WebPlatform Documentation

All Field types available for use & how to set these up

• Date:
• No restriction = any date value
  • Weekdays
  • Above a set number of days
  • Below a set number of days
  • Between a day range
• Boolean Value (True / False)
• Concatenated Value
• List (User can add new values)
• List from a Data Source (User can add new values)
  • Option available to Save Permanent Values to a database (WMS Custom data store)
• Fixed List (Non-Editable)
• Option available to Auto-Select Single Item
• Fixed List of Values and Descriptions (Non-Editable)
  • Option available to Auto-Select Single Item
• Fixed List from a Data Source (Non-Editable)
  • Option available to Auto-Select Single Item
• Number:
  • No restriction = any integer
  • Option available to Allow Decimals
• A Single File
  • No restriction = any format accepted
  • Restricted format selected from validation list. Selectable formats:
    • Comma Separated Text File                           
    • Outlook Email Message
    • Word Document                                               
    • Word 2007 Document
    • Adobe Acrobat Document                                 
    • PNG Image
    • Postscript File 
    • GIF Image                                                
    • WAV Audi                                                       
    • JPEG Image                                                     
    • MP3 Audio   
    • MP4 Video
    • Excel Spreadsheet
    • Excel 2007 Spreadsheet                                                 
    • Excel Macro-Enabled Template
• One or More Files (same settings as A Single File except for it accepts multiple files to be uploaded)
• Free Text (Note: if you need to map a phone number to another system set it up as free text)
• System Context Object
• User Context Object
  • Option available to Auto-Select Single Item
• Rich Text Value
  • Option available to hide the toolbar
• Calculated Data

Free Text (with a validation: character restriction)

Objective: A field type that will allow a free text answer (limited to the system max. length of 512 characters)

Validation can be added to restrict the number of characters in the answer.

• You can combine validations (use both at the same time)

Note: If you need to map a phone number to another system set it up as free text

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field (as applicable to your process)
• Description
• Field Type =  Free Text
• Parent Field (leave blank)
• Validation: Tick the Restrict maximum length to box and type number of characters to restrict to i.e. 300
• Save your input, click one of:
  • Save & Close or
  • Save & New

Free Text with a default value

Objective: A field type that will allow a free text answer but is pre-populated by default (so the user will overwrite it or add to it)

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type = Free Text
• Parent Field (leave blank)
• Validation (leave blank)
• Default Value: populate with: i.e. This is a default value
• Save your input, click one of:
  • Save & Close or
  • Save & New

Free text with a validation – regular expression

Objective: A field type that will allow a free text answer that is restricted to a regular expression (such as an email address)

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field (as applicable to your process)
• Description
• Field Type =  Free Text
• Parent Field (leave blank)
• Validation: Tick the Validate using regular expression box and select the regular expression you want to use, then Test
• Save your input, click one of:
  • Save & Close or
  • Save & New

Other regular expressions available & how free text context objects look like in forms

Other validations are:

• A positive or negative currency amount
• An integer greater than zero
• No hyphens
• No lowercase characters
• No spaces
• Single digit number with up to 2 decimal places
• Starting 1-
• Starting with http:// or https://

Note: If there are any new regular expressions the business can benefit from please request the enhancement via standard process for consideration: a user story

Date (no restriction = any date value & weekdays)

Objective: A field type that will allow a date to be selected as the answer (from a calendar box). This date can also be restricted to weekdays alone.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type =  Date
• Parent Field (leave blank)
• Validation (leave blank if none applies)
• Weekdays Validation: Tick the option “Only allow weekdays (Monday-Friday) to be selected“
• Save your input, click one of:
  • Save & Close or
  • Save & New

Date above or below a set number of days, or date range

Objective: A field type that will allow a date to be selected as the answer (from a calendar box) but restricted to a minimum or maximum number of days from the process start date.

OR select between a date range (min & max) from the process start date

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)(do not use chevron >)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type =  Date
• Parent Field (leave blank)
• Min Validation: Tick the option "Restrict date to minimum of xx days after process start date" - select or type e.g. 10 in the days box
• Validation: Tick the option "Restrict date to maximum of xx days after process start date" - select or type e.g. 15 in the days box
• Note: You cannot use minus days
• Save your input, click one of:
  • Save & Close or
  • Save & New

Note: You can combine validations (use several at the same time, just tick and add your conditions)

How date context objects look in forms

• Depending on the validation used for date context object set up, User will be informed:
  • Earliest selectable date
  • Latest selectable date
  • Only weekdays can be selected

A single file (any attachment format accepted)

Objective: A field type that will allow user to attach any file as the answer (through browse function).

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type =  A Single File
• Parent Field (leave blank)
• Validation: Leave the options unticked to accept all file formats
• Save your input, click one of:
  • Save & Close or
  • Save & New

Note: When setting up ‘A Single File’ if no validation is selected:

A single file (restricted format from validation list)

Objective: A field type that will allow attach a file as the answer (through browse function) but restricted to a format type(s) e.g. images, spreadsheets, email.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type =  A Single File
• Parent Field (leave blank)
• Validation:  Tick the options for the file types you want to accept for this context object
  • Word document
  • Excel spreadsheet
  • Image
• Save your input, click one of:
  • Save & Close or
  • Save & New

One or More Files (any attachment format accepted)

Objective: A field type that will allow user to attaching multiple files as the answer (through browse function) of any format type or with a restriction on format type.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type = One or More Files
• Parent Field (leave blank)
• Validation: Leave the options unticked to accept all file formats
• Save your input, click one of:
  • Save & Close or
  • Save & New

How attachment context objects look in forms

Depending on the validation used for field set up, user will be able to browse and select the relevant attachment format type

E.g. If validation is for images only, user will be able to select these formats only:

• EPS
• GIF
• JPEG
• JPG
• PNG

Boolean (True|False)

Objective: A field type that will allow a True or False answer (through a tick/check mark)

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type =  Boolean Value (True ¦ False)
• Parent Field (leave blank)
• Save your input, click one of:
  • Save & Close or
  • Save & New

How a Boolean field looks in a form:

List (Users can add new values)

Objective: A field type that will allow a user to select an answer from a dropdown list that was manually entered in the process design that can also be edited by the user.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type = List (Users Can Add New Values)
• Lookup Details: add the options you would like to see listed for selection
  • Click “Add Item” to add entries (A new data row will appear)
  • Type your text
  • Click on the Save Changes to save your item/data
  • Once an item is added it can be edited by clicking on the description or deleted by clicking on the red cross
• Save your input, click one of:
  • Save & Close or
  • Save & New

How List (Users can add new values) fields look in forms

User can:

• Select one of the listed options
• Edit one of the listed options
• Add a new value

Fixed list from a data source (non-editable)

Objective: A field type that will allow user to select an answer from a dropdown list that is linked to a database that can not be edited by the user.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type = Fixed List from a Data Source (Non-Editable)
• Parent Field
• Allow Multi-Select
• Database Details: Select the Database, Table, Fields. Also add the syntax for the Sort Field List and the Filter Clause
  • Test Lookup (check this is what you want the user to see) & Close
  • Filter format:
    • [FieldName] in ('option 1','option 2') - this retrieves data for the Field Name is in any of the options provided e.g. CAMSTATUS in ('Calling - current live in progress') would return Campaigns with status 'Calling - current live in progress'
    • [Fieldname] like 'EIMS%' - this retrieves values where data in the field starts with EIMS
• GIF example: Cost Centre select
• Save your input, click one of:
  • Save & Close or
  • Save & New

List from a data source (User can add new values)

Objective: A field type that will allow use to select an answer from a dropdown list that is linked to a database that can also be edited by the user.

Values can also be permanently saved to the DB if ‘New Values Are Permanent’ is enabled (meaning the value can be selected by other users).

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type = Editable List of Values From a Data Source
• Parent Field (leave blank)
• Database Details: Select the Database, Table & Field. Nice to have: syntax for the Sort Field List and the Filter Clause
  • Test Lookup (check this is what you want the user to see) & Close
• Tick ‘New Values Are Permanent’ if you want entered values to be saved to the database.
  • There is a risk of dirty data, but there is a report that helps keep lists clean (WMSCustomData Lookup Report)
  • This means you must have a resource who has the task to monitor and keep the datasource clean (request duplicates, typo's be replaced by correct value)
• Save your input, click one of:
  • Save & Close or
  • Save & New

Example for set up of an editable list from a datasource

How List from a data source (Users can add new values) fields look in forms

User can:

• Select one of the listed datasource options
• Edit one of the listed datasource options
• Add a new value

Fixed List (non-editable) or FLNE

Objective: A field type that will allow user to select an answer from a dropdown list that was manually entered in the process design but cannot be edited by the user.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type = Fixed List (Non-Editable)
• Parent Field
• Allow Multi-Select (if required)
• Lookup Details: add the options you would like to see listed for selection
  • Click “Add Item” to add entries
  • A new data row will appear
  • Type your text
  • Click on Save Changes to save your item/data
  • Once an item is added it can be edited by clicking on the description or deleted by clicking on the red cross. Drag up or down to re-order.
• Save your input, click one of:
  • Save & Close or
  • Save & New

How to create cascading select questions

• Cascading select questions are sets of questions whose options depend on the response to a previous question
• Generally speaking we use field type = Fixed List (Non-Editable)
  • So that we can map what will happen next when each option is selected
  • These will be used as the parent field
• We can also use multi-select (giving users the option to choose more than one answer), however we need to think about reporting
  • Answers will pull in comma separated format in a single column
  • Other field types can be used in the very last level of the cascade (as nothing needs to be derived from this point onwards)

Step 1

Step 2

Step 3

Multi-Select can be used when setting up cascading questions

• Just remember: Answers will pull in comma separated format in a single column in your report 

How these cascading questions look in a form:

Disabled fields are highlighted to users in run time

When a user selects a parent field, any child fields that are no longer active are 'obviously' greyed out so that people are aware in an easy fashion that they do not need to put any information in the WorkItem at this point.

Fixed list of values and descriptions (non-editable) or FLVD

Objective: A field type that will allow user to select an answer from a dropdown list (set up as descriptions) and translate it into a value (e.g. Correct / Wrong). This is widely used in elearning tests.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Identify Key Field
• Description
• Field Type = Fixed List of values and descriptions (Non-Editable)
• Parent Field (leave blank)
• Allow Multi-Select
• Lookup Details: add the text you would like to see listed for selection in the description. These will then translate into your value once selected.
  • Click “Add Item” to add entries
  • A new data row will appear
  • Type your text (value & description)
  • Click on Save & Close to save your item/data
• Once an item is added it can be edited by clicking on the description or deleted by clicking on the red cross
• Save your input, click one of:
  • Save & Close or
  • Save & New

Using ‘Fixed list of values and descriptions’ field type for automated email addresses

• In certain scenarios and processes the user is required to select a value such as their Manager and depending on the descriptions selected the appropriate email address is used for the automated email.
• You can setup a fixed list of values and descriptions field type to be used with automated emails to obtain an email address.

Number (with/without decimals) & how it looks in forms too

Objective: A field type that will only allow number to typed as the answer.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type = Number
• Parent Field (leave blank)
• Allow decimal values – if unticked, users will be allowed to input integers at runtime
• Option: Tick to allow decimal values – This will allow users to input a decimal value into this field at runtime
• Save your input, click one of:
  • Save & Close or
  • Save & New

Concatenated Value

Objective: A field type that will display in read only view a concatenation of context objects with (optional) separator text.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type = Concatenated Value
• Parent Field
• Type the Separator Text you want to see  e.g. /
• Available fields: Tick the fields you want to see displayed in your concatenated field
• Click on the chevron ">" to move them to the selected field table
• Save your input, click one of:
  • Save & Close or
  • Save & New

How Concatenated Values look in forms & emails

User Context Object or UCO

Objective: A field type that will allow you to set up allocation rules for your Standard WorkItems (when combined with Allocation Triggers & Allocation Details being set up too).

Allocation rules enable you to pre-define who will receive WorkItems in a process.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Can be used as the Key Field for the process
• Description
• Field Type =  User Context Object
• Parent Field (leave blank)
• User Filter:  
  • Show Existing Users
    • If enabled, users will be able to see existing users for the specific Team., Department or Role selected in the filter
  • Allow creation of Public Users
    • If enabled, users will be able to create public users on the fly for their UCO
  • Select the Team, Department or Role you want the user to select from
• Save your input, click one of:
  • Save & Close or
  • Save & New

Using ‘User Context Object’ field type in emails

• You can configure an automated item using User Context Objects for any field:
  • From
  • To
  • CC

This is how this email will look…

• In the example start form we have a few user context objects…

Example 1:

• In the automated email we can check From, To & CC are correct

Example 2:

• In the automated email we can check From, To & CC are correct

User Context Object - WMS Notifications set up

• For this WMS Notification the Key Field has been used to configure ‘From’
• Other ‘User field type Field types’ also used to configure To & CC

Example 3

• In the WMS Notification email we can check From, To & CC are correct

System Context Object

Objective: A field type that is read only to the user and is based on an underlying system field i.e a service linked to the ordered process in storefront, country the process id for or Process Created Date (so that you can display this detail in forms or emails)

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type =  System Context Object
• Parent Field (leave blank)
• System Field:  Select the Field Name you want to have displayed for this context object
• Default Value
• Save your input, click one of:
  • Save & Close or
  • Save & New

Rich Text Value

Objective: A field type that will allow you to input large volumes of data which is equivalent to a blob field

Cannot be used as a Key Field

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type =  Rich Text Value
• Parent Field (leave blank)
• For this field type we are also able to select whether the HTML toolbar is hidden or visible to the user (by default the toolbar will be visible to users)
• Save your input, click one of:
  • Save & Close or
  • Save & New

How Rich Text Value fields look in forms

How to use rich text value in forms

‘Rich Text Value’ cannot be used as a Key Field

The Context Builder renders the 'Rich Text Value' context type as an HTML editor (Minimal skin)

• The HTML editor has a default vertical height of 250px

When adding the ‘Rich Text Value’ field type to a form, it is possible to specify the height (and width) of the control

• default 250px, max 600px, min 200px

The Form Image handler will correctly display the ‘Rich Text Value’ control image at the specified height and width

When ‘Rich Text Value’ is read-only in a form, links will open as per set up in a new window

Calculated data

Objective: A field type that will display (in read only view) a calculation of context objects.

In Custom Data Fields tab, Click Add Field

• The Custom Data Field Editor box will load

Populate/Select as per requirements:

• Field Name (30 chars)
• Display Name (prepopulated with Field Name & editable)
• Description
• Field Type =  Calculated Data
• Parent Field (leave blank)
• Field Selection (select fields and then operators for these)
• Save your input, click one of:
  • Save & Close or
  • Save & New

What you need to know…..

Calculated Data (follows BODMAS-Ordering Mathematical Operations)

BODMAS is a useful acronym that lets you know which order to solve mathematical problems (or sums). It's important that you follow the rules of BODMAS as without it your answers can be wrong.

The BODMAS acronym is for:

Not supported in Calculated Data

• Brackets (parts of a calculation inside brackets always come first).
• Orders (numbers involving powers or square roots). 

Supported by the ‘Calculated Data’ Field Type

• Division
• Multiplication
• Addition                     
• Subtraction

Note: as brackets/orders are not supported you might need to set up multiple Calculated Data context objects to link your operations.

Calculated Data field type – how to set up…

Field Selection, restricted to these field types (no multi-selects):

• Number
• Transition
• Fixed List (Non-Editable)
• Fixed List of Values and Descriptions (Non-Editable)
• Fixed List from a Data Source (Non-Editable)
• Calculated data (as you can re-use or combine)

Note: All context objects selected must be mandatory in the process (at some point) before the calculation for it to work

Order of operations

In the example, I have asked the system to calculate:

• ‘Number’ multiplied by ‘Fixed List (Non-Edit for calc)
• Then subtract ‘Number for calculated value’

Example: In the process

• Start form contains all of the context objects needed for the ‘Calculated Data’ field type
• The calculation is done in the following WorkItem
  • 21 multiplied by 20, then subtract 100
    • 420, then subtract 100
      • 320

Note: The system will allow you to setup any calculation you want – nevertheless, the designer is fully responsible for the output (as it is dependant on the data in the selected fields/context objects)

Knock on effect for changes to 'Key Field' and/or field type

Key Field changes can affect reports for the process

The methodology we follow in Agile, and we kaizen our process design regularly. However, changes must be done responsibly...

Best practice:

• Test processes to end (including sub-processes)
• Always test reports for processes where the Field Type for the ‘Key Field’ has been modified

A simple change can have unforeseen devastating consequences