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SmartForms Client Event Wizard

This content applies to legacy design tools (such as K2 Studio, K2 for Visual Studio, or the Silverlight-based K2 workflow design tool). If you have upgraded from K2 blackpearl 4.7 to K2 Five, these tools may still be available in your environment. These legacy tools may not be available in new installations of K2 Five. These legacy tools may also not be available, supported, or behave as described, in future updates or versions of K2. Please see the legacy component support policy for more information about support for these components.

What does it do?

Use the SmartForms Client Event wizard to integrate SmartForms forms with a K2 process, for starting a workflow or actioning a workflow task.

Note: It is not necessary to use this event to show SmartForms to users for actioning workflow tasks. You may choose a more loosely-coupled approach of integrating forms in your workflow by using the Default Client Event wizard and manually configuring your forms and views.

How is it used?

A business process may, for example, require a manager to approve an employee leave request. The SmartForms Client Event is used to in the workflow step that shows a leave request form (a generated or custom-designed SmartForm) for the manager to approve or deny.

Welcome

Field	Description	Notes
Run this wizard in Advanced Mode	When using Advanced Mode, you are able to specify a Runtime URL.	Check the option

Select Form and State

Select the form and state to be used in the client event. A new state can be created on this page. Form states are typically used when different rules are required on the same form for different events of the process. Rules can be configured in the Rules section of the Form Designer.

Field	Description	Notes
Event Name	The name of the event in the workflow.	Specify a name for the event.
Select Form	The form to be used in this event of the workflow.	Select the form by clicking on the ellipsis
Use Default Version	Disabled functionality.
Bind Form Version to Workflow Version (on Deploy)	Disabled functionality.
Create a new State	Creates a new state. Different states can be used with different rules on different events of a workflow.	Select the option, then type a name for the new state.
Use an existing State	Lists the existing states created for the form in the designer.	Select the state required for the event in the workflow.

Configure Item Reference

Optionally configure an item Reference, which is an XML structure that contains all the information of the specific SmartObject which typically represents the main element in the workflow, such as a document or list item. The item reference automatically binds the SmartObject data (in the form) to the workflow, making it more convenient to design a workflow. This eliminates the need to manually configure certain rules such as the rule to return data on a form at approval and the need to define data fields to track information. See the Item References topic for information on Item References.

Field	Description	Sample Value
Create an Item Reference	The item reference automatically binds the SmartObject data used in a form to the workflow, making it more convenient to design a workflow. This eliminates the need to manually configure certain rules such as the rule to return data on a form at approval and the need to define data fields to track information.	Select the option if a SmartObject should be used to create an item reference
Item Reference Name	The name of the item reference. This name is used further in the workflow when the item reference data can be used.	Type a name or select a SmartObject which will populate the name by default
SmartObject	The SmartObject used to create the item reference. The default SmartObject that is bound to the form is used by default. If the field is blank, there are more than one view linked to the form and the specific SmartObject to be used to create the item reference should be selected from the context browser	Select the SmartObject from the context browser if the field is blank or another SmartObject is required. An item reference will be created using the SmartObject selected

Specify Form Parameters

Use the Specify Form Parameters page to specify values for any parameters. If the Form already exists, a default value for the SerialNo is automatically populated. See the topic on Using a Form Parameter for more information about parameters.

Field	Description	Notes
Form Parameter	The form parameter name	Form parameters are configured when creating a form in the Form Designer
Value	The value of the form parameter	Form parameters are configured when creating a form in the Form Designer

Configure Open Worklist Item Rule

Configure the rule to apply when opening this event of the process.

Field	Description	Notes
Select Rule	Lists the rules available on the form as configured in the Rules section of the Form Designer	Select the rule from the drop down list
Move Up	Moves the selected rule action one position up. The order of the rule actions is the execution order.	Select a rule action and click Move Up
Move Down	Moves the selected rule action one position down. The order of the rule actions is the execution order.	Select a rule action and click Move Down
Enable	A rule action can be enabled if it was previously disabled in the rule.	Select the rule action and click Enable
Disable	A rule action can be disabled if it was previously enabled in the rule. The rule Action is not deleted from the rule, but will not execute.	Select the rule action and click Disable

Transfer Process Data to Form

Specify if process data should be transferred to the form. Process data can be saved in process Data or XML fields and can be reused on the form.

Field	Description	Notes
Add	Adds a data binding between a form field and a process data field	Click Add
Remove	Removes a data binding between a form field and a process data field	Select the binding and click Remove
Remove All	Removes all data bindings	Click Remove All
Form Field (Destination)	Represents the form field value used in the data binding	Drag and drop a field from the context browser
Process Data Field (Value)	Represents the process data field used in the data binding	Drag and drop a field from the context browser

Use the context browser to drag and drop values into the fields.

Configure Actions

Configure the actions available for this step of the process. These are the potential actions a user who is assigned a task can take at this point in the process.

Field	Description	Sample Value
Add	Adds an action	Click Add
Edit	Edits an action	Select the action and click Edit
Remove	Removes an action	Select the action and click Remove
Remove All	Removes all actions	Click Remove All
Move Up	Moves an action one position up	Select an action and click Move Up
Move Down	Moves an action one position up	Select an action and click Move Down
Name	Name of the action
Description	Description of the action
Type	Type of the action
Generate corresponding outcomes for listed actions	Automatically generates corresponding outcomes for the listed actions	Select the option

Add Action

When clicking on the Add button, the Add Action page opens. Configure the action on this dialog.

Field	Description	Notes
Name	Adds an action to the workflow step	Specify the name of the action
Description	The description of the action	Specify a description, if applicable, for the action
Make the action available without opening the work item	The action is made available in the worklist without having to open the work item (called batch actioning) and via email using SmartActions
This action will complete the work item	If this action is executed, the work item is completed after the action is taken.
This action will update the work item	If this action is executed, the work item is updated after the action is taken.

Action Display Settings

Configure how the actions are displayed on the form.

Field	Description	Notes
Workflow View at the top of the Form	Indicates where the process view is displayed on the form.	Select the option from the drop down list
After Submit: Show Message	Shows a message after the action has been submitted	Select the option and type a brief message to be displayed or use the Context Browser to drop fields
After Submit: Call a Rule	Calls a rule after the action has been submitted	Select the option and select the rule from the drop down list
After Submit: Navigate to	Navigates to another form after the action has been submitted	Select the option and type a form name or use the context browser to drop a field with the form name
Use an existing list control to display the action	A list control can be used to display the actions
Select the control	The list control to be used to display the actions	Drag and drop a field from the Context Browser by clicking on the ellipsis
Configure how the actions display later using the K2 Designer	Enables configuration at a later stage

Transfer Form Data to Workflow

Specify if form data should be transferred to the workflow. Specify the data bindings required between the form and the workflow. Values from the form can be stored in process data fields for future use in the workflow, but this may not be necessary when you use item references.

Field	Description	Notes
Add	Adds a data binding between a form field and a process data field	Click Add
Remove	Removes a data binding between a form field and a process data field	Select the binding and click Remove
Remove All	Removes all data bindings	Click Remove All
Process Data Field (Destination)	Represents the process data field used in the data binding	Drag and drop a field from the context browser
Form Field (Value)	Represents the form field value used in the data binding	Drag and drop a field from the context browser

Use the context browser to drag and drop values into the fields.

Configure Outcomes

Configure the outcomes to be used for this step in the process. Outcome rules or line rules can be configured by adding a new outcome or editing an existing one. For more information about outcome rules, see the topic on Line Rules. Move outcomes up and down to control the order in which the outcome lines appear on the canvas.

Field	Description	Notes
Add	Adds an outcome to the process step	Click Add
Edit	Edits an outcome of the process step	Click Edit
Remove	Removes an outcome from the process step	Select an Outcome and click Remove
Remove All	Removes all outcomes from the process step	Click Remove All
Move Up	Moves the outcome one position up	Select an outcome and click Move Up
Move Down	Moves the outcome one position down	Select an outcome and click Move Down
Generate corresponding lines for listed outcomes	Generates lines for the outcomes listed on this screen to enable continuation of the process. New events can be linked to these outcomes to continue the process	Select the option if lines are required for each outcome listed

Destination Users

Add the destination users who are to receive the worklist task for this step of the workflow.

Field	Description	Sample Value
Add	Adds a destination user for the process step	Click Add
Remove	Removes a destination user from the process step	Select a destination user and click Remove
Remove All	Removes all destination users from the process step	Click Remove All
Move Up	Moves destination user one position up	Select a destination user and click Move Up
Move Down	Moves the destination user one position down	Select a destination user and click Move Down
Name	The Name of the destination user	Type the name or drag and drop a destination user from the context browser
Type	The type of destination user. Can be user, group or role. See Destination Rule for more information	Select a type from the drop down list

Event Notification Settings

Configure the event notification. A standard or customized notification can be sent to the destination users as soon as the event is started. See Event Notification for more information.

Field	Description	Sample Value
Notify participants when they receive a work item	Sends an email notification to the destination user, informing the user of a new event requiring attention.	Select whether a notification should be sent to the destination user.
Customize the Notification Message	Specifies that a customized notification message should be sent to the selected destination users.	Select whether to customize the notification setting.
From	The email address to appear in the From field - usually the email setup for the K2 server.	Type text or drag and drop a field from the context browser. This field is pre-populated with the value of the From Address environment library field.
Cc	Copy in a recipient.	Type the email address of the person who should be copied or select a dynamic field from the context browser.
Bcc	Copy in a recipient without allowing other recipients to view BCC addresses.	Type the email address of the person who should be blind copied or select a dynamic field from the context browser.
Subject	Supplies the customized subject line for the notification message.	Type in the relevant Subject for the notification message in the supplied text box.
Attachments	Drag and drop fields from the context browser for attachments.	The following items are supported: SmartObject methods that return images or files. Item References of type SharePoint Document or InfoPath Document. InfoPath Form attachments (i.e. dragging the attachments node from the InfoPath Form schema.) Data Fields Attachments from the File Inline Functions node. Note: Any field dragged from the context browser that is not a SmartObject property or Inline Function is wrapped in the Get Attachment from Content File inline function. This provides the ability to specify a file name for the attachment
Message format	Specifies which message format should be used for the notification message	Select either Plain Text or HTML as a format for the notification message
Open Larger Message Body Screen	Opens the E-mail Event page which provides an extended environment for editing the notification message	Click on the image to open the E-mail Event wizard page

Runtime URL

Provide the runtime URL of the SmartForms server to be opened by typing the URL or dragging a URL from the context browser after clicking on the ellipsis. This page is only available if the Advanced option was selected on the Welcome page.

Field	Description	Sample Value
Runtime Server URL	Specify the SmartForms runtime URL required to display the Form. By default the field is populated using the runtime URL found in environment Library.	https://dlx:4444/Runtime/Runtime

Finished

The Finished page is displayed. The process is now integrated with SmartForms.

Editing the SmartForms Client Event Wizard

To edit the SmartForms Client Event wizard after it has been configured, click the icon to run the default wizard as shown below. The SmartForms Client Event Wizard opens.