template fields for a custom form data document class. This class must be a subclass of the base form data document class.
4. Create an Entry Template
Entry templates contain information required to add the form data instance to an object store in Workplace. Depending on which settings you choose, the entry template can automate some of the steps required to add a form data document to an object store.
Before you create a document policy or workflow policy that requires property mapping, you must complete a form data entry template
- IBM FileNet Workplace XT complete a form data entry template from the Entry Template wizard on the Tools > Advanced Tools > Entry Templates > Add menu. Choose the appropriate form data subclass created for the form. You can enter default property values in the entry template that overwrite default values on forms used with document policies. This enables customization of forms. See Workplace Help for more information on creating entry templates.
- Workplace complete a form data entry template from the Entry Template wizard on the Author > Advanced Tools page. Choose the appropriate form data subclass created for the form. You can enter default property values in the entry template that overwrite default values on forms used with document policies. This enables customization of forms. See Workplace Help for more information on creating entry templates.
Create a Document Policy
See Create a Document Policy for step-by-step policy creation instructions.
NOTES
- Form templates and form data entry templates can be used in multiple document policies.
- Default data from the form data entry template can overwrite data on the form when the user starts the policy.
Create a Workflow Policy
See Create a Workflow Policy for step-by-step policy creation instructions.
NOTES
- While form templates and form data entry templates can be used in multiple document and workflow policies, a workflow definition can only be used in one workflow policy.
- Default data from the workflow definition can overwrite data on the form when the user starts the policy.
Versioning
- When a form template or workflow definition is modified, all policies that use that form or workflow must be modified to include the new version of the form or workflow.
- When an entry template is modified within Workplace, all policies must also be updated to use the latest version.
- When a policy is modified, the user sees the updated elements (e.g., modified form, form data entry template, field mapping, or workflow definition) when they start a new instance of the updated policy or when they save form data.
- Modified policies do not affect existing saved data. When a user launches a form data document, it reflects the settings of the policy version that was used to create it. For example, if an updated policy is available on Tuesday, and the user views form data that they created on Monday using a previous policy, the settings of the older policy will be represented.
- If a workflow policy instance is in-process when a policy is modified, that policy's saved form data does not use the newer version of the policy or its elements. Changes in the updated policy aren't reflected until the user starts an instance of the newer policy.
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