After processing chains have been executed in the workflow, the processing ends with the process entering a state. For this purpose, several states can be created and managed in the Designer. The state can be used to define how the form can be accessed (e.g. only with a user login). In the form designer, it is also possible to make certain elements (not) available in a state or to lock input elements. In addition to these functionalities, processes in the inbox can, for example, be filtered according to their current state. For example, for a survey form, the states received, being evaluated, incorrect information and evaluation completed could exist.

Contents

System state Received

If data is sent from a user to the server with formcycle, the state Received is reached by default. Deleting this state is not possible and this state is automatically created when the form is created.

Creating new states

Any number of states can be created in the workflow designer. To do this, click on the button New state in the menu on the left under State.

Put state at the end of processing chains

By dragging and dropping or selecting from the menu, it is possible to place states at the end of processing chains. Each processing chain must end with a defined state in each path.

Properties

Settings

Name

Assign any name for this state. The name is displayed in the Inbox in the list of possible states. Example: Archive process

Description

Optional description

Form records can be deleted in this state

If this option is activated, form record in this state can be deleted from the inbox.

Form login for external access

The (re)invocation of already submitted forms (also called form records) via the so-called form process link is called an external invocation.

This section can be used to configure which persons can access form records in this state externally via the form process link. This access restriction does not apply to invoking form records in the inbox. The authorization for form records in the inbox is done via the configuration of the inboxes.

The purpose of invoking form records in the inbox is to give clerks access to the records received. The invocation via the form process link enables external access, e.g. access by applicants to their form records.

The invocation of form records via the form process link (external call) must be distinguished from the invocation via the inbox.

Initially, form records that already have a state (i.e. after the first submission) cannot be invoked externally. This is a security setting to prevent or control when a form record can be called via the form process link. In this case, the message "Form not found" appears.

Above the configuration options there is a summary, which explains the configured form login for the external access once again in a few words.

Allow access for applicant

If this option is activated, the applicants get access to their submitted forms. For this purpose, the login service of the applicant is displayed in the login template. If no other option for form submission is activated, only the initial submitter has external access to the record in this state. This option does not work for people who have submitted their forms anonymously or have logged in with a form password, as no unique identification is possible for these people. In this case, no login service can be displayed in the login template for applicants. If only this option is activated, the form records of these persons are not accessible to anyone via the form process link. When these records are accessed externally, the message "Form not found" appears. This also means that this option does not apply when the form is anonymized.

Since anonymous applicants who have logged in via form password cannot be uniquely identified, as described above, they are denied external access to their form records. In order to grant these persons access to their records anyway, the option Allow access for anonymous applicants can be activated. If this option is activated, the form records of these persons can be accessed without logging in if they know the form process link. This option should be used with care.

This option works only with form records submitted since version 8.

Authenticated

By activating authentication, end users can be given a choice of login services via which they can or must authenticate themselves. For example, authentication can be forced via a specific login service. Furthermore, the external access to form records in this state can be restricted to certain formcycle user groups. This makes it possible to configure the external access even more precisely and to allow only certain groups of people or to authorize for the access via the formcycle process link. If user groups are selected for restricting form access, people who have authenticated using one of the selected login services must be part of at least one of the selected user groups. See User for more information on how people who log in through configured login services can be assigned to user groups.