In Yeeflow, there's a challenge many users encounter: accessing extra fields' values from task forms when viewing submission forms from form reports. The system's default behavior showcases the initial submission form, but if your workflow includes subsequent task forms with additional fields, how can you make these visible in the form report? Let's explore the solution.
The Challenge
When users access the form report, they typically view the initial submission form. However, as the workflow progresses, various task forms (e.g., approval stages) might introduce new fields. These extra fields, while not visible in the original submission form, hold valuable information that some users might need to access.
Solution: Incorporating task form fields into the initial submission form
Centralize Your Data on the Initial Form
To ensure all data is visible in the form report, include all necessary fields (from all task forms) in the initial submission form. This includes those fields that are added in subsequent task forms but are not relevant for the initial submitter.
Utilize Sections or Containers for Organization
Group related fields using the Section control or Container control. This method simplifies form design and ensures clarity.
Employ Dynamic Display Rules for Visibility Control
After integrating fields from task forms into the initial form, you can hide these additional fields by default to prevent overwhelming the initial submitter.
Create a user group that comprises users authorized to see this supplementary information.
Apply dynamic display rules to the section or container housing these fields, ensuring they're visible only if the viewer belongs to the designated user group.
Copying Controls Between Forms
If these extra fields are already present in subsequent task forms:
Right-click on the desired control from the task form.
Opt for 'Copy' and paste it into the submission form.
When the system prompts you, choose "Continue with existing variables."
Visibility Control Based on User Groups
With the IsInGroup function, make sure specific sections or containers are only visible to members of a predetermined group. This step ensures that while the data is available in the form report, it's only accessible to those with the necessary permissions.
Wrapping Up
While Yeeflow's default behavior is to prioritize data security, the platform's versatility allows you to customize it to fit your unique requirements. By integrating fields across all forms and using dynamic display rules judiciously, you can ensure all necessary data is visible in the form report without overwhelming or confusing the initial submitter.