Process Template Editor

The process template editor is the central point of configuration for a form and its associated workflow.

• The editor is accessed from the Process Templates Dashboard, either by clicking on an existing template or by clicking on the '+' icon to create a new one.

• The access section describes the individual users and groups of users who are able to access the process template.

• View:  Allows the user or group to search for forms based on this process template,

• Edit:  Allows the user or group to create forms based on this process template.

• Use the bin icon to the left of the field to delete it. If forms have already been created with this process template, this will result in the field no longer being displayed on that form. An alternative to deleting the field is to make it non-visible. Refer to the section field status mapping for details on how to do this.

Deleting Fields: The field will be removed from existing forms.

• Fields on forms using this template will appear in the same order as they appear here

• Drag and drop the fields in order to reorder them.

• All other fields should be left as defaulted.

• All other fields should be left as defaulted.

• All other fields should be left as defaulted.

• All other fields should be left as defaulted.

Introduction

• The status ribbon is displayed at the top of the form. It is intended to provide the end user with a graphical indicator of progress through the lifecycle of the entity represented by the form.

• To configure the status ribbon, click on the Status Ribbon tab in the process template editor.

• Drag and drop the ribbon steps up or down to reorder them.

• Although it makes sense to order the sequence of ribbon steps so that it broadly aligns with the lifecycle of the entity, the sequencing itself does not determine the path taken by the entity. That path is determined by the workflow.

• Click on the bin icon to the left of the ribbon step to remove it. 

• Status Ribbon Steps must be linked to a status (via the Field Status Map) to be displayed correctly in the tool 

• The ribbon can be configured to display a final completion tick when the end of the workflow is reached.

• Configure the ribbon as described above.

• Ensure the final step is marked as a gate by checking the 'Has Gate?' box.

• Ensure there is an additional step at the end of the workflow to mark the process as Closed or Completed so the workflow recognizes that you have passed the final gate. 

• Field status mappings are used to define what the possible statuses are for a process template.

• Once statuses are added to a process template they are then mapped in 3 ways

  1. Statuses are mapped to the fields in the fields section and enforce field rules in terms of whether a field is displayed, editable and mandatory at that status. The purpose of this is firstly to ensure the correct attributes are captured at the correct point in the process and secondly to make the viewing of larger forms easier by limiting the fields displayed only to those which are relevant at that point in the process.

  2. Statuses are mapped to the ribbon steps. When a form reaches that status, the ribbon displays accordingly

  3. Statuses are mapped to a form page. This allows the form to be presented differently depending on the status. For example, at an approval status, a specific approval form is used.

• During configuration of the workflow the statuses defined here are assigned to a workflow step. When a form reaches a step it assumes the status associated with that step which in turn drives the field rules, the display of the ribbon and the form page.

Introduction

• All process templates have a workflow. The workflow represents the digitization of the business process that an entity follows from initial submission to the point of closure.

• All Process Templates will automatically generate a default workflow with a start and an end step upon creation.

• Workflows include steps where a person (or persons) are required to make a decision (for example an approval), routing steps based on values in the form fields, automation steps (for example to automatically create a baseline following approval) as well as steps to manage paths running in parallel.

• A process template can be deleted provided that it meets two criteria:

  1. It is not a system process template. This is identified by the 'System Entity' checkbox being ticked on the Info tab.

  2. There are no forms (open or closed) that use this template. Any previously created forms must be deleted before deleting the template.

• To delete the template click on the drop-down next to the 'Save' button and select 'Delete'. If there is no 'Delete' option, then the template cannot be deleted.

• Process templates can be created as a copy of an existing template. This is often a much quicker way of building a process template. Copying is also the recommended approach to creating a customised version of a standard template as it ensures that fields from the Standard Configuration ae included.

• To copy a template, navigate to the Process Templates Dashboard and click on the template to be copied.

• Click on the drop-down next to the 'Save' button and select 'Copy'. A name for the copy will be requested.

• An audit trail is maintained of changes to a process template. It is possible to restore to a previous version of a template.

• In the process editor, select the 'History' tab. The list of changes to the template are displayed. The line at the top represents the current version and has the text 'This version'.

• To revert to an earlier version identify the version to be restored and click on 'Restore'. The template is restored to that point in time and is marked 'This version'. All other versions are still retained including the most recent one (from which restoration was made).

• Base Templates:  Base templates ensure that your new process template will have the correct standard fields, mappings and storage for any data points that are utilised throughout the system.  This will minimise effort and impact during platform and template upgrades.

• Process Template Name:  Give meaningful names to the process template so that end users can easily identify the type of form they will be creating.

• Hide from Search and Create:  When opting not to show a process template in search or create, it does not mean the process template is de-activated.  It simply means it isn't included in general search or create pages.  It can still be created or found through various configurable methods.  This is great for creating restricted process template types such as NDA forms.

• Form Field Tokens:  By keeping form field tokens in a certain format such as block capitals and replacing spaces with underscore characters, it makes it easier to reference by the system.  An example is when writing queries, it is easier to reference the token "FORM_FIELD" than it is "Form Field: "

• Field Section Headers:  Use field section headers to guide an end user during input.  Grouping similar or related fields together will make the end user experience much smoother.

• Reorder Field Status Mapping:  Reordering the field status mapping columns does nothing with regard to process workflow or status ordering.  It is purely a visual aid when configuring the status map.  By placing columns with similar mappings together it makes it easier to keep track of which fields are ticked and which fields are not.

• Editable but not visible:  If a field is marked editable but not visible then it will not be displayed on the form.