Managing Impersonalized Forms 

Use

An impersonalized form is a composite 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 Guided Procedures (GP) design time appear under Manage Impersonalized Forms → Impersonalized Forms Template in the Administration workset.

Prerequisites

●      You have created a composite form template with file format XDP.

●      In GP Design Time, you have uploaded the template, created and activated a callable object of type composite form that is configured to provide an impersonalized form.

For more information, see Exposing Composite Forms as Callable Objects.

●      In the Config Tool, you have done the following:

○       Set up the required parameters in service caf/eu/gp/model.

For more information, see Configuring Composite Form Parameters.

○       Made the settings required for connectivity to the Adobe Document Services (ADS). For more information, see Configuring Forms with Java Back End.

Procedure

Viewing Form Template Data

You can display statistical data for each form template created in GP design time. The following display options for totals are available:

●      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.

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).

...

       1.      Under Impersonalized Forms Template, select a form template and choose Create Form.

...

                            a.      If you want to specify a name for the form instance, enter a valid name in the Form Name field.

                            b.      If your form has to be submitted by a certain point in time, select an Expiry Date.

                            c.      If you want to limit the number of form submissions, fill in the Number of Submissions field. Each time the form is submitted, the system checks against the predefined number and disallows submission if this number is exceeded.

                            d.      Choose Create.

                            e.      To download a form instance, click the hyperlink and choose Save.

       2.      To view the form instance you created, refer to the Current Requests table.

You can check whether someone has already filled out the form and how often it has been submitted (returned) to the system.

For more information, see Instantiating and Testing Guided Procedure Forms..

Deleting a Form

You need to distinguish between the following options:

●      Deleting the form template

Under Impersonalized Forms Template, select a template and choose Delete. The corresponding reference object is deleted from the gallery.

●      Removing the form instance

Under Current Requests, select an instance and choose Remove. The form instance is deleted while the reference 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 does not disable the possibility of submitting the form and receiving related returns.

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.

Under Impersonalized Forms Template, select a form template and choose Download. On the Download Form screen, click the file name (for example, a translated version of the template) and choose Save.

Updating the Table Values

To update the statistical data in the tables, choose Refresh.