Index
Speaking of configuring forms ...
There are several properties to be set for a form that is being created specifically for a process. Find the detailed procedures required to define these settings below.
Configuring forms
01. After clicking Create form from the process settings, click Form settings in the displayed window.
02. Define the required information.
You can edit the previously entered title and description. The other required information is as follows:
Main description of records
Description to be assigned to the form records when they are created. It is possible to choose between the standard description and the description of the report with the fields included. If no field is added to the form, only the standard Description option will be available for selection. The standard description includes the date, in the day/month/year format, followed by the user replying the form. If the report description option is selected, it displays the field name and value entered by the user.
Use company logo in form
When it is checked, it adds the logo defined for the company to the form.
Template
Visual style in which the form will be created.
03. In Form content, add the fields of your choosing - available in the Add fields area - to create the form.
In order to add a field to the form, simply click on it from the list of available fields. The fields can be included in any order and quantity. To change the order of a field, just click on it and drag it to the position of your choosing. In order to delete an added field, click on the icon marked by an X located the upper right corner of the box corresponding to the field. The types of fields available are:
Text
Allows adding a line of text.
Number
Allows adding numerical data.
Calendar
Allows adding a formatted date, under the dd/mm/yyyy format.
Paragraph
Allows adding a text.
Combo
Allows adding a combobox field with predefined options or options dynamically loaded from a dataset.
List
Allows adding list fields with predefined options or options dynamically loaded from a dataset.
Single option
Allows adding radio button fields and selecting only one of the options registered by the user.
Multiple choice
Allows adding checkbox fields, which allow the user to select multiple options.
Multiple records
Allows adding a multiple record table. This table can be used to register assorted information in a single field, allowing users to add as many lines as necessary to complete it.
Search
Allows adding a search field.
Evaluation
Allows adding a rating star field, in which users can select a scale from 0 to 5 stars.
04. Click the edit icon, which is represented by a pencil and located in the upper right corner of the box corresponding to the field, and define the settings for the field.
Each field has specific options depending on the type of the data added or defined as default or data source.
Description
Name to be assigned to the form field.
Report description
Name of the field to be displayed in the reports, which may be used as the Main record description, as previously detailed. Field automatically completed based on the description, which may be modified by the user.
Completion tip
Field placeholder, namely an instruction to be displayed in the field when a user is filling out the form.
Value
Predefined value for the field that cancels the completion tip, however, the user can change it.
Mask
Predefined format where the field value is displayed.
Field size
Size of the field to be displayed on the form. Available options are:
- Large;
- Medium;
- Small.
Mandatory
When it is checked, field’s completion is mandatory and validated. Not applicable to all fields.
Use Analytics
When it is checked, the data received for this field will be sent to the Analytics data analysis tool. Ten text-type fields and ten number-type fields can be sent. This option is not present in all fields, only for Text, Number and Paragraph fields.
Dataset
Allows selecting a dataset to dynamically add data. It is present in the Combo and Research fields.
Defined values
When it is selected, field options are defined in the form.
Dataset values
When it is selected, field options are provided by a dataset.
Description field
Columns available in the system’s dataset.
Preview
Preview of the data from the selected dataset.
Options
Options are available for the user to select. It is present in the Combo, List, Single choice, Multiple choice and multiple records fields.
Inclusion text
Text assigned to the button to be used for adding records to a Multiple records field.
Code for data service
Unique code for the field to be used in future development queries on the platform.
05. After adding and configuring all the fields for the form, click Form rules, located in Advanced.
Form rules are events that can occur in the form created in a particular activity and in a specific field. These events occur only in normal activities or in the start activity of a process.
Actions include disabling fields, validating values, setting values, and hiding fields on the screen. This procedure generates a form event with the selected settings.
06. In the Form rules window, click Add.
07. Select the required information to define the rule.
The information required to define a rule is as follows:
Field
Field for which the rule will be defined.
Activity
Activity in which the rule defined for the field must be performed.
Action
Action that will be performed for the field in the activity defined. Available options are:
- Disable: when it is selected, the field is displayed as disabled when the request is in the activity selected in the rule.
- Disappear: when it is selected, the field is not displayed when the request is in the activity selected in the rule.
- Validate: when it is selected, a validation is performed on the field when the request is in the activity selected in the rule. When selecting this option, it is necessary to define the criteria that will be considered in the validation of the field. For information on how to define the validation criteria, go to the alternative path Define validation criteria.
- Define value: when it is selected, a specific value is assigned to the field when the request is in the activity selected in the rule. In this case, it is necessary to define the value that will be assigned. For information on how to define that value, go to the alternative path Define value for field.
You can filter the entered rules via Filter by activity.
08. For the rules for which the Validate action was selected, click on the icon represented by a magnifying glass displayed to the right of the Action field.
09. In the Rules settings window, define how the conditions should be considered in the rule.
Satisfy all conditions
When it is selected, all defined conditions need to be met before the validation message is sent.
Satisfy one of the conditions
When it is selected, satisfying only one condition is enough for the validation message to be sent.
What message should be used in this validation?
Message to be sent as validation is performed and the defined conditions are met.
10. Select the validations and/or the available fields in the boxes Validations and Fields, respectively, for the conditions that must be considered in the validation, as well as the operator for each condition.
11. After defining all the required conditions, click Save in the Rules settings window.
12. For the rules for which the Define action was selected, click on the icon represented by a magnifying glass displayed to the right of the Action field.
13. In the Rules settings window, select the information to be assigned to the field.
Available options are:
Specific Value
When it is selected, a predefined value is assigned to the field in question.
The empty blank field, shown to the side, is a specific value assigned to the field at hand. This field is only displayed when the selected value assignment option is Custom value.
Request number
When it is selected, the request number is assigned to the field in question.
Logged in user
When it is selected, the authenticated user’s enrollment is assigned to the field in question.
Current date
When it is selected, the current date is assigned to the field in question.
Empty
Determines whether the field will remain the same or other than empty.
E-mail
Allows checking if the entered email is a valid email address.
CPF (Individual Taxpayer Registration Number)
Allows checking if the entered CPF is a valid CPF number.
CNPJ (Corporate Taxpayer Registration Number)
Allows checking if the entered CNPJ is a valid CNPJ number.
IP
Allows checking if the IP mask is valid.
14. Click Save in the Rules settings window.
15. After defining all the rules for the form, click Save in the Form’s rules window.
16. In the form field settings window, click on Order Analytics fields located in Advanced.
17. In the Order Analytics fields window, define the priority order for the fields in the boxes Field fact and Fields text using the arrow keys to move up and down.
Fact fields are Numeric.
18. After defining how to order the fields, click Save.
19. The Privacy item can be configured in all fields, except for the Evaluation field, indicating whether the field contains personal or sensitive data, in order to ensure the confidentiality of information and prevent unauthorized access to the data, either accidentally or unlawfully. To do so, click Add personal data.
20. On the Add personal data screen, fill out the fields and configure as needed.
Type: allows selecting a data type classified as sensitive or hidden. Available types: Name, Email, CPF, RG, Driver’s license, Employment record card, Voter ID, Passport or others, depending on the type of component to which privacy is being configured.
Is this data sensitive? Enable this option to classify the data as sensitive.
Indicates that the data is classified as sensitive and will be informed in the user data report (Data Export).
Sensitive data is data on racial or ethical origin, religious beliefs, political opinions, affiliation to a union or organization of a religious, philosophical or political nature, data regarding health or sex life, and genetic or biometric data, when linked to an individual.
Is it possible to anonymize this data? Enable this option to hide the data.
Enabling this option indicates that the data may be concealed from the database, if the data owner requests anonymization, but the fields continue appearing normally in the form.
Classification and justification
Classification: Classification allows selecting which reason generated the need to configure data privacy.
Available classifications: Contract execution, Legal obligation, Consent, Execution of public policies, Study by research entity, Regular exercise of law, Life preservation, Health guardianship, Rightful interest, and Credit protection.
Excuse: Allows writing a justification for data request and the intended use purpose.
21. Click Save to include field privacy.
22. Once you have configured the form settings, click View form if you want to view it before posting it.
23. After closing viewing of the form, click Save to save all the information defined for it.
Please note
This documentation is valid as of the Lake (1.7.0) update. Previous updates may contain different information than what you see on your platform.
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