Forms-centric AEM Workflows - Step Reference

You use workflow models to convert a business logic to automated repetitive process. A model helps you define and execute a series of steps. You can also define model properties, such as whether the workflow is transient or uses multiple resources. You can include various AEM Workflow steps in a model to achieve the business logic.

Forms-centric steps

Forms-centric workflow steps perform AEM Forms-specific operations in an AEM Workflow. These steps allow you to rapidly build Adaptive Forms based Forms-centric workflow on OSGi. These workflows can be used for developing basic review- and approval-workflows, internal and across- the-firewall business processes. You can also use Forms Workflow steps to:

  • Create business processes, post-submission workflows, and backend workflows to manage enrollment processes.

  • Create and assign tasks to a user or group.

  • Use Adobe Sign in an AEM Workflow to send a document for signing.

  • Generate a Document of Record on-demand or on form submission.

  • Connect a workflow model with various data sources to easily save and retrieve data.

  • Use the email step to send notification emails and other attachments on completion of an action and at the start or completion of a workflow.

NOTE

If the workflow model is marked for an external storage, then for all the Forms workflow steps, you can select only the variable option to store or retrieve data files and attachments.

Assign task step

The assign task step creates a work item and assigns it to a user or group. Along with assigning the task, the component also specifies the Adaptive Form or non-interactive PDF for the task. The Adaptive Form is required to accept input from users and non-interactive PDF or a read-only Adaptive Form is used for review only workflows.

You can also use the component to control the behavior of the task. For example, creating an automatic Document of Record, assigning the task to a specific user or group, specifying the path of the submitted data, specifying the path of data to be pre-populated, and specifying default actions. The Assign Task step has the following properties:

  • Title: Title of the task. The title is displayed in AEM Inbox.

  • Description: Explanation of the operations being performed in the task. This information is useful for other process developers when you are working in a shared development environment.

  • Thumbnail Path: Path of the task thumbnail. If no path is specified, for an Adaptive Form default thumbnail is displayed and for Document of Record, a default icon is displayed.

  • Workflow Stage: A workflow can have multiple stages. These stages are displayed in the AEM Inbox. You can define these stages in the properties of the model (Sidekick > Page > Page Properties > Stages).

  • Priority: Selected priority is displayed in the AEM Inbox. The available options are High, Medium, and Low. The default value is Medium.

  • Due Date: Specify the number of days or hours after which the task is marked overdue. If you select Off, then the task is never marked overdue. You can also specify a time-out handler to perform specific tasks after the task is overdue.

  • Days: The number of days before which the task is to be completed. The number of days are counted after the task is assigned to a user. If a task is not complete and crosses the number of days specifies in the Days field, then, if selected, a timeout handler is triggered after the due date.

  • Hours: The number of hours before which the task is to be completed. The number of hours are counted after the task is assigned to a user. If a task is not complete and crosses the number of hours specifies in the Hours field, then, if selected, a timeout handler is triggered after the due hours.

  • Time-out after Due Date: Select this option to enable the Timeout Handler selection field.

  • Timeout Handler: Select the script to be executed when the assign task step crosses the due date. Scripts placed in the CRX-repository at [apps]/fd/dashboard/scripts/timeoutHandler are available for selection. The specified path does not exist in crx-repository. An administrator creates the path before using it.

  • Highlight the action and comment from the last task in Task Details: Select this option to display the last action that was taken and comment received on the task details section of a task.

  • Type: Choose the type of document to be filled when the workflow is started. You can choose an Adaptive Form, read-only Adaptive Form, a non-interactive PDF document.

  • Use Adaptive Form: Specify the method to locate the input Adaptive Form. This option is available if you select Adaptive Form or Read-only Adaptive Form from the Type drop-down list. You can use the Adaptive Form submitted to the workflow, available at an absolute path, or available at a path in a variable. You can use a variable of type String to specify the path.
    You can associate multiple Adaptive Forms with a workflow. As a result, you can specify an Adaptive Form on the runtime using the available input methods.

  • Adaptive Form Path: Specify the path of the Adaptive Form. You can use the Adaptive Form that is submitted to the workflow, available at an absolute path, or retrieve the Adaptive Form from a path stored in a variable of string data type.

  • Select input PDF using: Specify the path of a non-interactive PDF document. The field is available when you choose a non-interactive PDF document in the Type field. You can select the input PDF using the path that is relative to the payload, saved at an absolute path, or using a variable of Document data type. For example, [Payload_Directory]/Workflow/PDF/credit-card.pdf. The path does not exist in crx-repository. An administrator creates the path before using it. You require a Document of Record option enabled or form template based Adaptive Forms for using the PDF Path option.

  • For completed task, render the Adaptive Form as: When a task is marked complete, you can render the Adaptive Form as a read-only Adaptive Form or a PDF document. You require a Document of Record option enabled or form template based Adaptive Forms for rendering the Adaptive Form as Document of Record.

  • Pre-populated: The following fields listed below serve as inputs to the task:

    • Select input data file using: Path of input data file (.json, .xml, .doc, or form data model). You can retrieve the input data file using a path that is relative to the payload or retrieve the file stored in a variable of Document, XML, or JSON data type. For example, the file contains the data submitted for the form through an AEM Inbox application. An example path is [Payload_Directory]/workflow/data.

    • Select input attachments using: Attachments available at the location are attached to the form associated with the task. The path can be relative to the payload or retrieve the attachment stored in a variable of a document. An example path is [Payload_Directory]/attachments/. You can specify attachments placed relative to the payload or use a document type (Array list > Document) variable to specify an input attachment for the Adaptive Form.

    • Request Attribute Mapping: Use the Request Attribute Mapping section to define the name and value of the request attribute. Retrieve the details from the data source based on the attribute name and value specified in the request. You can define a request attribute value using a literal value or a variable of String data type.

  • Submitted information: The following fields listed below serve as output locations to the task:

    • Save output data file using: Save the data file (.json, .xml, .doc, or form data model). The data file contains information submitted through the associated form. You can save the output data file using a path that is relative to the payload or store it in a variable of Document, XML, or JSON data type. For example, [Payload_Directory]/Workflow/data, where data is a file.
    • Save attachments using: Save the form attachments provide in a task. You can save the attachments using a path that is relative to the payload or store it in a variable of array list of Document data type.
    • Save Document of Record using: Path to save a Document of Record file. For example, [Payload_Directory]/DocumentofRecord/credit-card.pdf. You can save the Document of Record using a path that is relative to the payload or store it in a variable of Document data type. If you select Relative to Payload option, The Document of Record is not generated if the path field is left empty. This option is available only if you select Adaptive Form from the Type drop-down list.

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