Workflow Index Fields
This articles describes Workflow Index Fields
Most of the field properties below only apply to My Home and Web Validation. Within JavaScript steps, most properties do not apply. Exceptions are Name and data type.
Index Fields for workflow are defined in the Workflow settings. The fields are available in the workflow monitor, User Tasks (MyHome) and in Interact API and Script Tasks.
Index fields store values on a workflow instance level and appear to the user on task/document level.
There are no restrictions on the number of index fields that can be added.
Index field properties
Page (starts at 0)
Used in Web Validation indicating which page the field applies to and hence web validation opens that page when the document is active. Does not apply to My Home.
Name
The internal Name of the field. This field is used within JavaScript to access the field values. If the 'Display Name' is empty, this field is used in Monitor and My Home as a Label.
Does not allow spaces, special characters and starting with numbers.
Display Name
The name is used for displaying in Process Monitor, My Home Task and Web Validation. It can contain spaces and special characters.
Tab name in My Home
Index fields are grouped into tabs based on their values in the 'Tab name in My Home' field.
If no index field has a value in this field, no tabs are displayed.
If at least one index field has a value, tabs are displayed.
Fields without a value in 'Tab name in My Home' are grouped in a tab named '...'.
Column in My Home (1,2,3)
Index fields can be arranged in up to 3 columns in My Home. If the value is left empty, the index value is by default in column 1.
Datatype
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Type
Description
string
Allows to store up to 20,000 characters. If data with more than 20,000 characters needs to be stored, that should be added as a file in additional data.
amount
An amount field which includes thousand separator and always has two decimal places
date
A date field. Will display with a data picker in My Home and Web Validation.
Dates are displayed in the local formatting according to the browser’s regional settings.
In order to store a date via script correctly, it needs to be in the format YYYY-MM-DD.
datetime
This field includes a date and time picker in 'My Home' and 'Web Validation'.
Dates and times are displayed according to the browser's regional settings.
Time is shown with hours and minutes and is adjusted for the UTC time difference.
For correct script storage, datetime must be formatted as YYYY-MM-DDTHH:mm:ss+00:00, such as "2017-12-31T23:59:59+02:00" to represent December 31, 2017, at 11:59:59 PM with a 2-hour UTC adjustment.
lookup
Appears as a dropdown list in 'My Home' and 'Web Validation', allowing users to select a value.
Configurable as a key/value pair:
The 'key' is used for data storage and scripting, while the 'value' is displayed to users.
Includes an auto-complete feature that allows users to type ahead to filter the dropdown list, which can be configured to look up data from a database.
number
A numeric field without decimal places.
Default Value
Displays a default value in 'My Home' or 'Web Validation'.
The default value is set only when opening in Web Validation or My Home, not at the start of the workflow.
Is Required
If set, the My Home/Web Validation requires a value to be set. In case the value is empty, an error message is displayed to the user and the user cannot complete the document with the Complete Button.
Hide
Requires a value to be set if configured.
If the value is empty, an error message is displayed to the user.
The user cannot complete the document using the Complete Button until a value is provided.
Hide in Workflow Monitor
When enabled, the field is hidden in the workflow monitor.
The field will not be visible when a user clicks on a task in the Workflow Monitor to view documents.
This feature is useful for hiding long field values, such as JSON strings or URL links, or sensitive information like credit card details.
Read Only
When enabled, the field can only be read by the user but not modified.
Min Value
The minimum value that can be entered. For example, if 'Min Value' is set to 50, the user cannot enter 49.
Max Value
The maximum value that can be entered. For example, if 'Max Value' is set to 50, the user cannot enter 51.
Min Length
If set, the user needs to enter a value with minimum that length. It is ideal to check fixed length fields such as IBAN, Account Numbers, Tax Numbers.
Max Length
If set, the user needs to enter a value not exceeding that length. It is ideal to check fixed length fields such as IBAN, Account Numbers, Tax Numbers.
Lookup Values
See 'Datatype Lookup' above.
Auto-Complete / Type Ahead
My Home allows a field to be specified as a type ahead field. In this case, the Field is linked to a database and when the user starts typing a value, a dropdown list shows the matching entries in the database. The user can then select one of those entries.
Server Lookup Name
A unique Name for this lookup.
Database Connection String Name
Provided by CumulusPro after the initial Setup.
Please contact CumulusPro for the initial setup.
Database Table Name
The name of the table in the database contains the lookup values.
Database Value Field Name
The value that is returned to the index field after selection.
Database Description Field Name
The Database description field name is displayed to the user in My Home to select.
Database Group Field Name (optional)
This field can be used to group similar values together.
For instance, in a product catalog, it can group all items labeled as 'Tools' under one title and all 'Electrical' items under another.
Database Filter Field Name (optional)
This option filters the database based on the value from 'WF Field Name Value'.
Using this filter makes 'WF Field Name Value' a mandatory field.
WF Field Name Value (optional)
If you need the value from the 'Database Value Field Name' column (typically a database ID or key) to be stored in a separate index field, specify the name of that index field in this setting.
WF Field Name Filter
Straatos Index field that you want to filter the database with. For example: a company name, then you get a list of suppliers belonging to that Company.
Show all entries
By default, only the top 25 entries are displayed, requiring users to start typing to find specific entries. This is suitable for long lists, like Supplier Databases with thousands of entries.
If set to 'On', all entries that match the filter criteria are displayed, making it easier for users to select items, particularly with shorter lists.
Regular Expression
Under the menu Regular Expressions are two different types of easy to configure business rules combined.
Regular Expression:
used to validate formats like Account Numbers or Tax Numbers using a pattern matcher. If the input does not match the specified pattern, an error message is displayed, prompting the user to provide a correct format.
Invoke Business Rule Validation:
executes a JavaScript function that returns true or false based on the validation logic. If it returns false, an error message is displayed, and the user must correct the value. This validation can utilize complex rules from the Script Library.
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