A view form is the read-only version of a business process form that appears when the recipient first opens the form. Unifier uses the view form to show a preview of the record in the log. The view form enables the user to view record details. The fields in a view form cannot be edited. A view form may also be used when the designer does not want the user to be able to change the data on the form.
Note: Business process forms can only be printed from a view form.
As an Administrator, you can set up different view forms such that details that are relevant to users are seen. Up until now, there was no provision to assign view options to specific users or groups. That is to state that the users with only "View" permission could see the entire form and there was no way to control which segments of the form could be viewed. With this enhancements you can set user-permissions so users can view the entire form, a portion of the form, or a limited set of data on the form, for record preview in the log as well as for viewing record details.
When you set up a workflow business process (all levels and record instances), you can use the View Forms tab of the Business Process Setup window to set up different view forms such that details that are relevant to users are seen. To access the View Forms tab:
- Go to your project or shell and switch to the Admin mode.
- From the left-hand Navigator click Setup to expand and click Business Process sub-node.
- Open the business process that you want to set up different view forms for.
- Select an item under the Setup Name column and open.
- Click the View Forms tab to open.
Use the steps above to remove, move up, or move down existing view forms.
From the View Forms tab:
- You can add view forms to a BP setup.
- Assign settings to users and groups for individual view forms.
- Apply your settings to task assignees and copied (cc’d) users who view the record.
- If ask assignees and copied (cc’d) users have restricted access to only one of the view forms listed in the window, then that view form will be displayed at runtime.
- If ask assignees and copied (cc’d) users have access to none of the view forms listed in the window, then the step form will be displayed at runtime.
- For copied (cc’d) users the restricted view form will be seen both from Notifications and Logs.
Note: If the users or groups have permission to view multiple view forms, then they will see the view forms based on the sequence listed in this window.
To add a view form:
- In the View Forms tab, click Add to open the Select View Forms window.
- Under the View Forms column, a list of view forms from the BP design is displayed. Select as many forms as you need and click OK to add the view forms.
- After the form has been added, the right section will display the Permission Settings block. The Permission Settings block contains the Viewers field. Use the Select option to see the users or groups picker (Users/Groups) and add. The list of users and groups seen here will be the same as the ones seen when assignees are being set up in the workflow setup.
An administrator can select the view forms that need to be set up for a given project or shell. The design for a BP can have multiple view forms, but for a select project template, or shell template, the administrator can set up one view form, only.
If users have access to a deployed view form and that view form is deleted in uDesigner, then at runtime, the a user opens the BP record, Unifier checks that user's permission to any of the BP view forms that exist in the setup. If the use does not have access to any of the BP view forms that exist in the setup, the Unifier displays the Action form for that BP in view-only mode.
Important information about deleting View Forms
As indicated in the Unifier uDesigner User Guide, you can design a BP form (in the Staging environment), add view forms associated with a BP form design to the Business Process Setup (View Forms tab), assign permissions to users and groups for the individual view forms, and deploy the view forms so they can be accessed through the record preview in the log (Logs and Company Logs) for viewing record details.
Due to the system limitations, an anomaly occurs when you delete a view form from the Business Process Setup. The following explains this anomaly:
You have created and deployed the following view forms for a BP form ABC:
- VF01
- VF02
- VF03
You decide to delete one of the view forms. As a result, you navigate to uDesigner, delete the view form (for example, VF01), and ensure that the deleted view form has been remove from the Business Process Setup.
You decide to add a new view form (for example, VF04), for the BP form ABC, so you proceed to add the new view form in uDesigner and deploy the new view form, VF04.
At this point, due to the system limitations, the system will automatically add the newly created view from, VF04, to the Business Process Setup using the users and groups assignments originally assigned to the deleted view form, VF01. Furthermore, the availability of this added new view form (in the Business Process Setup) goes against the method that is used to deploy a new view form.
As an administrator, you must ensure that in such scenario, you open the newly created view form and assign appropriate permissions.