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Form Mapping

Form Mapping lets you create "auto-text" values that are entered in selected form fields for a workflow stage when a specified trigger event occurs (when the workflow stage is submitted or when a change is made to a form item value).  Two types form mapping are supported:

  • Parent/Child Mapping:  The auto-text for a given field (child) is dependent on the content of a second field (parent).
  • Trigger-Only Mapping: The auto-text is entered in the field automatically when the trigger event occurs.
     

To perform parent/child form field mapping:

  1. Select the workflow stage for which you wish to map a form field.
  2. Click the  Form mapping button in the Workflow Page toolbar.
    • The Form mapping dialog displays.
    • If form fields were previously mapped, the dialog shows a list of map names.
    • If no form fields have been mapped, the list is empty.
       
  3. Click the Add button.
    • The Form mapping dialog refreshes to display the mapping options.
       
  4. If desired, select a template for the form map from the Load from template menu.
    • The Load from template menu lists all form map templates saved for the active workflow. If no templates are associated with the active workflow, the Load from template menu is not displayed.
       
  5. Enter a name for the mapped value in the Form mapping name text box.
     
  6. Select the trigger for the auto-text entry from the Mapping trigger type menu:
    • On submit - the Child form value (auto-text) will be entered in the Child form item (mapped field) when the workflow stage is submitted.
    • On change form item value - the Child form value (auto-text) will be entered in the Child form item (mapped field) when the content of the Child form item (mapped field) is changed.
       
  7. Select the field on which the mapping will be based from the Parent form item menu.
    • The Parent form item menu lists all fields in the associated workflow form.
       
  8. Select the value that will trigger the auto-text entry from the Parent form values menu.
    • You can specify one or more Parent form values.
    • Click the Parent form values field and select the desired value. Repeat as necessary to select additional values.

      • To remove a value from the Parent form values field, click the x icon for the desired value.
    • To batch select Parent form values:

      NOTE

      The batch select values link is available only when the selected Parent form item field contains two or more preset optional values.

      • Click the batch select values link; the Batch select dialog displays.
      • Enter two or more valid values for the Parent form item in the text box provided, one value per line.
      • When all desired values have been entered, click the Save button to save your changes and return to the Form mapping dialog.

        NOTE

        If you enter an invalid value in the Batch select dialog, an advisory popup displays the message "You have entered in values that are not present in the Parent Form Mapping field: (invalid entries). Please edit these values and re-save." Edit the content of the Batch select dialog as necessary, then click the Save button to save your changes.

  9. Select the field into which the auto-text value will be inserted from the Child form item menu.
    • The Child form item menu lists all fields in the associated workflow form except the field selected as the Parent form item.
       
  10. Enter the value to be inserted into the Child form item field in the Child form value text box.
     
  11. When all necessary parameters have been specified, click the Save button to save your changes.
    • The Form mapping dialog refreshes with the new map added to the list.

 

To perform trigger-only form field mapping:

  1. Select the workflow stage for which you wish to map a form field.
  2. Click the  Form mapping button in the Workflow Page toolbar.
    • The Form mapping dialog displays.
    • If form fields were previously mapped, the dialog shows a list of map names.
    • If no form fields have been mapped, the list is empty.
       
  3. Click the Add button.
    • The Form mapping dialog refreshes to display the mapping options.
       
  4. If desired, select a template for the form map from the Load from template menu.
    • The Load from template menu lists all form map templates saved for the active workflow. If no templates are associated with the active workflow, the Load from template menu is not displayed.
       
  5. Enter a name for the mapped value in the Form mapping name text box.
     
  6. Select On submit from the Mapping trigger type menu

    NOTE

    The On change form item value option should not be used for "trigger-only" form field mapping..

  7. Select the Mapping field without parent value check box.
     
  8. Select the field into which the auto-text value will be inserted from the Child form item menu.
    • The Child form item menu lists all fields in the associated workflow form.
       
  9. Enter the value to be inserted into the Child form item field in the Child form value text box.
     
  10. When all necessary parameters have been specified, click the Save button to save your changes.
    • The Form mapping dialog refreshes with the new map added to the list.
       

To save a form map template:

 

NOTE

Form map templates let you use a previously created form map as the basis for creating a new form map. Form map templates are "workflow-specific,"  and are available only for the workflow to which they were saved.

To save a form map template, create and save a form map as described above, then click the Save as Template button to save the current form map as a template. Once a template has been saved, it can be accessed and modified to create a new form map for any stage in the active workflow.
 

To edit a form map:

  1. Select the workflow stage for which you wish to map a form field.
  2. Click the  Form mapping button in the Workflow Page toolbar.
    • The Form mapping dialog displays.
    • The dialog shows a list of map names for the workflow stage.
       
  3. Click the edit link for the form map you wish to edit.
    • The Form mapping dialog refreshes to display the current values for the form map.
       
  4. Edit the parameters for the form map as desired.
     
  5. When all desired changes have been made, click the Save button to save your changes.
    • The form map list displays.

 

To delete a form map:

  1. Select the workflow stage for which you wish to map a form field.
  2. Click the  Form mapping button in the Workflow Page toolbar.
    • The Form mapping dialog displays.
    • The dialog shows a list of map names for the workflow stage.
       
  3. Click the delete link for the form map you wish to delete.
    • The form map list refreshes with the selected map removed from the list.
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