PeopleSoft 9.1 PeopleBook: Enterprise Components

Working With PeopleSoft Forms and Approval Builder

This document provides an overview of PeopleSoft Forms and Approval Builder, describes requirements, and discusses how to:

Design forms.
Define prompt records.
Manage forms.
Work with forms.
Integrate forms with PeopleSoft applications.

Understanding PeopleSoft Forms and Approval Builder

The Forms and Approval Builder enables you to design online forms, specify the approval process they require, and deploy them to users within your organization. Use this feature to convert manual procedures within your organization to paperless processes that include workflow-based approvals and an audit trail for tracking progress. No coding is required on your part, and future upgrades to your PeopleSoft system will not require you to update these forms, since the forms you create are not customizations.

Once a form is published, users navigate to the form using the main menu, complete the fields and submit it for approval. Each published form includes three tabs: Form, Instructions, and Attachments. An audit trail of the approval history and comments is automatically generated as the form goes through the approval process. You can review the audit trail to see the history for each step of the approval chain.

Form Design

To create forms, you use the Design Form Wizard component (FORM_DESIGN_WIZARD), which guides you through the following steps of the form creation process:

Defining the basic information for a form, including the form ID and form owner.
Providing instructions that describe how to use the form.
Specifying the fields that appear on the form.
Attaching files to the form (optional).
Defining the menu item that is used to access the form.
Specifying the approval workflow that is required for the form.
Previewing, testing, and activating the form.

Forms can contain fields arranged into one or two columns. You can specify which fields are required, and define the edits that a field must pass in order for the completed form to be saved. As you design the form, you can use the following field types:

Numeric
Text
Date
Time
Yes/No
Prompt

Enables form users to select values from existing PeopleSoft records to complete the field.
Code

Enables you to build a list of values that appear in a drop-down list. Form users can select a value from the list to complete the field.
Section

Enables you to organize the form into multiple sections.

Form Status

It is important to understand the distinction between a form and a form instance. For the purposes of this documentation, when we use the term form, we are referring to the “master” form, or template, that form designers create using the Form Design Wizard component. A form instance is a deployed form that has been completed by a form user. Each form instance is automatically assigned a unique sequence number, so all completed forms can be tracked and managed independently.

The possible status values for a form are:

In Design

Indicates a form that is being designed, and is not active.

Activated

Indicates a form that is active and available for form users to complete.

Depending on your user role, you can activate a form using the following pages:

Design Form: Complete page of the Form Design Wizard component.
Manage Forms page.

Note. Only the owner of a form or a form administrator can activate/inactivate a form or reassign a form to a new owner.

Inactive

Indicates a form that has been inactivated by either the form's owner or a form administrator. Form administrators or form owners can inactivate forms by using the Manage Forms page. When a form is inactive, form users are not permitted to complete the form.

The possible status values for a form instance are:

Initial	When a form user accesses an activated form and begins to complete it, the status of the form instance is set to Initial.
Pending	When the form user finalizes the form instance and submits it for approval, the status changes to Pending.
On Hold	When an approver or reviewer requests more information about a submitted form, the status changes to On Hold.
Approved, Denied, or Cancelled	As the form instance flows through the required approval chain, the status subsequently updates to approved, denied, or cancelled.

Security and Delivered Roles

User roles determine who has permission to access, design, and administer forms. The following table lists the delivered roles and associated permission lists for Form and Approval Builder.

Role Name	Description	Permission Lists	Access Rights
FORM_USER	Form user: Can complete and submit forms.	EOFM1000	The form user has add/update/display access to forms that have been created with the Form Design Wizard (form instances).
FORM_DESIGNER	Form designer: Can complete and submit forms, design forms, and manage forms that they are assigned to as the owner.	EOFM1000 EOFM2000	The form designer has add/update/display access to forms that have been created with the Form Design Wizard, and has add/update/display access to the Form Design Wizard component. Form designers have update/display access to only their forms when using the Manage Forms (FORM_RPT) component.
FORM_ADMIN	Form administrator: Can complete and submit forms, design forms, and manage all forms.	EOFM1000 EOFM2000 EOFM3000 EOSD2000	The form administrator has the same access as the form designer, and additionally, has update/display access to all forms when using the Manage Forms (FORM_RPT) component.
FORM_CI_DEVELOPERS	Form to component interface (CI) developer: Can complete and submit forms, design forms, manage all forms, and map forms to component interfaces (integrate forms).	EOFM1000 EOFM2000 EOFM3000 EOFM4000 EOSD2000	The form to CI developer has the same access as the form administrator, and in addition can set up form integration by mapping forms to component interfaces using the Forms to CI Mapping page.

Row level security is enforced on the completed forms; only the form's owner or approver/reviewer can access the form instance.

Note. A security administrator will need to update existing User IDs and/or create new User IDs to include the appropriate roles before those users begin working with Form and Approval Builder.

See PeopleTools: Security Administration PeopleBook, Administering User Profiles.

Requirements

Form and Approval Builder is available only on the Employee portal.

Designing Forms

This section describes designing forms using the Form Design Wizard component (FORM_DESIGN_WIZARD) and discusses how to:

Define basic information.
Provide user instructions.
Specify the fields for a form.
Define field edit details.
Associate file attachments.
Specify the menu location.
Assign approval workflow.
Preview and activate the form.

Note. Access to the Form Design Wizard component is limited to form designers and form administrators. In addition, only form owners can modify existing forms.

Pages Used to Design Forms

Page Name	Definition Name	Navigation	Usage
Design Form - Step 1: Basic Information	FORM_DSN_WZR_MAIN	Enterprise Components, Forms, Design a Form	Define a form's basic information.
Design Form - Step 2: Instructions	FORM_DSN_WZR_INST	Click Next on the Design Form - Step 1: Basic Information page of the Forms Design Wizard.	Provide instructions for users that describe how to complete and submit a form.
Design Form - Step 3: Form Fields	FORM_DSN_WZR_FLDS	Click Next on the Design Form - Step 2: Instructions page of the Forms Design Wizard.	Define the fields that appear on the form.
Design Form - Step 4: Attachment Templates	FORM_DSN_WZR_ATCH	Click Next on the Design Form - Step 3: Form Fields page of the Forms Design Wizard.	Associate file attachments with a form.
Design Form - Step 5: Publish to Menu	FORM_DSN_WZR_PRTL	Click Next on the Design Form - Step 4: Attachment Templates page of the Forms Design Wizard.	Specify the menu location for a form.
Design Form - Step 6: Approval Process	FORM_DSN_WZR_AW	Click Next on the Design Form - Step 5: Publish to Menu page of the Forms Design Wizard.	Assign the approval workflow required for a form.
Design Form: Complete	FORM_DSN_WZR_DONE	Click OK on the Design Form - Step 6: Approval Process page.	Preview and activate or redesign a form.

Defining Basic Information

Access the Design Form - Step 1: Basic Information page (Enterprise Components, Forms, Design a Form).

Form

The unique identifier for the form. You specify this ID when you add a new form.

Status

Lists the current status of the form. The value for this field is automatically assigned. Values are:

In Design: Indicates the form is being designed and has not yet been published.

Activated: Indicates the form's design is complete, and the form has been published.

Inactive: Indicates a form that has been inactivated by either the form's owner or a form administrator.

Form administrators or form owners can inactivate forms by using the Manage Forms page. When a form is inactive, form users are not permitted to complete the form.

Effective From

Enter the date the form is first available for use.

Effective Until

Enter the date the form expires. Leave this field blank if you intend to use the form indefinitely.

Label

Enter a label for the menu item that users will select to access the form.

Names can contain only alphanumeric and underscore characters.

Description

Enter a description for the form. The description appears below the form's label when users access the published form.

Owner ID

Enter the User ID of the person who is the responsible for the form. Only this person can modify the form design.

Providing User Instructions

Access the Design Form - Step 2: Instructions page (click Next on the Design Form - Step 1: Basic Information page).

Enter instructions for completing the form using the HTML editor. Use the toolbar buttons to copy and paste, format text, and insert graphics or links.

Specifying the Fields for a Form

Access the Design Form - Step 3: Form Fields page (click Next on the Design Form: Instructions page).

Insert rows within the Left Column and Right Column grids to define the fields that appear on the left and right columns of the form.

For each row, specify values for the following parameters to define the requirements for that field.

Label	Enter the label to use for this field.
Use Type	Select the field type, and field length, if required (depends on the Use Type). Values are: Code: Use to define a code field that allows the form user to select a response from a list of codes. Date: Use for dates. Number: Use for numeric entries (only positive values are allowed). Prompt: Defines a prompt field that allows the user to select data from existing PeopleSoft database tables. Section: Use to separate a form into sections. The section can include a header with instructive text, and an HTML editor is provided for you to define the section. Signed: Use for signed numeric entries (values can be positive or negative). Text: Use for text entries. Time: Use for time entries. Y/N: Use for yes/no responses.
Length	Select the field length. You can modify this field only for Number, Prompt, Signed, and Text fields; the remaining field types use a preset length. The syntax for numeric fields is X.Y, where the value before the decimal (X) is the number of integer digits allowed, the value after the decimal (Y) is the number of decimal places allowed.
Field Status	Indicates the status of the field, either Activated or In Design.
Details	Click to access the Form Fields Details page, where you define additional requirements for the field, including whether the field is required, and edits for the field when a user completes the form. See Defining Field Edit Details.
and	Click the arrow icons to reposition a field.
Move to Right Column	Click to move selected fields to the right column.
Move to Left Column	Click to move selected fields to the left column.
Single column style	Select to create a form that contains a single column. Any fields that are defined in the right column will appear under the left column fields when you view the form.

Defining Field Edit Details

Access the Form Field Edits page (click the Details link for a field on the Design Form - Step 3: Form Fields page).

The fields that appear on this page differ depending on the field's Use Type. The examples provided show how the page appears for a Prompt field and a Code field. The following information lists all of the possible fields that can appear on this page.

Required	Select to require that a user enter a value in this field in order to save the form.
Uppercase (available only when the Use Type is set to Prompt or Text).	Select to have the system convert the field value to uppercase when the form is saved. Available for only Prompt and Text fields. Use this option for code values, such as department ID, for which it does not matter whether the user enters the value in uppercase or lowercase.
Long Label	Enter up to 100 characters as an alternate label for this field. If you enter a long label, then it will be appear on the form instead of the short label (the value specified in the Label field on the Design Form - Step 3: Form Fields page).
Prompt Record and SetID (available only when the Use Type is set to Prompt)	Select the record that contains the values to use for this field. For SetID based tables, specify the SetID from which to retrieve the values. To complete this field type, a form user can select one of the values from the prompt list, or they can enter a value by typing it into the field. The records that are available for selection are established by form administrators using the Define Prompt Records page. See Defining Prompt Records.
Prompt Control (available for all Use Types except Section)	To use the value that a form user enters for this field as the key by which to filter the list of available values in one or more prompt fields elsewhere on this form, insert rows in the Prompt Control grid, and select the Record Name and Field Name for each of the form fields that will reference this field. For example, to limit the Project IDs available in a prompt field to only those that are associated with the business unit that the user has already selected while completing the form, when designing the form you would: Add a row to the Business Unit field’s Prompt Control grid and specify the record name that equates to the project record, and the field name in that record that equates to business unit. Define the Project ID field as a Prompt field, and specify the same record name that was used for the business unit Prompt Control record name as the prompt record for Project ID. The records that are available for selection are established by form administrators using the Define Prompt Records page. See Defining Prompt Records.
Field Value and Translate Long Name (appear only when the Use Type is set to Code)	Use to define the codes and their associated translate values that are valid for this field. The translate values appear in the drop-down list when the user completes the field.

Associating File Attachments with a Form

Access the Design Form - Step 4: Attachment Templates page.

Click to attach a file. In the window that appears, click Choose File to navigate to and select the file, then click Upload.

Description

Enter a description for the file. If you leave this blank, the file name is used.

Attached File

The file name of the attached file.

Open

Click to open the attached file.

Specifying the Menu Location

Access the Design Form - Step 5: Publish to Menu page.

The menu hierarchy appears near the top of the page, below the form name; the highest level, Root, is equivalent to Main Menu in the menu hierarchy. Click the links to navigate to the level of the menu hierarchy in which you want the form to appear. Then, enter a value in the Sequence number to control the order in which it appears in the menu. In the example shown, the form will appear as the last item under Main Menu, Manager Self-Service, along with Review Forecasted Time and Travel and Expense Center.

Sequence number

Enter a value to specify the order within the menu that the form will appear. Items appear in ascending order.

Folders

This grid lists the folders at the currently selected menu level, and their associated sequence number. Click a folder to navigate to that folder level of the menu hierarchy.

Content References

This grid lists the available components at the selected level of the menu hierarchy and their associated sequence number. This is the level at which the form will appear in the menu.

Note. Only the components that your assigned role permits you to access appear in the grid.

Defining Approvers

Access the Design Form - Step 6: Approval Process page.

Lockdown Options

Specify if a form instance can be modified after it has been submitted, and under what conditions. Values are:

Do not lockdown: Select this option to allow changes to be made to the form instance at any time. This option enables users to update a form even after it has been submitted and approved.

Lockdown after submit: Select this option to prevent any changes to the form instance after it has been submitted (the approval status is Pending, or Approved.)

Lockdown after approval: Select this option to prevent any changes to the form instance after it has been approved (the approval status is Approved). Changes can still be made after it has been submitted, up until the time it is approved.

Note. If a form is integrated with PeopleSoft applications, the form cannot be modified after it has been posted to PeopleSoft transactional tables.

Approver User List

Insert rows and select the Approver User Lists required for this form. Approver paths must be sequential, branching is not supported.

Approver user lists are established using the User List Definition page (Enterprise Components, Approvals, Approvals, User List Setup).

See Defining Users for Approval Framework.

After you have specified all the required Approver User Lists, click OK. The system automatically creates the approval Process Definition ID using the same name as the form name.

The predefined form approval configuration supports the following notification events: Route for Approval, Route for Review, On Final Approval and On Final Denial.

Previewing and Activating a Form

Access the Design Form: Complete page (click OK on the Design Form - Step 6: Approval Process page).

This page enables you to preview your form, modify it, if needed, and activate it when you've finalized the design by using the following links:

Preview the form	Click to preview the form. A preview of the designed form appears, as the user would see it when they complete the form. Navigate within the form to preview each page, and interact with the form fields to test them.
Redesign the form	Click to return to the Form Design Wizard component, where you can continue designing the form.
Activate the form	Click to activate and publish the form. A confirmation message appears. The form status updates to Activated.

Defining Prompt Records

This section discusses how to specify which PeopleSoft database records can be used as prompt fields in Form and Approval Builder. Access to this page is limited to form administrators.

Page Used to Specify Prompt Records

Page Name	Definition Name	Navigation	Usage
Define Prompt Records	FS_SD_PROMPTREC	Enterprise Components, Forms, Define Prompt Records	Specify records for prompt fields.

Specifying Records for Prompt Fields

Access the Define Prompt Records page (Enterprise Components, Forms, Define Prompt Records).

Prompt Record

Insert rows and select a database record. Only the records specified on this page are available for selection as prompt fields and prompt control fields in the form designer.

Managing Forms

This section provides an overview of form management and discusses how to manage forms.

Understanding Form Management

Form designers and form administrators can review and manage forms using the Form Management component. Use this page to review how many of each form are in the system, see the current approval status, and activate/inactivate forms. This component works like most inquiry pages; first specify the search criteria, then click the Search button to retrieve the forms that meet the criteria. Data is categorized into the following tabs: Action, Counting, and Owner.

Form designers can access only forms that they are assigned to as owner, form administrators can access all forms.

Page Used to Manage Forms

Page Name	Definition Name	Navigation	Usage
Manage Forms	FORM_RPT	Enterprise Components, Forms, Manage Forms	Manage forms.

Managing Forms

Access the Manage Forms page (Enterprise Components, Forms, Manage Forms).

Search Criteria

Enter values in the following fields, then click Search to retrieve form information:

Portal Label

Enter the form's label (the menu item name under which it is published) to view only the subset of forms that have been published to that menu. This is equivalent to the field “Label” when you design a form. Leave this blank to review information for all of your forms.

Time Period

Select the time period to use for determining form instance count totals.

Values are:

Custom Time Period

Select this option to review forms within a specific date range. Specify the dates by completing the From Date and To Date fields.
Last 30 Days
Last 60 Days
Last 90 Days

Form Fields

These form fields appear on each tab:

Form	The Form ID that was defined in the Form Design Wizard component when the form was created.
Portal Label	The menu item used for the form. This is the value of the Label field that was specified on the Form Design Wizard: Basic Information page during form design.
Portal Folder	The name of the folder the form is published under.
Status	The form's current activation status, either Activated or In Design.

Activating/Inactivating Forms

Select the Action tab to activate or inactivate forms.

Activate	Click this button to activate an inactive form. If the form's current status is In Design, the system transfers you to the Form Design Wizard component, where you can complete the form design and then activate it.
Inactivate	Click this button to inactivate an active form.

Reviewing Form Counts

Select the Counting tab to review form counts for the specified time period.

Total	Lists the total number of form instances (forms that have been completed by form users).
Initial	Lists the number of form instances that have been completed by form users, but have not yet been submitted for approval.
Pending	Lists the number of form instances that have been submitted for approval but have not yet been approved, denied, or cancelled.
Cancelled	Lists the number of form instances that have been cancelled.
Approved	Lists the number of form instances that have been approved.
Denied	Lists the number of form instances that have been denied.

Reassigning Form Ownership

Select the Ownership tab to reassign a form to a new owner.

Owner ID	Lists the current owner. To change ownership, select a new owner from the prompt list.
Change Ownership	Click to assign the user listed in Owner ID as the new owner of the form.

Working with Forms

This section describes how to:

Search for forms.
Complete forms.
Preview the form approval path.
Approve or deny forms.

Pages Used to Work with Forms

Page Name	Definition Name	Navigation	Usage
Search/Fill a form	FORM_ADD	The menu navigation to access the form depends on the menu under which it was published. You can access the form by selecting one of these paths: Enterprise Components, Forms, Search/Fill in a form <Menu Path>, <Form Label>	Search for an existing form instance to update, or complete a new form instance.
Form	FORM FORM2	Access the form using the menu under which it was published.	Complete a form instance and submit it for approval.
Form Approval Preview	FORM_APPR_MAP	Click the Preview Approval button on the Form page.	Preview the approval path for a form.
Form Approval	FORM_APPR_ACTION	Enterprise Components, Forms, Approve/Review a form Approvers can also access pending forms from their worklist.	Approve or deny a form.

Searching Forms

Access the Search/Fill a Form page (Enterprise Components, Forms, Search/Fill in a form).

To find an existing form instance:

Select the Find an Existing Value tab.
Enter values in the fields to find the form instances that meet the criteria and click Search.
Click the form to view, you will transfer to the Form page where you can review the form.

The Document Key String is a concatenation of a form's key field values separated by the slash character (/).

To add a new form instance, navigate to the Form component pages using the menu under which the form was published.

Completing Forms

Access the Form component pages, either by using the search page or the menu navigation under which the form was published. Several examples follow.

Users can complete the fields, review the instructions, and download and upload attachments as required. Each form instance will have the following fields, in addition to the fields defined by the form designer.

Sequence # or Seq. #	The system assigns a unique sequence number to identify each completed form when the form instance is saved.
Subject	Enter a subject. Form users can search for form instances using the subject field.
Priority	Select a priority for the form. This field is for informational purposes only.
Status	Lists the status of the form. This value is automatically assigned.
Due Date	Specify the date the form is required to be approved or denied. This date is for informational purposes only.
More Information	Enter additional information for the form.

The following action buttons appear depending on the form's current status.

Approver Status	Click to view the current approval flow for the form. Available for forms in Pending status.
Submit	Click to submit the form for approval. Available for forms in Initial or Cancelled status.
Cancel Approval	Click to cancel the form. Available for forms in Pending status. Any pending approvals are canceled.
Preview Approval	Click to view the approval workflow. Available for forms in Initial or Cancelled status.
Save & Post Form	Click this button to post the data to the transactional tables of the component the form instance is associated with. A message appears to confirm that the form has been successfully posted to the transactional tables. This button is available only for form instances in Approved status that have a defined component interface mapping, and only to users that have access to the application component that is associated with the component interface to which the form is mapped. For example, if a user has access to the Department component then they will have access to this button if the form instance has been approved and the form is set up to integrate with the Department component interface.
Related Documents	Click the document key string link within this grid to access the data within the related component. Available only for successfully posted forms.

Attachments

The attachments page enables form users to download any attachments that were defined as part of the form, as well as upload any documents that are required for the form to be approved.

Previewing the Approval Path

Access the Approval Preview page (click the Approval Preview button on the Form page).

Click Submit to submit the form for approval, or click OK to return to the form page.

Click to insert additional approvers after the form has been submitted.

Note. You can only insert ad-hoc approvers.

Approving or Denying Forms

Access the Form Approval page (Enterprise Components, Forms, Approve/Review a form. Enter the search criteria and click OK).

Enter any comments, then click Approve or Deny to update the form.

Integrating Forms with PeopleSoft Applications

This section provides an overview of form integration and discusses how to:

Map form fields with component interfaces.
View integrated form instances.

Understanding Form Integration

Forms and approval builder includes a framework that enables you to integrate forms with PeopleSoft application components. Using this integration is optional, and involves creating component interfaces for the components you want the form to integrate with, then mapping the form fields to their associated component interface fields. Only those with PeopleTools expertise should be involved with setting up the integration. The integration can be used only to add new records, not to update existing data.

Integration is limited to simple transactions; only one row per component level can be mapped. For example, you can create a new department with only one effective dated row (Level 1) and one chartfield attribute/value pair (Level 2). You cannot insert multiple rows per level using this feature.

Note. This documentation assumes you have experience with component interfaces, security, and Application Designer. This framework is designed to help implement form integration with the transactional PeopleSoft system; it is not designed for end users. When implementing this feature, care should be taken to follow the standard methodology required for all software development, especially testing the form integration before deploying it to a production environment.

For more information, please refer to the following PeopleBooks:

See PeopleTools: PeopleSoft Application Designer Developer's Guide PeopleBook

See PeopleTools: PeopleSoft Component Interfaces PeopleBook

Integration Framework

The forms integration framework includes the following objects:

Form to CI Collection Mapping Component (EODC_CI_MAP) (Form to Component Interface Collection Mapping Component)	The pages within this component enable you to: Associate a form with one or more PeopleSoft application component interfaces. Map form fields to the component interface properties. These mappings serve as input to the forms integration framework, which is used to post the form data to the PeopleSoft transactional tables, and also provides a link from the form to the transactional components. See Mapping Form Fields to Component Interfaces.
Forms Integration Framework Application Classes	These application classes use the form to CI mappings to post form instance data to the PeopleSoft application through the component interface.
Approval Framework	Used to provide notifications and worklist entries for forms.
Security	Once a form is approved, form users with add/update access to the application component that the form is associated with (specified by the component interface it is mapped to) are able to post the form to the PeopleSoft application, using the Save & Post button that is available on the Forms page. After the form has been successfully submitted to the PeopleSoft application, no additional changes to the form are allowed.

Form Integration Implementation Steps

Integrating forms involves the following steps:

Determine the component in the PeopleSoft application that you want the form to integrate with.
Create a component interface to use for the integration, following the guidelines provided in the Component Interface Guidelines section that follows.

See Component Interface Guidelines.
Design the form using the Form Design Wizard, following the guidelines provided in Form Design Guidelines section that follows.

Keep in mind the structure of the CI you wish to map to. You must ensure the fields of your form are of the correct data type to map to the CI fields, and that you have all of the fields listed on your form that the CI is going to require.

See Form Design Guidelines.
Map the form to the component interface properties, using the Form to CI Collection Mapping page.

See Mapping Form Fields to Component Interfaces.
Once the Form Design and Form To CI Mappings have been properly tested, copy them to the production database.

You need to copy the required integration objects (for example, new component interfaces that you created for the Form to CI Integration, new prompt records, and so on), the form design, and form to CI mappings. The Form To CI Mappings are located in these records: EODC_DOC_HDR, EODC_DOC_LN, and EODC_CI_MAP.

If the underlying CI or form design changes after being released to the production database, you must review the mappings and ensure that they are still valid.

Component Interface Guidelines

Because forms generally do not contain a large number of fields, to simplify the form to CI collection mapping, we recommend that you create separate component interfaces when you implement the form integration. Consider the following recommendations when creating these component interfaces:

Make the CI Collection Name for all levels the same as the Component Level Main Record. This should be the default when creating the Component Interface.
Make sure that the Read Only attribute of the CI Properties is not set to Y.

Integration may fail if the CI property is set to Read Only
Remove all unwanted CI Properties so that you expose only those needed for the integration.
Update the appropriate permission lists (EOFM2000 and EOFM4000, for example) to grant access to the newly created component interfaces.

Form approvers must have access to the related component interface to be able to post integrated forms.

Form Design Guidelines

Keep the following considerations in mind when designing integrated forms:

For every form field that will map to a CI property, both the CI property and the corresponding form field must have the same field type and field length.

Note. If the required field length is not available in the form designer, then choose either a shorter or longer field length. If you choose a longer field length, the value will be truncated before it is posted to its associated transaction table.
For prompt fields, the prompt values must match those in the prompt list of the CI property they map to; this may require you to create a new prompt.
For code fields, you must ensure that the codes are the same as those of the CI Property being mapped to.
Set all the required fields according to the base component associated with the CI, otherwise an error message that a required field has not been completed will appear when a form user attempts to save and post the form data.

Pages Used to Integrate Forms with PeopleSoft Applications

Page Name	Definition Name	Navigation	Usage
Form to CI Collection Mapping	EODC_CI_MAP	Enterprise Components, Forms, Form to CI Mapping	Map form fields to component interfaces.
Document Form References	EODC_FORM_XREF	Enterprise Components, Forms, Document Form References	View the form instances that updated a component.

Mapping Form Fields to Component Interfaces

Access the Form to CI Collection Mapping page (Enterprise Components, Forms, Form to CI Mapping).

Document Category

Indicates the type of document. Currently, Form is the only valid value.

Document Name

Select the form to map.

Description

Enter a description for the mapping.

Form Type

Automatically populates to the same value as Document Name. You cannot edit this field.

Mode

Select the action allowed to the component when a form instance is saved. For this release, Add is the only permitted option.

Document Component Interfaces

Insert a row for each component interface to associate with the form and complete the following fields:

Component Interface Name	Select the component interface to associate with the form.
Menu Name	Select the name of the registered menu item of the component interface. The value for this field is automatically populated when you specify the component interface name, but if there is more than one menu associated with the CI, then you can select the required one. When a form user completes an instance of the form, the system transfers them to this menu item when they click Link to Related Component on the form instance.
Level0 Record Name	Select the Level0 record of the component interface to associate with the form.
Sequence	Enter a number to specify the order in which to execute the component interface. When mapping multiple component interfaces to a form, this is especially important if there are data dependencies.
Get CI Property Mapping	Click to populate the CI Collection property Mappings grid with the values for the specified component interface. You can then remove or update any fields as required. Alternatively, you can manually add each row within the CI Collection property Mappings grid.

CI Collection Property Mappings

Define the mapping for each form field in this grid. You can either add rows individually for each form field you want to map (recommended when there are only a few fields to map), or you can click Get CI Property Mapping to populate the grid with all the CI properties, select the form field that maps to each property, specify field defaults, then delete any rows you do not need.

Seq	Enter a number to specify the order in which to process the field mapping. Processing order is important because any data in a form that depends on other data must be processed after the data on which it depends is entered.
Form Field Name	Select the name of the form field to map. Only form fields with Active status appear in the selection list.
CI Scroll Level	Select the CI component buffer level to map the field to. Three levels are supported.
CI Key Field	Select to specify the field is a key field. You must specify all the key fields associated to the Level0 main record. For lower levels, you specify only any additional keys; you do not need to repeat the Level 0 keys. For example, if Level0 keys are SETID and DEPTID, and Level1 keys are SETID, DEPTID, and EFFDT, then select the CI Key Field check box for SETID and DEPTID for Level 0, for level1 select the CIKey Field check box for EFFDT. The CI Key Field check box is selected initially, so you must review and adjust these for each field.
CI Collection	Select the name of the CI Collection to map to this form field.
CI Collection Property Name	Select the name of the CI Collection property to map to this form field.
CI Property Default	Enter a value in this field to define a default value to assign to this field when the form is used. For example, you could map the SETID form field to the CI Property of SETID and set the default value to SHARE. When a form user creates a new form instance, the SETID field on the form will be initially set to SHARE, but the form user can override the default value as needed. Default values are currently limited to number, text, and date. Date values must be entered in YYYYMMDD format.
Active Flag	Select to activate the field mapping, deselect to inactivate the field mapping. Inactive mappings are ignored by the Form to CI Framework when posting data to the transactional tables.
CI Main Level Record	Select the component level main record that is associated with the CI Collection. This information is required since a CI property can potentially be associated with a work record, and the system needs to know the CI Level Main Record information in the mapping so that the framework can identify it.
CI Parent Collection Name	Lists the parent collection associated with the corresponding CI Collection. For example, for a Level 1 CI Collection, the parent collection will always be PS_ROOT. This value is automatically populated.
CI Record Name	Lists the component record name associated with the corresponding CI Property. This value is automatically populated based on the CI Collection and CI Collection Property.
CI Field Name	Lists the component field name associated with the corresponding CI Property. This value is automatically populated based on the CI Collection and CI Collection Property. The system uses both CI Record Name and CI Field Name to perform the default value validation and conversion (the default value currently supports only string values, therefore, it needs to be converted to the appropriate field type (Number or Date)).

Viewing Form Instances that Update a Component

Access the Document Form References page (Enterprise Components, Forms, Document Form References).

Document Key String is the concatenation of the values of all the form's key fields separated by the slash character (/), for example, SHARE/0000000065.

For each form instance that integrated with the specified component interface, the following information is provided:

Form Name	Lists the name of the form.
Form Instance	Lists the unique form instance.
Subject	Lists the form's subject. Click to access the Form page.
Action	Lists the mode by which the component was modified. Currently, only Add mode is supported.
Last Updated By and Last Update Date/Time	Lists the user that most recently updated the form, and the date and time it was modified.

Form	The unique identifier for the form. You specify this ID when you add a new form.
Status	Lists the current status of the form. The value for this field is automatically assigned. Values are: In Design: Indicates the form is being designed and has not yet been published. Activated: Indicates the form's design is complete, and the form has been published. Inactive: Indicates a form that has been inactivated by either the form's owner or a form administrator. Form administrators or form owners can inactivate forms by using the Manage Forms page. When a form is inactive, form users are not permitted to complete the form.
Effective From	Enter the date the form is first available for use.
Effective Until	Enter the date the form expires. Leave this field blank if you intend to use the form indefinitely.
Label	Enter a label for the menu item that users will select to access the form. Names can contain only alphanumeric and underscore characters.
Description	Enter a description for the form. The description appears below the form's label when users access the published form.
Owner ID	Enter the User ID of the person who is the responsible for the form. Only this person can modify the form design.

	Click to attach a file. In the window that appears, click Choose File to navigate to and select the file, then click Upload.
Description	Enter a description for the file. If you leave this blank, the file name is used.
Attached File	The file name of the attached file.
Open	Click to open the attached file.

Document Category	Indicates the type of document. Currently, Form is the only valid value.
Document Name	Select the form to map.
Description	Enter a description for the mapping.
Form Type	Automatically populates to the same value as Document Name. You cannot edit this field.
Mode	Select the action allowed to the component when a form instance is saved. For this release, Add is the only permitted option.