18. Edit a SmartForm and Remove Unnecessary Controls

The last step in this tutorial gives you a brief introduction to K2 Designer. K2 Designer is the tool used to create and edit application elements such as views, forms, and SmartObjects. In this step, you edit the Edit Document view in K2 Designer and remove unused fields. The workflow updates these columns in the Documents to Review and Approve library, so they are not needed on the form.

1. From the K2 Applications elements page, check out and edit the Edit Document view. Remove the Review Status and Approval Status controls and rows from the view. You will see a Dependencies pop-up. Select the Remove all dependencies option. Finish the view, then check-in the Edit Document view.
   
   1. You edit views and forms from the K2 Application elements page. Navigate to the K2 Application elements page for the Documents to Review and Approve library.
      
   2. Select the Edit Document view, then right-click and Check Out the view. Checking out the view "locks" it in your name so that others cannot edit it at the same time. When you complete the edits, you must check the view back in to "publish" your changes to the K2 server.
      
   3. Select the view and click Edit. The view launches in K2 Designer.
      
      
   4. You will delete the Approve Status label and control, then delete the Review Status label and control. The workflow updates both of these columns in the SharePoint list, so they are not needed on this view and could in fact, be confusing.
      Select the Approve Status label, then click the <DELETE> key on your keyboard.
      
   5. Select the Review Status control (text box), then click the <DELETE> key on your keyboard. You will see a Dependencies warning dialog. Select the option to Remove all dependencies, then click OK.
      
   6. Repeat the step above for the Approval Status label and control (text box). Once again, select the Remove all dependencies option when you see the pop-up after deleting the text box.
      
   7. Next, you will remove the empty rows from the view. Click inside an empty cell for a row you want to remove. Click the Remove Row button in the view canvas menu.

   

   8. Remove both of the blank rows where the Approval Status and Review Status text boxes were previously.
      
   9. Click the FINISH button to save and exit the view. The finish button is near the upper right corner of your screen.
      
   10. You are directed back to the K2 Application elements page. Right-Click the Edit Document view and select Check In. This publishes your changes to the K2 server. The changes are now exposed to your end-users.
       
   11. Navigate back to the Documents to Review and Approve library.
       
2. Add a new document and verify that the Review Status and Approval Status columns no longer appear in the form but are still displayed on the SharePoint list.
   1. Add a New document. Notice the Review Status and Approval Status rows are no longer visible.
      

   Notice however that the Review Status and Approval Status columns are still in the SharePoint list.
   

   Your changes are now complete and the Document Review and Approval application is now ready for use.

Review

In this step, you were introduced to K2 Designer. You learned how you can edit views to customize them or to improve their flow and appearance. In this case, you removed controls do you not need, then removed the empty rows. In the next optional step, you learn how to clean your environment by deleting artifacts you no longer need.

Next Step: 19. (Optional) Clean your K2 environment by deleting application artifacts