The Open Item Form step type is one of the step types in form actions, allowing users to add, edit, or view specific form pages when executing a form.
When to Use the Open Item Form Step?
The Open Item Form step can be used when a process requires user input, editing, or viewing of specific records. Common scenarios include:
Users need to create or submit form data in the form.
Existing data records need to be edited.
Viewing details or approval statuses of specific records.
Note:
The Open Item Form step type is applicable to various types of forms, including list forms, approval forms, and dashboards.
How to Configure?
Execution Condition: Set the trigger conditions for opening the form, which can be configured based on different business logic. For detailed information about execution conditions, please refer to the execution conditions of actions.
Operation Type: The operation types define the user's permissions for actions within the form:
Add New Item: Allows users to fill in and save new records.
Edit Item: Users can edit and modify existing records.
View Item: Users can only view specified records and cannot make modifications.
Next, let’s take a look at the configuration methods for each operation type:
Add New Item
Data Source : Used to configure the data source for opening the form, determining which data source will load the content and defining the type of form to be operated on.
The current list: Directly uses the current data list as the data source for the form.
Select a data list: Suitable for scenarios where flexible switching between different data sources is required within the process. After selecting a list, you need to specify the application and data source from the dropdown menu.
In the Select List option, further configuration of the application and data source is needed:
Application: Select the application where the form is located.
Data Source: Choose the data source, which can be a data list or document library.
Default Values: You can set default values for form fields to pre-fill certain content in the form, saving users’ input time.
Query Parameters: If you need to dynamically load form content based on specific conditions, you can set query parameters, allowing the system to filter and display relevant data according to the input conditions.
Data List Form: When the form type is related to a data list, you need to configure the display method of the form:
Default Layout: The system automatically uses the default layout of the associated form.
Custom Form: Users can select pre-customized forms based on business requirements.
Open In: The method of opening the form determines user experience and the format of the interface display:
Pop-up Window: The form is displayed in a popup window.
Slide in: The form slides in from the right side of the page.
Full Page: The form displays in full screen on the current page.
New Window: The form opens in a new page window.
Size: Based on the content of the form and user interface requirements, you can choose the display size of the form:
Default: The system automatically adjusts the size based on the content.
Large, Medium, Small: Pre-set window sizes...
Full screen: The form displays in full screen, suitable for complex or large content forms.
Edit Item:
Allows users to modify existing data records. The configuration options are as follows:
Data Source: Select the current list item or select a data item from another list.
1.Current List Item: Data records in the current process.
Default Values: Set default values to facilitate pre-filling field content.
Query Parameters: Used to filter specific data.
The configurations for data list forms, open methods, and sizes are the same as for Add New Item.
2.Select a data item: Choose items from other lists.
Application and Data Source (list or document library) settings.
Default values, query parameters, data list forms, open methods, and size configurations are the same as for Current List Item.
View Item:
Provides users with read-only permission to view data. The configuration options are the same as for Edit Item, but do not include the Default Values setting.
Data Source: You can choose the current list item or select a data item to view the details.
Other configuration options (such as query parameters, data list forms, open methods, and sizes) are consistent with those for Edit Item.
Default value parameters cannot be set.