Managing forms

Version control

Forms are subject to version control to assist during development. Each time a form is saved, the minor version is incremented and annotated with the entered description for ease of identification.

By default, the Latest filter is turned on and only the latest versions of each form display on the Forms page. Earlier versions are hidden to provide a clean view.

To view all the minor versions of a form:

1. On the Interact Forms page, click Filter to display the filters.

2. Turn off the Latest filter.

   All versions display.

   

3. If required, click Options on an earlier version of the form. From here you can select either to view the form or view the update note.

   

   You can only access all the options from the latest version of the form. These are:

   • View form – Displays the form and enables you to use the testing area, but you cannot edit or make changes to the form.
   • View update note – Displays the associated update note.
   • Edit form – Allows you to continue editing the form.
   • Edit basic information – Allows the basic details associated with the form to be updated.
   • Increase major – Increases the form version to a major version.
   • Export form – Exports the form in a BPFORM file format for importing into another system.
   • Delete – Deletes the latest version of the form, reverting back to the previous version. You cannot delete the original version of the form.

   

Import a form

Forms that have been previously exported from this or another Interact system can be imported to save having to recreate forms that have already been developed.

Before you can import the form, you will need to have a business process available that does not have any forms already assigned to it.

1. On the Interact Forms page, click Import form.

   If there are not any business processes available that do not have a form associated with them already, the Import form icon is not active. You will need to create a business process before you can import the form. You can only have one form associated with a business process. See the Automation Lifecycle Management User Guide for more details.

2. Navigate to, and select, the required exported form.

   If the form:

   • Already exists in your Interact system, a message displays.

     

   • Doesn’t already exist, the Import form page displays.

3. If required, select one of the following options:
   • Overwrite – The Import form page displays. This has the same fields as Edit form page where a description, delivery method, default approval type, update note, category, and icon can be added.

   • Rename – The Import Form page displays. You must select the business process to which the form will be assigned, and enter a new name for the form.

4. If required, change the business process that the form is to be linked with.

5. Click Import form to complete the import.

Test a form

The right-hand area of the View form or Edit form pages is the testing area. This area enables you to view the form as it will display to Interact users, and allows you to verify that any rules or field restrictions work as required.

To test a form:

1. On the Interact Forms page, click Options for the required form, and then click either View form or Edit form.
2. Enter information into the fields to test them.

The example below shows the testing area for a multi-page form.

Key field

A key field provides an easy way to track and audit the data as it moves through your automation.

The key field can be used to track data from the form in Interact through to the processing of the data by work queues in Blue Prism:

This example shows that:

1. A form has been created with a field called Patient Identification Number that has been set to be the key field.

2. In Blue Prism > System Manager > Workflow > Work Queues, a work queue can be configured to look for the key field information. In the Key Name field, enter the automation ID that was used when creating the form. In the example above, the automation ID is pin as the Patient Identification Number field was created as a Number type field with the following values:

   

   It is important that the value entered in the Key Name field in Blue Prism matches the value entered in Automation ID for the form field.

3. When users complete this form in Interact and submit the form, the value that they have entered in this field displays in the Key Value column on the Submission history page in Interact. If required, users can filter this column to look for particular values. For more information, see the Interact user guide.
4. The key value is displayed in the Blue Prism work queue as the information is processed.

Edit a form

You can edit the layout and contents of an existing form by selecting Edit form from the Options for the required form. You can add or edit fields and rules as required. For more information, see Creating Interact forms.

If the Edit form option is not available, check that:

• You are a member of the business process that the form is associated with. If you are not a member, you will not be able to edit the form.
• The business process that the form uses is active. If the business process is retired, you will not be able to edit the form.

If you want to edit the form's name and description, delivery method, access, and approval settings, you need to select Edit basic information from the Options for the required form. You cannot change the business process that the form is associated with. For more information on these fields, see Add a form.

Search options

Interact Forms enables you to search for:

• Forms – Using the filters.
• Fields – Using the Search fields icon.

Search for a form

1. On the Interact Forms page, click Filter to open the Filter panel.

2. Use the toggle to turn on the required filter and complete the information to find the form. You can apply multiple filters at the same time.

   The available filters are:

   Filter	Description
   Form name	Enter the full or partial name of the form.
   Process name	Enter the full or partial name of the business process that the form is associated with.
   Version	Enter the version number of the form you want to find. If this is not the latest version of the form but an earlier version, you will need to turn off the Latest filter to view it.
   Latest	Select whether you want to see the latest version of the form or earlier versions; the options are: Yes – Displays only the latest version of the form. This is the default setting. No – Displays only the earlier versions of the form and not the latest version. By default, the Latest filter is already turned on. You can turn this off if you want to view all versions of the forms.
   Updated by	Enter the user's username, or part of their username.
   Updated date	Enter a date range: In the first field, select the earliest date. In the second field, select the latest date. If required, adjust the time fields. By default, the earlier date has the time 00:00:00 and the later date has the time 23:59:59, thereby including the full day. This displays any forms that have been updated during this time frame.
   Imported	Select one of the following options: Yes – Displays only the forms that have been imported and not edited. If a form has been imported and the minor or major version of the form has been changed, it is no longer classed as an imported form and will not display. No – Displays all other forms and not the imported forms.
   Description	Enter a term or word to search against the text in the Form description.
   Delivery method	Select the delivery method from the drop-down list; the options are: Queue – Displays the forms that have been set to use a Blue Prism work queue. Email – Displays the forms that have been set to use email as the delivery method.
   Queue name	Enter the full or partial name of the queue.
   Email address	Enter the email address that is used as the delivery method, or part of the email address.
   Approval	Select one of the following options: Yes – Displays only the forms that have been designated as needing approval (the Default approval type field on the form has been set to a value other than None). No – Displays all the forms that do not need approval.
   Approved by	Enter the user's username, or part of their username.
   Locked by	Enter the user's username, or part of their username.

   The list of forms immediately displays any forms that match the information you have entered.

   If you have set the filters but want to view the unfiltered information again, either turn off the required filters, or remove any settings within the filter so that it is blank.

3. Click Close drawer to close the filter panel.

Search for a field

1. On the Edit form or View form pages, click Search fields.

   The Search field panel displays.

2. Enter some text that will help you to find the field you require. You can enter:

   • The field type, for example, text for text fields, or radio for radio buttons.
   • The name of the field.
   • Some other text which may match part of the field description.

   The text is searched against the type of field, the field name and the description.

   As you type, the results are shown in a list below the search field. The more characters you enter, the more the list is refined.

3. Click on the required field in the list to jump to the field in the form.