Reports on Workflows & web forms fields

Cedric_Goudaillier_(gtsadmin_-_(deleted))

Hello,I'd like to produce some reports on workflow execution linked to values of web form fields. Example : I have an Purchase Request workflow containing a web form. All the information about the Purchase Request is contained within the form - this means that if I want to get a report of all the workflows (active/inactive) concerning a specific 'item', I need to be able to retrieve the value of the field 'item' in my form.Any idea where to start with ?Thanks,Vincent ReipEbone

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Sander_van_der_Moolen_(verkeeruser1_-_(deleted))

Hi,Did you get an answer to this question? I'm struggeling with a similar "problem".Thanks!Sander

Stephanie_Ellis_(HARMUser1_(Delete)_2309475)

I have worked on this too. I found out that you have to specify when you create the forms template that you specify that you want the data to be stored in a SQL table. See the Livelink Help for Forms "Revision and Submisssion Mechanisms". You will specify the name of the new table in the "Specific" tab of the form template.Once the workflow has been initiated, a SQL table will be created with the name you gave it.You will be able to run SQL queries over the contents of the table, just like anything else in Livelink.--Stephanie

Sander_van_der_Moolen_(verkeeruser1_-_(deleted))

So when i've created the form, to have it initiate a workflow i must set the revision mechanism to 'none' and the submission mechanism to 'initiate workflow'. Where can i then also tell it to store the data in a table?Regards,Sander

eLink User

Message from Lisa Boyle via eLinkWhen you add the form to the workflow map, it gives you an opportunity tospecify where you'd like to store the data - in the regular Workflow tables,or in a SQL Table (the one you've created for the form template on whichyour form is based).Lisa Boyle> -----Original Message-----> From: knowledge@opentext.com [mailto:knowledge@opentext.com]On Behalf Of> eLink Discussion: Livelink LiveReports Discussion> Sent: Thursday, December 13, 2001 2:48 AM> To: eLink Recipient> Subject: But my WF is form-initiated...>>> But my WF is form-initiated...> Posted by VerkeerUser1 on 12/13/2001 02:43 AM>> So when i've created the form, to have it initiate a workflow i> must set the revision mechanism to 'none' and the submission> mechanism to 'initiate workflow'. Where can i then also tell it> to store the data in a table?>> Regards,>> Sander>> [To reply to this thread, use your normal e-mail reply function.]>> ============================================================>> Topic: Reports on Workflows & web forms fields> https://knowledge.opentext.com/knowledge/livelink.exe?func=ll&objId=2561427&objAction=viewDiscussion: Livelink LiveReports Discussionhttps://knowledge.opentext.com/knowledge/livelink.exe?func=ll&objId=2249677&objAction=viewLivelink Server:https://knowledge.opentext.com/knowledge/livelink.exe

Stephanie_Ellis_(HARMUser1_(Delete)_2309475)

When you create the form template, you can specify the SQL table name under the "specific" tab.--Stephanie

Bhupinder_Singh

If you set the revision mechanism to "SQL Table" and the submission mechanism to "Initiate WF", then data will be written to the SQL table. This, however, places an additional requirement for your form users -- once they fill out the form and send it to Livelink, it will save a version but the workflow will not get initiated automatically. To initiate the workflow, they will have to go to the form's function menu and choose "Submit" to get the form to initiate the workflow.A few customers had asked me if Open Text can provide an option to get the SQL table updated and the workflow initiated together. As a result, I entered the following bug in our bugs database, and it is currently marked by development as a suggestion for the next release of webforms.Bug # 1758821Bug Description:A webform initiating a workflow cannot be configured to simultaneously save a version of the submitted data and initiate the workflow.Bug Comments:Currently, Initiate Workflow is a submission mechanism independent of the 'Livelink Versions' revision mechanism. Customers have expressed a need to get their form data indexed and also have the same form initiate a workflow. The only way to do this is to set a revision mechanism other than None on the form, and a submission mechanism of initiate workflow. The problem is, after submitting the form, users have to go the function menu and click 'Submit' again to get the submission mechanism of 'Initiate Workflow' to kick in. This does not appear to be a 'user-friendly' approach to implementing forms in Livelink.Could we possible get a new revision mechanism that incorporates Initiate Workflow, i.e. that saves a version of the form (for indexing) and initiates the workflow immediately thereafter, without any further action from the user?-------------------------------------------------------------------------Bhupinder Singh, B.Math., B.Ed. Customer SupportOpen Text Corporation Waterloo, Ontario, CanadaPh: 519-888-7111 ext 2635 E-mail: bsingh@opentext.comCustomer support e-mail: support@opentext.comCustomer Support Telephone: 800-540-7292Customer Support Fax: 800-463-8269-------------------------------------------------------------------------

Stephanie_Ellis_(HARMUser1_(Delete)_2309475)

What do you mean by:"once they fill out the form and send it to Livelink"I thought the form was IN Livelink already. Are you talking about PDF forms?Thanks,--Stephanie

Sander_van_der_Moolen_(verkeeruser1_-_(deleted))

Hi Stephanie,I think "sending the form to Livelink" means that when a user is done filling out the fields, he/she then clicks the Submit button in the Form. This kicks in the revision mechanism. Selecting "Submit" from the Functions menu will then kick in the submission mechanism an initiate the workflow. But please do correct me if i'm wrong.Your question does make me wonder though wether the same rule applies to PDF Forms (in relation to the revision and submission mechanism).And what about the option mentioned by Lisa Boyle earlier in this thread? I haven't been able to test it yet, but it makes sense. Did anyone else try this?Regards,Sander

Lisa_Boyle

Hi Sander,The rules of revision and submission mechanisms apply to both PDF and Livelink Forms (or WebForms).I myself have used the SQL Table storage option for a form added to a workflow map, (as opposed to regular workflow storage) and been able to retrieve the information that is written to the table with LiveReports.Hope this helps!

Stephanie_Ellis_(HARMUser1_(Delete)_2309475)

Hi,Yes, the key thing is that you create a form template (and form) and use that for the content of the workflow rather than using the workflow storage.That is the only way it will work.--Stephanie