There are following two major functions in the application form management of Workflow. The data created in the application form management can be sued by any user. * If access rights are set to data, users, groups, roles that have access rights can use the data.
- Add,edit and delete workflow steps - Add, edit, delete, import, and export application forms consisting of title, form, and workflow steps.
* Administrators and users who are assigned to the Workflow application administrator or application form/Workflow administrator can use these functions.
To Set Workflow Steps
When you press the link of Application Form Management > Workflow Steps Settings in Settings menu, Workflow Steps Settings is displayed. You can add, edit, and delete workflow steps which are used when creating applications. The workflow steps created in Workflow Steps Settings can be used by any user.
* If access rights are set to workflow steps, users, groups, roles that have access rights can use the workflow steps.
Add workflow steps.
Change the display order of workflow steps you selected. Choose purpose items on the list and then press "Change Display Order" button to switch the screen mode to Change Display Order mode. In Change Display Order mode, choose the destination of the workflow steps. You can move more than one workflow step at one time.
* Press and hold down the mouse button over the data you want to move and move the mouse and release the mouse button on desired place to change the display order.
Delete workflow steps. Select workflow steps you want to delete and press this button to delete them. You can select more than one workflow step.
The list of workflow steps is displayed. When you press a link of Workflow Steps, Edit Workflow Steps screen is displayed.
* The incomplete icon is displayed beside of incomplete application forms.
To Add Workflow Steps
When you press "Add Workflow Steps" in the list of workflow steps screen, Add Workflow Steps screen is displayed.
Change the status of the workflow steps. If you change the status to "Complete", the workflow step can be selected on the creation screen.
Enter a name of the workflow steps.
Select users, groups, roles that can use the workflow steps. When you press "Select" button, Set Access Rights window is displayed.
Set workflow steps. Workflow steps can be combination of users, groups, roles, approval groups, belonging group hierarchies, or arbitrary users. Please refer to Workflow > To Create Workflow Step in the user's manual for creating workflow steps.
Click "Add" button to save the changes.
To Edit Workflow Steps
When you press a link of Workflow Steps, Edit Workflow Steps screen is displayed.
Click "Update" button to save the changes.
To Delete Workflow Steps
When you press "Delete" button file in the list of workflow steps or Edit Workflow Steps screen, a confirmation window is displayed. When you press "Yes" button, the workflow steps are deleted. The workflow steps are permanently deleted and cannot be recovered. Please take note.
To Set Category
When you press the link of Application Form Management > Category Settings in Settings menu, Category Settings is displayed. You can add, edit, and delete category of application forms.
Add category.
Change the display order of categories you selected. Choose purpose items on the list and then press "Change Display Order" button to switch the screen mode to Change Display Order mode. In Change Display Order mode, choose the destination of the category. You can move more than one categories at one time.
Delete categories. Select categories you want to delete and press this button to delete them. You can select more than one categories.
The list of categories is displayed. When you press a link of category, Edit Category screen is displayed.
To Add Category
When you press "Add Category" in the list of categories screen, Add Category screen is displayed.
Enter a category name.
Click "Add" button to save the changes.
To Edit Category
When you press a link of categories, Edit Category screen is displayed.
Click "Update" button to save the changes.
To Delete Category
When you press "Delete" button file in the list of categories or Edit Category screen, a confirmation window is displayed.
When you press "Yes" button, the categories are deleted. The categories are permanently deleted and cannot be recovered. Please take note.
To Set Application Forms
When you press the link of Application Form Management > Application Form (Title/Form/Steps) Settings in Settings menu, Application Form Settings is displayed. You can add, edit, and delete forms consisting of title, form, and workflow steps. The application forms created in Application Form Settings can be used by any user.
* If access rights are set to an application form, users, groups, roles that have access rights can use the application for
Add an application form.
Change the display order of application forms you selected. Choose purpose items on the list and then press "Change Display Order" button to switch the screen mode to Change Display Order mode. In Change Display Order mode, choose the destination of the application forms. You can move more than one workflow step at one time.
* Press and hold down the mouse button over the data you want to move and move the mouse and release the mouse button on desired place to change the display order.
Delete application forms. Select application forms you want to delete and press this button to delete them. You can select more than one application form.
list of application forms is narrowed down to selected category.
The list of application forms is displayed. When you press a link of Application Form Name, Edit Application Form screen is displayed.
To Add Application Form
When you press "Add Application Form" button in the list of application forms, Add Application Form screen is displayed.
- Basic Settings tab (Edit format)
Change the status of the application form. If you change the status to "Complete", this application form can be selected on the creation screen.
Enter a name of the application form.
Choose the category of the application form.
Choose whether to use a sequence No. when using the form. If you choose "Use", choices of sequence No. are displayed. The sequence No. you selected is automatically issued.
* It not be displayed when the application is AppSuite form application.
Choose whether to send a notification email when an application is complete.
* This setting can be changed by individual user.
Set the settings when an application is created using the form. (For more information, please refer to Settings When Applying .)
Set the settings when an application is in applying state. (For more information, please refer to Settings When Approving .)
Choose a folder to save complete applications in Document Management. You can save applications in a folder automatically when the applications completed. Click "Select Group" button to select groups. You can set different folder for each group.
* This setting will not appear if the setting of save applications when completed is disabled.
Set whether to allow or disallow application copying.
* This setting will affect newly created application and already created application.
Set whether applications can deleted by creator.
Pending
Set whether applications with status of "Waiting", "Remanded" and "Canceled" can be deleted.
Allow... Pending applications can be deleted.
Disallow after approving... After being approved by at least one person, pending applications cannot be deleted.
Disallow... Pending applications cannot be deleted.
Completed
Set whether applications with status of "Completed", "Force Completed" and "Unapproved" can be deleted.
Allow... Completed applications can be deleted.
Disallow... Completed applications cannot be deleted.
Select users, groups, and roles that can use the application form. When you press "Select" button, the selection of user/group/role window is displayed. (For more details, please refer to Common Functions for All Screens > User/Group/Role Selection in User's Manual.)
Switch between Application Form and Workflow Steps view. (For more information about editing a workflow's steps, please refer to Edit Workflow Step .)
Edit the form. You can edit the form using any combination of controls such as text, check boxes, and radio buttons. (For more information, please refer to Common Functions for All Screens > Form settings .)
- Settings when applying
Set whether an applicant can edit the application form or not. If "Allow" is selected, an application can be changed during in applying state.
* It not be displayed when the application is AppSuite form application.
Set whether an applicant can edit the Workflow steps or not. If "Allow" is selected, an application's steps can be changed during in applying state.
Set whether destination of folder to be saved when an application is completed can be changed or not by the applicant. If "Allow" is selected, the save folder can be changed when the application has been approved.
* This setting will not appear if the setting of save applications when completed is disabled.
- Settings when approving
Set whether an approver can approve an application even it is not his/her turn yet. If "Allow" is selected, an approver can approve an application even it is not his/her turn yet.
Set whether application route is allowed to be changed or not when approving an application. If you choose "Allow", all approvers can change an application route when approving an application.
Set whether an attachment file is allowed to be attached or not when approving an application. If "Allow" is selected, an approver can attach an attachment file when approving an application.
- Edit Workflow Step
Choose workflow steps to copy the settings. When you press "Select" button, Select Steps window is displayed.
Set workflow steps. Workflow steps can be combination of users, groups, roles, approval groups, belonging group hierarchies, or arbitrary users. Please refer to Workflow > To Create Workflow Step in the user's manual for creating workflow steps.
Click "Add" button to save the changes.
To Edit Application Form
When you press a link of Application Form Name, Edit Application Form screen is displayed.
* A warning message appears on the top of the screen, if the specified folder of Document Management, in which your applications are supposed to be stored, has been deleted. Please confirm the settings of the storage folder.
- When the application is AppSuite form application.
Display the app setting screen of the related app.
Display the screen design of application form of the related app.
Click "Update" button to save the changes.
To Delete Application Forms
When you press "Delete" button on the list of application forms or Edit Application Form screen, a confirmation window is displayed. When you press "Yes" button, the application forms are deleted. The applications are permanently deleted and cannot be recovered. Please take note.
To Add Form from File (Import)
When you press the link of Application Form Management > Import Form in Settings menu, Import Form screen is displayed. You can add a form by importing a file.
Enter a name of the application form.
Choose a file.
Choose a character encoding and delimiter of the file. Press Change Settings link to change the character encoding and delimiter options.
After all entries are completed, when you press "Import" button, importing a form is started.
To Save Form to File (Export)
When you press the link of Application Form Management > Export Form in Settings menu, Export Form screen is displayed. You can save a form to a file.
* You cannot export application form that integrates with AppSuite app.
When you choose a form and press "Export" button, exporting the form is started.
Choose a character encoding and delimiter of the file. Press Change Settings link to change the character encoding and delimiter options.
list of application forms is narrowed down to selected category.
The list of application forms is displayed. When you press a link of Application Form Name, a preview window is displayed. The incomplete icon is displayed beside of incomplete application forms.
