Working with a BP Record

To work with a business process (BP) record:

1. Open a BP record from your Tasks log or BP tile.
2. For devices that support split view, select a record from the left pane, tap More , and select Edit from the right pane.

   You can also expand the right pane to put the record in edit mode.

   Note: If you choose to edit a non-workflow BP record for which the Status is set to Inactive, the app displays an alert. This ensures that new records are not created for non-workflow BPs that have been deactivated and that you select a different Status if you need to update a record.

3. Review the BP log:
   • Each record in the BP log displays a Cloud icon. If the record has not been downloaded, it contains a down-arrow . Tap the icon to download the record for offline use. After the record has been downloaded, it contains a check mark . To download multiple records while you are in Online mode, tap More , select Download Record(s), tap the checkbox next to each applicable record, and tap Done in the upper-right corner.
   • The blue Paperclip indicates if there is an attachment saved on the record.
   • The Offline tab will contain all the records that are available for offline use.
4. Review the record.

   Each record displays quick access tabs in the toolbar.

   • Tap the Paperclip  icon to navigate to the record's attachments.
   • Tap the Comments  icon to navigate to the record's comments. Quick access tabs are visible for each block of the form. Tap a quick access tab to navigate to the corresponding section of the form.
5. Tap Accept.
6. Complete the form.
   • Tap Add an attachment to add attachments to the Main Form. For more information, see Working with Attachments.

     Depending on the record's design, including attachments might be required.

   • For Text-type BP, comments entered in the Text Entry form are captured in the response list.
   • For Hyperlink fields, tap the Hyperlink icon. In the Hyperlink dialog box, enter a name and the URL address, and tap Done.

For document-type BPs that support folders and line items:

• Complete the Main Form information. Swipe to view additional tabs.
• Tap the Attachments folder to create subfolders. Ensure folder names are unique.
• To add line items in a folder, tap a folder name, tap the Plus icon, and enter a name for the line item.
• To include documents in a folder, tap a folder name, and attach a file.
• Tap View All Files to see all attachments included in the BP.

  Note: If a document-type BP does not support folders, add a list of line items. Line items can include attached documents.

Toggle between Mobile Form View and the Standard View:

• Tap Menu on the top right of the BP form.
• Tap Switch to Standard Form or Switch to Mobile Form on the pop-up window. (You will see either, depending on the form you are already using.)

For BP records that support line items:

• Swipe to view the additional line item tabs. Complete the detail form.

  Note: If a Query-Based Tab (QBT) is defined for a business process (BP), and you select the QBT while accessing a BP record, the BP records are displayed in the QBT log view. This occurs only if the QBT log view is configured and a mobile log view has not been configured for the BP.

• Tap Add an attachment to add attachments to a line item. For more information, see Working with Attachments.

  Depending on the record's design, including attachments might be required.

• Tap Save to close a line item.
• Select a Workflow Action. If there is only one possible action, the Send For field and the assignee are auto-populated.
• If filter conditions are set, the list of assignees and groups you see is based on the filter conditions. If the workflow design permits, you can choose to select all members of the group or specific members. Tap the Select All Assignees checkbox or search for specific assignees.
• Tap cc to select recipients of the workflow, and then tap Done.

  Depending on the configuration of the workflow step, you might see additional assignees, Additional Task assignees from record and tabs, and copied users, Additional CC users from record and tabs. This information is read-only; however, you can tap a linked name to view a person's user profile.

• If your administrator enabled access to Contact Lists for a workflow BP, tap the Contact List field, select the applicable lists, and tap Done.
• Tap Send (for workflow BP records) or Submit (for non-workflow BP records).
• If you are working offline, the BP record is saved on your device. The record moves through the workflow only when your device is set to Online mode and has network connectivity. If you have a file with annotations, it is also sent to the server along with the BP record information.

  Notes:

  • You can filter assignees only when you are working in Online mode. If you were working offline, at the time of synchronization the system checks if the list of assignees have changed. You may have to resend the record if the assignees were changed.
  • If you have an error on your form that prevents you from sending the form, the reason for the error can always be found on the Main Form section of the form.

Working with comments

How your environment is configured determines whether workflow and non-workflow creators, assignees, and CC users can add general comments and comments that should remain hidden except to authorized viewers. It also determines whether assignees are allowed to delete comments during the Approval segment of a workflow process.

To add a comment to a record:

1. Tap the Comments  icon to navigate to the record's comments or scroll down to the Comments section at the bottom of the form.
2. Enter your comment in the dialog box and tap Post Comment.
3. Repeat the preceding steps to add additional comments to an existing list of comments.
4. Add an attachment to your comment by tapping the Paperclip  icon.

   Additionally, you can hide or show the comment, but only if the setup of the workflow step permits it.

   After you complete a comment and tap Post Comment, the following validations are conducted before you can proceed:

   • The text block cannot be left blank.
   • The comment's character length cannot exceed the max character limit.

   If you make changes in the text block and then tap Save or Submit, an alert message is displayed.

   After you add a comment and tap Done, this new comment is displayed at the top of the list and then submitted to the server. The comments in the list contain the following attributes:

   • User Name
   • If the comment is hidden, the lock symbol is displayed along with the User Name.
   • Company Name
   • Comments
   • Date and timestamp
   • Attachments, if applicable

     Notes:

     • The total number of comments in the Comments quick access tab is updated to indicate the addition and deletion of comments.
     • If you are working on an existing record in Online mode and tap Post Comment, the comment is immediately submitted to the server.
     • If you are working on a new record, comments are saved locally and submitted to the server after the record is created.
     • If you are working offline in the Comment dialog box, the comment is saved as a draft comment. When you are online, the comment is submitted to the server.

Adding Attachments to Comments

• When you select the Attachment option, menu options are displayed. Depending on how your environment is configured, the following sources of comments can include:

  Gallery, Camera, Document Manager, Files app, and Voice Message.

  Note: To annotate a file, the file must first be synced to the server. You can access the Edit option to save annotations by saving the locally added file and then accessing the same file record.

• When you download a record, all the corresponding comments are also downloaded.
• Comment attachments are downloaded by selecting the Download icon for each attachment.
• You can add markups to the comment attachments similarly to how you can add markups to attachments.

Adding Comments in Edit Mode

• If you add a comment to a new record, the comment is a draft comment. You can edit, delete, and copy this comment even after you post it.
• If you add a comment to the same step of an existing record, the comment can be edited or marked as a draft. Comments from previous steps cannot be edited.
• If you add a comment to an existing record, the comment is submitted to the server and therefore cannot be edited or deleted. The only action that you can perform is a copy.
• The steps to add comments and attachments in Edit Mode are the same as the steps demonstrated in View Mode except for steps involving draft comments.

  To edit a draft comment:

  • Tap the Pen  icon.
  • Select the Edit option.
  • Upon selecting the Edit option, the Edit a comment dialog box is displayed. You can change the text inside the text block as well as any attachments.
  • When you copy a draft comment, an exact replica of the comment is created along with any attachments. This comment is displayed at the top of the list of comments.

  To delete a draft comment:

  • Tap the Pen  icon.
  • Select the Delete option.
  • Upon selecting the Delete option, a confirmation message is displayed.

If a record has not yet been created, any new comments are displayed as draft comments until the record is submitted to the server. Comments in existing records are also displayed as draft comments if the comment was added in edit mode during the same step. The draft comment is displayed at the top of the list of comments. The comments in the list contain the following attributes:

• User Name
• If the comment is hidden, the lock symbol is displayed along with the User Name.
• Company Name
• Comments
• Date and timestamp
• Attachments, if applicable
• Draft label (If the comment is a draft.)
• Pen icon

  Notes:

  • The total number of comments in the Comments quick access tab is updated to indicate the addition and deletion of comments.
  • If you have an error on your form that prevents you from sending the form the reason for the error can always be found on the Main Form section of the form.

Deleting or Modifying Comments from Other Users

Comments, including hidden comments, added by other users can be deleted or modified provided a user or group has the necessary permissions.

To delete another user’s comment:

• Tap the Pen icon.
• Select the Delete option.
• Upon selecting the Delete option, a confirmation message is displayed.

To show another user’s hidden comment:

• Tap the Pen icon.
• Select the Unhide option.
• The lock icon is removed from the comment.

To hide another user’s comment:

• Tap the Pen icon.
• Select the Hide option.
• The lock icon is added to the comment.