Managing Impersonalized Forms 
Use
An impersonalized form is an interactive form that is not associated to a user session.
For example, it can be a form to enter a proposal for a company’s idea management. The user downloads the form from the Web to complete it at a later point in time. It can be located anywhere, such as on the desktops of many addressees. The form content can serve as input for a subsequent approval process.
An impersonalized form can be filled out and submitted several times, but you cannot use it as a step in a process. Such forms can be used as info callable objects, or simply as forms attached to a process.
Impersonalized form templates created in GP design time appear under Impersonalized Forms in the Administration workset.
Prerequisites
The following applies to Adobe-based forms:
● You have created an interactive form template with file format XDP.
●
In
GP Design Time, you have uploaded the template, created and activated a
callable object of type interactive form that is configured to provide an
impersonalized form. For more information, see 
Exposing Interactive
Forms as Callable Objects.
● In the Visual Administrator, you have done the following:
○
Set up the required parameters in service
caf/eu/gp/model. For more information, see Configuration for
Interactive Forms.
○
Made the settings required for connectivity to
the Adobe Document Services (ADS).
For more information, see
Configuration
of GP for Adobe Forms.
Features
Managing impersonalized forms comprises the following functions:
● Creating and downloading a form instance
To be able to use the form (for example, to publish it and ask users to fill it out, or send it by e-mail), you need to create an instance of the form (for example, a PDF file). You can determine when the form expires and download the form locally.
● Displaying form instance data
You can display statistical data for each form instance. You can check whether someone has already filled out the form and how often it has been submitted (returned) to the system. Moreover, you have the following display options for totals:
○ The Total Request Count column sums up how many instances of the form you have created.
○ The Total Return Count column sums up the number of times a form has been returned.
● Deleting a form
You need to distinguish between the following options:
○ Deleting the form template
This option deletes the corresponding callable object in the gallery.
○ Removing the form instance
Removing only the instance leaves the corresponding callable object in the gallery intact.
● Downloading a form template
You can download the form template. This download contains the XML-code of your template and not the form itself. If you want the actual form that can be filled out and submitted, you need to create and download a form instance.
● Updating the table values
You can update the data in the tables.
Activities
Creating and downloading a form instance
Under Impersonalized Forms, select a form template and choose Create Form.
● If your form has to be submitted by a certain point in time, select an Expiry Date.
● To download a form instance, click the hyperlink with the secondary mouse button and choose Save as.
To view the form instance you created refer to the Current Requests table. To check the number of times your form has been submitted, refer to the Return Count column of the instance.
Downloading a form template
Under Impersonalized Forms, select a form template and choose Download Template. In the follow-up screen click a file name (for example, a translated version of the template) with the secondary mouse button and choose Save as.
Updating the current form counter
To update the statistical data in the tables, choose Refresh.
Deleting a form instance
Under Current Requests, select an instance and choose Remove. The form instance is deleted while the callable object with the template remains in the gallery.
If possible, remove counters at the same time as the offline forms expire. Except for test purposes, we recommend that you remove an entry of the Current Requests table only after the Expiry Date has been reached. Since removing an entry only resets the counter for the instance, this will not disable the possibility of submitting the form and receiving related returns.
Deleting a form template
Under Impersonalized Forms, select a form and choose Delete. The corresponding callable object is deleted from the gallery.
See also: