Forms
Learn how to use the form features to create simple to complex online forms that capture and display data. Integrate forms with your workflows, reuse them across multiple workflows, and customize the design to best meet your organization's needs. You can follow these How-Tos to replicate the functionality in another environment when you use the relevant configuration values or users for your environment. You can further modify or extend the scenarios to work better for your organization’s requirements.
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| Scenario | Category | Tooling | Components |
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| Create a Custom Workspace
You can specify a landing page and create a custom menu to personalize K2 Workspace (Desktop) with the items you use most. |
Workspace |
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| Create Embedded Signatures with DocuSign
Using DocuSign to automate the signing of a document, including embedding the DocuSign signing experience in a K2 form, which means that you don't need to log in to DocuSign to sign documents. |
DocuSign |
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| Create a DocuSign Envelope List View
Use a DocuSign envelope list view to see all envelopes received, sent, drafted and deleted in the last 30 days. |
DocuSign |
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| Create a Custom DocuSign Search Filter for the Envelope List
Use the custom DocuSign envelope list search filter to create a search for envelopes received, sent, drafted and deleted based on the folders within DocuSign. |
DocuSign |
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| Add Lookup Information to a Form
Use a SmartObject Lookup on a view to display data from another view on your current view. |
SmartObject |
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| Use Regular Expressions to Validate Control Values
Validating content ensures that the data is in the correct format, resulting in fewer errors and increased consistency. |
Expressions |
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| Save a Screenshot to PDF and Attach it to an Email
Use the Save As PDF control to take a screenshot of your browser window, then save the file in PDF format. Build a workflow that attaches the file to an email. |
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| Automatically Refresh Data on a View with the Timer Control
Use the Timer control to refresh data on a view at set intervals. Examples of using this control include refreshing news feeds, displaying countdown clocks, and updating values in list displays. |
Timer Control |
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| Display Related Data using one SmartObject
Use one SmartObject to display data in different fields in a number of controls on the view. Selecting an item in the first control automatically selects the associated data in the other controls. |
SmartObject |
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| Configure Forms with Draft Functionality
Create a form that is configured with Draft functionality. |
Mobile |
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| Enable the Application Form option on a Form
Enable the Application Form option on form so it can be used in the K2 Workspace (Mobile) app. |
Mobile |
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| Enable Offline Availability on a Form
Enable the Offline Availability feature on a form so you can use the form in the K2 Workspace (Mobile) app while offline. |
Mobile |
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| Configure the Barcode-Control on a Mobile Form
Add the Barcode-Control to a form and use the control in the K2 Workspace (Mobile) app. |
Mobile |
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| Add and View Workflow Comments
Add and view comments in a form that are associated with a workflow instance. |
Workflow Comments |
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| Add and View Workflow Attachments
This article illustrates one method for adding and viewing attachments to a workflow using a system SmartObject. |
Workflow Attachment |
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| Inherit Rules Between Views and Forms
Understand the relationship of rules between views and forms, and how rules behave when applied to views and inherited on forms. In this scenario you have a form that contains an Item view for entering details. The view contains a rule that saves the data when you click a button. The form inherits the view rule that saves the record. |
Rules |
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| Use Expressions to Perform Calculations in a List View
Add expressions on list view controls to calculate values. Configure an expression that multiples the values of two controls, then displays the result in a third control. For example, you have a form where you want to automatically calculate a row total for each item entered. The expression multiplies the item amount by the quantity and displays the total for that row. |
Expressions |
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| Specify a SmartObject Property as the default value for a Drop-Down List control
Use a true/false Boolean value of a SmartObject Property to determine the default value displayed in a Drop-Down List control. |
Drop-Down List |
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| Create a Tabbed Form and Show Data Between Tabs
Use tabs to break up complex forms or provide additional information. In this demonstration, you capture data in one tab and display that data in another tab. |
Tabbed Form |
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| Configure an Editable List view for Required Rows
Configure an Editable List view with required rows to, if there is no data, display a message before saving the row. In this scenario you add a count aggregation, set required fields, and show a message if a required field is blank. |
Rules |
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| Use a form parameter to filter data on another form
Create a form parameter to pass data from one form to another form. You will see a list of the departments and, when you double-click on a department, a form opens showing a list of employees in that department. |
Parameter |
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| Use Conditional Images in an Editable List View to Show Severity Indicators
Configure an Editable List view with expressions to show conditional images as indicators showing the severity of a liability. You can use this same approach to show any type or number of indicators. |
Expressions |
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| Using Form States
Use form states when you have a workflow with one or more task steps and you want to use the same form for each task step recipient. States allow you to use the same form to show different content to different users. |
Form State |
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Use SmartObject properties in a hyperlink expression to navigate to a URL
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Navigation |
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| Use the SmartObject hyperlink property to navigate to a URL
Create a link to a URL using the SmartObject hyperlink property. |
Navigation |
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| Save Information to Multiple SmartObjects by Clicking a Button
Create a form with two tabs, each of which contain a view based on a SmartObject. When you click the Submit button on the form (visible from either tab), data is saved to each SmartObject. |
SmartObject |
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| Use Associated SmartObjects to Populate Related Data
Create a form that allows you to enter new data and, according to your input, allows you to choose values from lists of related information. |
SmartObject |
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| Create an Exchange Appointment Form
Use the Appointment SmartObject of the Exchange Online Service Type to create a form that creates appointments in attendees' Outlook calendars. |
Microsoft Exchange |
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| Attach Images in Emails
This article illustrates one method for attaching an image to an email. Create a form with an image attachment, then use the image in the email body in your workflow. |
Image Attachment |
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| Create a SmartForm to Link an Application's SmartForms to a Secondary List or Library
Use this to add reuse links between a K2 for SharePoint application's SmartForm to a secondary list or library. |
Microsoft SharePoint |
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| Create a SmartObject Association
A SmartObject association creates a relationship between two data sources, similar to a join statement in SQL. For example, you associate a list of employees with a list of departments, or a list of customers with a list of regions. |
SmartObject |
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| Make a SmartObject Call to Populate Controls
This article illustrates one method for showing SmartObject data when a control changes. For example, you have a list of product names. When you click a product name, an image of the product along with a description and price appear in a separate (preview) pane. |
SmartObject |
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| Create a Form where you can enter data in a “header/detail” or “primary/line items” style
Use this to create a single input form where you can enter data in a header/detail or primary/line items style. |
Form Design |
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| Access a View or Form by URL
When you need to hard-code a link to a view or form, you can create a URL that references the item by Vanity Name, ID, or System Name. |
Navigation |
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| Attach Multiple Files to a form using the Attachment Control
You can attach multiple files to a form by using the File Attachment control in conjunction with an editable list view. |
Controls |
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| Use the Save As PDF Control and Show a Message to Confirm the File
The Save As PDF control creates a snapshot of the browser window including any values entered into form fields. Use this control, for example, to provide a copy of a form or a receipt as a PDF. |
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| Use a Parameter to Transfer Data from a SmartForm to a SmartObject
Save values stored in view parameters to an unbound SmartObject. |
Parameter |
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| Create a Clickable List in a Subview
Create a clickable list in a pop-up subview. When you double-clicking a list item, a rule populates controls on the primary view with additional information. |
Subview |
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| Upload a File to a SharePoint Library with the File Attachment Control
Use a File Attachment control along with a button and rule to upload a file from a view to a SharePoint library. |
Microsoft SharePoint |
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| Configure the Picker control to display a list of employees using a security provider
Configure the Picker control to use the URM (User Role Manager) service to list employees in an organization. |
Picker Control |
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| Configure the Picker control to use another control's data to filter the results
Configure the Picker control to use another control's data to filter results displayed in the picker. |
Cascading picker |
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| Manually Integrate a SmartForm with a Workflow
Manually configure rules to start a workflow, open a worklist item, and action a worklist item. This how-to shows you how to integrate a workflow with a form without using form states. |
Form State |
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| Delete application artifacts
Delete application elements such as workflows, SmartObjects, views, and forms to clean up a K2 environment. |
Environment |
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| Configure cascading drop-down list controls
Configure a cascading drop-down list that uses the value selected in another control to filter the results displayed in the drop-down list. |
Controls |
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| Use a many-to-many SmartObject relationship in a check box list
You create a many-to-many association between the two data sources, and use the resulting composite SmartObject generated by the association in a view to maintain the list of users and their committees using one form. |
K2 Designer |
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| Restrict access to the K2 Designer using IIS Authorization Rules You can restrict access to the K2 Designer using IIS Authorization Rules |
K2 Designer |
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| Working with Editable List Views
Editable list views are very useful when you want to allow people to quickly enter or edit multiple rows of data, similar to doing data entry in a spreadsheet. |
K2 Designer |
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| Create a basic style profile
Create a basic style profile to add colors to your form's hyperlinks, buttons, and the background color of views and forms. See also Create an advanced style profile, Work with the Style Profile Designer Colors, and Extend SmartForms with the Style Profile Designer. |
K2 Designer |
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| Create an advanced style profile
Create an advanced style profile to configure colors on your form for items such as text styles, sliders, uploaders, tooltips, buttons, menus, charts and more. See also Create a basic style profile, Work with the Style Profile Designer Colors, and Extend SmartForms with the Style Profile Designer. |
K2 Designer |
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| Configure the display field property of list controls You can temporarily display a user-friendly value while the underlying list item values load in the background. |
Controls |
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