Stages and Workflows

The steps of the form processing workflow ("stages") can be defined by a JSON file. This file is named "stages.json" and can be provided as part of your template definition.

Note: "Stages" require a Server version 7.2.* or higher AND an App version 7.3 or higher!

JSON file

The JSON file represents the "configuration file" of stages and workflows initialized by clicking the toolbar button "approve".

Unless a stages.json file is provided the form definition is processed in "stage 1" with all default settings.

The JSON file consist of two objects "stages" and "workflows".

The stage definition has to contain a "next" definition which defines what should happen if a stage is approved (Form.Status == Approved).
The form will move on to the next stage when all defined workflows of the previous stage have finished sucessfully or finish if only on stage is defined.

{
    "stages": {
        "stage_1": {
            "first": true,
            "label": "Stage 1",
            "next": {
                "stage": "stage_2",
                "workflows": ["wf_pdf","wf_cond1" "wf_email1", "wf_grp1", "wf_excel" ],
                "buttonLabel": "Approve Stage 1: {{field_id}}",
                "dialogTitle": "Approve dialog title",
                "dialogMessage": "Message text of the approve dialog - Finishing {{field_id}}"
            },
            "stateChanges": {
                "Group": {
                    "workflows": [ "wf_email1" ]
                }
            }
        },
        "stage_ ...": {

        },
        "stage_final": {
            "label": "Stage final",
            "next": {
                "workflows": [ "wf_archive" ]
            }
        }
    },
    "workflows": {
        "wf_pdf": {
            "type": "pdf",
            "create": true
        },
        "wf_email1": {
            "type": "email",
            "to": "office@icomedias.com",
            "subject": "New HybridForms process created ",
            "body": "A new HybridForms process was created.",
            "erroraction": "ignore",
            "errorfeedback": "Notification could not be sent",
            "errornotify": "admin@icomedias.com",
            "filename": "email-filename.pdf",
            "attachPDF": true,
            "attachImages": true,
            "attachimage":"form-logo.png"
        },
        "wf_email2" : {
            "type": "email",
            "to": "office@icomedias.com",
            "subject": "A new form",
            "template": "mailtemplate.txt"
        },
        "wf_grp1": {
            "type": "setgroup",
            "group": "icoad\\ag-sachbearbeiter"
        },
         "wf_current_grp": {
            "type": "setcurrentgroup",
            "group": "icoad\\ag-mitarbeiter"
        },
        "wf_archive": {
            "type": "setstatus",
            "status": "Archived"
        },
        "wf_current_archived": {
            "type": "setcurrentstatus",
            "status": "Archived"
        },
        "wf_cond1": {
            "type": "condition",
            "condition": "{field} != True"
        },
        "wf_newValue": {
            "type": "setfield",
            "field": "fieldID",
            "value": "new Value"
        },
        "wf_newCheckboxValue": {
            "type": "setfield",
            "field": "fieldID",
            "value": "{true}"
        },
        "wf_newRadioboxValue": {
            "type": "setfield",
            "field": "fieldID",
            "value": "{null}"
        },
        "wf-newform": {
            "type": "newform",
            "title": "{Title}",
            "template": "bc40e199-e8a1-4a4f-9b53-a5e8f16154c0",
            "status": "Edit",
            "stage": "S1",
            "owner": "user@hybridforms.net",
            "group": "hf-group",
            "fields": {
                "name" : "{name_textfield}", 
                "date": "{work_date}"
            }
        },
        "wf_owner": {
            "type": "setowner",
            "owner": "{fieldValueUPN}"
        },
        "wf_current_owner": {
            "type": "setcurrentowner",
            "owner": "{Editor}"
        },
        "wf_excel": {
            "type": "createexcel",
            "template": "excel_template.xlsx",
            "filename": "form.xlsx",
            "errorNotify": "admin@icomedias.com",
            "errorFeedback": "Fehler beim Erzeugen des Excel"
        }
    }
}

Note

Workflows executed by finishing a "one-stage" form item must be defined inside a stages.json as well, simply skip the entry "stage" inside the "next" object.

"S1": {
    "first": true,
    "label": "Default Stage",
    "next": {
        "workflows": ["wf_email"]
    }
}

If the stage enging is enabled, the app kiosk mode is disabled by default. The app kiosk mode could be activated for a specific stage.

Note

Stages and workflows can also be created and edited in the Admin UI. Go to the formdefinition template, in the section "stages" click the "Edit"-button.

Stage object

Configure a stage object by specifying a custom name (e.g. "stage_1" ) and the values for the keys label, next, stagechanges and once first.

Info

The key-value pairs label, next and first are required and first must be unique.

Property	Type	How to use	Description
first	Boolean	"first": true	Specify the stage where to start.
label	String	"label": "Stage 1"	Set the ID/name of the stage used in your form for conditions
next	Object	"next": { }	Define the options of the workflows initialized by finishing the stage
../stage	String	"next": {"stage":"stage_final"}	Set the stage processed next
../workflows	JSON Array	"next": {"workflows": ["wf_pdf","wf_cond1" "wf_email1", "wf_grp1"] }	Specify the workflows invoked by finishing the stage
../buttonLabel	String	"next": {"buttonLabel":"Approve Stage 1: {{field_id}}"}	For better usability define an appropriate label of the "Approve" button in the form tool bar for each stage. {{field_id}} placeholder gets replaced by list data value.
../dialogTitle	String	"next": {"dialogTitle": "Approve dialog title"}	Specify the title of the approve dialog for each stage. {{field_id}} placeholder gets replaced by list data value.
../dialogMessage	String	"next": {"dialogMessage": "Message text of the approve dialog"}	Specify the approve dialog message text for each stage. {{field_id}} placeholder gets replaced by list data value.
stateChanges	Object	"stateChanges": { "Group": {"workflows": [ "wf_email1" ] } }	Define the workflows invoked by changing the form's status in the stage's life cycle.

Workflow object

Define all your workflows invoked by stage or status changes.

These workflows can be used multiple times and can be of different types as there are: conditions, requests, emails sent or changes of the form item meta data (e.g the owner or the assigned group).

Note

The workflows are processed in order of the JSON array position. A workflow of "type": "condition" is applied to all following workflows until a new condition is defined. in the example {"workflows": ["wf_pdf","wf_cond1", "wf_email1", "wf_grp1"]} the condition of the workflow "wf_cond1" controls the execution of workflow "wf_email1" and "wf_group".

Property	Additional Property	Type	How to use	Description
type		String	"type": "pdf"	Set the type of the workflow, further properties are available depending on type.
	errorAction	String	`"errorAction": "ignore"	"status=Edit/..."`
	errorFeedback	String	"errorFeedback": "Email dispatch failed. "	Provide an error message (List page feedback dialog).
	errorNotify	String	"errorNotify": "admin@domain.net	Provide an email address for an error notification email.
type: pdf	create	boolean	"create": "true"	Set option to false, if you want to prevent pdf creation at this time of workflow processing
type: copypdf	target	String	"target": "stage2.pdf"	Provide a filename, the form.pdf is copied and stored as attached document of the form item.
type: condition	condition	String	"condition": "{field} != True"	Define the condition to evaluate. Test for equality ("==") or inequality ("!="), please use uppercase for testing boolean values (True / False).To check if a form field value is null or empty compare the form field to a fake (i.e. not existing) form field.
type: createexcel				Creates an excel with data of the form based on an excel template file that contains form field replacers. These replacers are contained in double curly braces, eg: {{field_id}}, in an excel cell.
	template	String	"template": "excel_template.xlsx"	Provide the filename of the excel template that is included in the formdefinition template files.
	filename	String	"filename": "form.xlsx",	Provide a filename for the excel output file.
type: email	to	String	"to": "{email-address1},{email-address2}"	Set the recipient's email address(es).
	cc	String	"cc": "{email-address1},{email-address2}"	Set additional email address(es).
	bcc	String	"bcc": "{email-address1},{email-address2}"	Set additional email address(es) not shown in header.
	from	String	"from": "{email-address1}"	Set sender Address.
	subject	String	"subject": "HybridForms: Form Approved"	Provide a subject line.
	body	String	"body": "A new form {title} has been approved"	Provide a short email body message. You can include values of form fields.
	bodyFile	String	"bodyFile ": "mailtemplate.txt"	Provide an email template file for more complex email content.
	attachPDF	Boolean	"attachPDF": true	Set the value to true to attache the form.pdf to the email.
	filename	String	"filename": "attachFile.pdf"	Rename the form.pdf file attached to the email, note: this does not affect the stored form.pdf.
	attachDocuments	String	"attachDocuments ": "stage2.pdf, uploadedDocument.docx"	Attach the named documents made avaliable by the app feature "Documents" to the email
	attachImages	Boolean	"attachImages": true	attach all images (photos/sketches etc) contained in the form.
	attachimage	String	"attachimage": "form-logo.png"	attach an image from the form template and make it available for reference inside your mailtemplate.txt.
type: newform	status	String	"status": "Edit"	Specify the status of the new form.
	stage	String	"stage": "S3"	Specify the stage of the new form.
	title	String	"title": "{Title}"	The new form inherits the title of the current form.
	template	String	"template": "bc40e199-e8a1-4a4f-9b53-a5e8f16154c0"	Specify the template id of the new form if the created form is not of the same type.
	owner	String	"owner": "user@hybridforms.net"	Specify the owner of the new form if the new form should be assigned to a diffenet editor.
	group	String	"group": "hf-group"	Specify the group of the new form if the new form should be assigned to a diffenet group.
	fields	String	"fields": {"name" : "{name_textfield}", "date": "{work_date}",...}	Specify the form fields and the values inherited by the new form.
type: request	url	String	"url": ".....",	Specify the URL to connect to.
	requesttype	String	"requestType": "POST"	Define the request method ("POST" or "GET").
	impersonate	Boolean	"impersonate": false	Set the value to true to call the service authenticated as the user submitting the form.
	resourceId	String	"resourceId": "ClientID"	Set the ADFS/AzureAD identity of the called service for impersonation.
	timeout	int	"timeout": 300	Timeout in seconds for calling the specified service. Default 100 seconds.
	success	String	"success": "{result_returnCode}==0"	Conditional expression to verify successfull completion. Fields from a Json or XML body returned by the service can be referenced.
	message	String	"message": "Status code '{result_returnCode}' returned by service. Error: {result_message}"	template for the history entry in case the success condition is not met
	fields	Dictionary	"fields": {"fld1":"result_data_fld1",...}	List of fields to set in the form using values from the body returned by the called service.
	headers	Dictionary	"headers": {"X-Access-Token":"1234",...}	List of additional http headers to set when calling the service
type: xmlrequest				Send XML formated data to the service; this is an extension to request, so all fields from request apply, plus additional properties
	transformFile	String	"transformFile": "nameofxsltemplate.xslt"	Provide an XSLT file for transformation of HybridForms XML to POST body.
type: jsonrequest				Send JSON data to the service; this is an extension to request, so all fields from request apply, plus additional properties
	format	String	"format": "Minimal/Brief/Full/Repeating"	Specify how complete the information in JSON should be, same as can be specified when requesing forms using the API.
	includeFiles	Boolean	"includeFiles": true	set to true to include attachment binary data in "files" property (as "base64Content" )
	includeCharset	Boolean	"includeCharset": true	set to true to include charset attrribute in the content type ("application/json; charset=utf-8")
type: execute				Call an executable or a sctript on the server. Special parameter {PDF} refers to the path of a copy of the form.pdf file
	program	String	"program": "path_to_script_on_server"	location on the server of a script to execute
	arguments	String	"arguments": "{templateId} {itemId}"	parameters to pass to the called script or program
type: setowner	owner	String	"owner": "{field}"	Change the owner of the form item when proceeding to the next stage.
type: setcurrentowner	owner	String	"owner": "{field}"	Change the owner of the form item in the current stage.
type: setstatus	status	String	"status ": "Archived"	Define the new form item status ("New", "Edit","Group", "Approved" or "Archived") when proceeding to the next stage.
type: setcurrentstatus	status	String	"status ": "Archived"	Define the form status ("New", "Edit","Group", "Approved" or "Archived") in the current stage.
type: setgroup	group	String	"group": "grp_admin"	Define a new group assignment when proceeding to the next stage.
type: setcurrentgroup	group	String	"group": "grp_admin"	Define a new group assignment in teh current stage.
type: setfield	field	String	"field": "fieldID"	Define the fieldID of a form field to be changed ..
	value	String	"value" : "new value"	Define the new value of the defined form field at stage change. Enter the new value by using the variant string "new value" or by referencing a field value {{another fieldID}} or set the value of RadioBoxes or CheckBoxes using the variant {true}, {false} or {null}
type: stagechange	stage	String	"stage": "stage_3"	Define a stage to proceed out of the predefined stage order.

Workflow data

Besides any form field value (i.e addressed by {form field id} ) you can use the following server meta data:

Property	Description
Author	the name of the user who created the form
AuthorEmail	email of this user (if any)
AuthorID	the ID (UPN) of the user who created the form
ClientId	the ID of the sub system the form belongs to
Created	Creation date of the form item (datetime in UTC format)
Created_Date	Creation date of the form item - dateOnly
Created_HFLocal	"Local" creation time of the form item
Created_Time	Creation time of the form item
Culture	the HF.Culture field from the form definition
DisplayVersion	the version of the form at the time of PDF generation/ of the workflow action
Editor	the user who last changed the form
EditorEmail	email of this user (if any)
EditorID	the ID (UPN) of the user who last changed the form
Group	the name of the currently to the form item assigned group
ItemID	HF.ItemID field
Modified	Date of the last modification of the form item (datetime in UTC format)
Modified_Date	Date of the last modification of the form item - dateOnly
Modified_Time	Only the time of the last modification of the form item
Modified_HFLocal	The "local" time of the last modification of the form item
Owner	the user who owns the form - this must not be the editor!!
OwnerEmail	email of this user (if any)
OwnerID	the ID (UPN) of the user who owns the form
ReachoutUrl	Url to Reachout form
ReachoutConfirm	Url to Reachout confirm form
ServerUrl	Base url of HybridForms server
StageID	the id of the current form stage
StageLabel	the label of the current form stage
Status	value of the HF.Status field
TemplateID	HF.FormID of the form definition
TemplateName	the name of the form definition
Title	the form "Title"
Version	the current version number of the form item

Note: You can use all these server meta data to generate a PDF filename except the time values because of the time format - a colon is not allowed!

Form definition

Conditions

The visibilty of HybridForms elements (e.g. pages, tabs, blocks, fields, etc.) would be defined by a new condition type "stage". The "val" configures the relevant stages.

<form>
    ...
    <li data-hf-title="Repair"
        data-hf-condition='{
            "cond": [{ 
                "type": "stage", 
                "id": "stage_2",
                "val": true
            }], 
            "else": "readonly"
        }'>
        <a href="#repair-block1"></a>
        <a href="#repair-block2"></a>
    <li>
    ...
</form>

list-/headerTemplate

The stage id and stage label can be used by the list-/headerTemplate as well. Access the information by "data.stage.id" and "data.stage.label".

<form>
    ...
    <span data-win-bind="textContent: data.stage.id"></span>
    <span data-win-bind="textContent: data.stage.label"></span>
    ...
</form>

Images in mailtemplate.txt

Note

Attached images can be referenced inside your email body by the HTML tag img and the path prefix `cid.

Example

<img src="cid:logo.png">