http://www.perfectforms.com/forums/ Forums for the PerfectForms.com Application en Wed, 08 Feb 2012 09:04:08 +0000 http://www.perfectforms.com/forums/topic/howwhere-do-i-set-a-role#post-2610 Tue, 31 Jan 2012 00:10:21 +0000 Dennis @ PerfectForms 2610@http://www.perfectforms.com/forums/ <p>Please see our help guide page called adding a row: <a href="http://www.perfectforms.com/Documentation/manual/html/?creating_roles.htm" rel="nofollow">http://www.perfectforms.com/Documentation/manual/html/?creating_roles.htm</a></p> <p><a href="http://www.perfectforms.com/">Workflow software, </a><a href="http://www.perfectforms.com/">Process software, </a><a href="http://www.perfectforms.com/">Procedure software</a> </p> http://www.perfectforms.com/forums/topic/howwhere-do-i-set-a-role#post-2608 Sun, 29 Jan 2012 20:26:37 +0000 hiester 2608@http://www.perfectforms.com/forums/ <p>Simple question: how do I define a role? </p> http://www.perfectforms.com/forums/topic/how-do-field-states-work#post-1950 Wed, 02 Feb 2011 20:05:31 +0000 Dennis @ PerfectForms 1950@http://www.perfectforms.com/forums/ <p>You must define roles for the workflow (in the workflow panel on the right side). The notifications must also specify the role (in the "General" tab of each notification). If that is done the user will be identified in the role when they enter the instance via the link in the notification. </p> http://www.perfectforms.com/forums/topic/how-do-field-states-work#post-1949 Wed, 02 Feb 2011 17:41:18 +0000 evelina.liu 1949@http://www.perfectforms.com/forums/ <p>Thanks again, Dennis! Yes, the display of the current stage and role does help me in understanding where the problem could be for the published form - I do have the correct stages (through the receiving of notification emails), but the roles seem to be "unspecified" for all the stages, instead of the ones that I was assuming them to be. I have defined Email Field for workflow notifications, instead of defining "workflow roles", is this the reason why the roles cannot be specified, which then caused the problem to the object states? Please be kindly advise. Thanks. </p> http://www.perfectforms.com/forums/topic/how-do-field-states-work#post-1948 Wed, 02 Feb 2011 00:30:17 +0000 Dennis @ PerfectForms 1948@http://www.perfectforms.com/forums/ <p>Of course there should not be. My inclination is to suggest that in the live instance perhaps you are not in the stage/role that you think you are. The best way to test this is to place a field for stage and one for role and when the page opens set the fields with stage and role. If that proves that you have all of the settings correct and are in the correct role and stage, please create a new support inquiry and attach the .pf file of the form. </p> http://www.perfectforms.com/forums/topic/how-do-field-states-work#post-1947 Tue, 01 Feb 2011 23:49:53 +0000 evelina.liu 1947@http://www.perfectforms.com/forums/ <p>Thank you, Dennis, what you have suggested have always been in my consideration in setting up the object states. Preview of the pages by stage/role also verifies my set up plan, but my question is why there are state differences between the View As Role/Stage preview and the actual published form in the workflow stage/role. Thanks. </p> http://www.perfectforms.com/forums/topic/how-do-field-states-work#post-1943 Mon, 31 Jan 2011 23:27:30 +0000 Dennis @ PerfectForms 1943@http://www.perfectforms.com/forums/ <p>Aside from the advice given above, I can suggest two other things to help:<br /> 1) In the properties for an object next to the state drop-down there is a small box with "..." in it. This is the state overview button. Click it to see a chart for the state of that object in every possible combination of roles and stages.<br /> 2) If you will be changing the state of an object, avoid using "default" as a setting. Use Normal instead. Default will always revert back to the last state. Normal makes it editable. </p> http://www.perfectforms.com/forums/topic/how-do-field-states-work#post-1940 Mon, 31 Jan 2011 08:57:57 +0000 evelina.liu 1940@http://www.perfectforms.com/forums/ <p>I am very glad to find this discussion regarding object states in roles/stages. Though it was from 1 year ago, but this is very relevant to my problem. I currently am struggling with object state management - I am seeing objects states differences from the "browser view" (LH ToolBar, State and Mandatory, when I "view as" certain roles at certain stages), to the published form in the corresponding stage/role. After resetting a few times, I still cannot get all the objects to work right. </p> <p>For the published forms, I am able to see the form is correctly sent through the stages that I have defined in the workflow, the URLs within the notification emails also have lead the "stage owners" to the form, but some of the objects' states on the published form just cannot be controlled as I have wished, unlike what I can see from the preview (through View As from LH menu). </p> <p>I have set all the object states based on the Tutorial's recommendation: "State Priority", with 4-level of object states review and set up in sequence. At this point, I am wondering if there is anything else I am missing, or if there are any other special tips regarding setting the object states, and how to make sure that I haven't left out anything critical, as this is really a very tedious and time-consuming process. We are currently using v. 1.18. Thanks. </p> http://www.perfectforms.com/forums/topic/urgent-refreshing-page-gets-you-to-next-stage#post-1923 Tue, 25 Jan 2011 00:06:57 +0000 Dennis @ PerfectForms 1923@http://www.perfectforms.com/forums/ <p>Control the state of your objects (the submit button especially) with the stage AND role. Make the submit button hidden or read only for all users except the person who occupies the role that you want submitting a form instance in any given stage. </p> http://www.perfectforms.com/forums/topic/urgent-refreshing-page-gets-you-to-next-stage#post-1920 Mon, 24 Jan 2011 18:05:22 +0000 sircooljoe 1920@http://www.perfectforms.com/forums/ <p>Hello,<br /> I have discovered an interesting problem with my forms.<br /> After the person submits the form, they get a pop up that says it was submitted and the browser window should close, of course IE then throws up a message that the page is trying to close do you want to? If you press your browsers refresh at either of these messages it reloads the page and you are to the next stage of the form.<br /> Ex: I requested time off. I press submit and then refresh the browser. When the page reloads I am now at the next stage (manager approval). I can then approve/deny this request (as manager). The same will happen for HR approval. So in theory I can approve my request all the way through until it completes.<br /> I have tried various differnt options to combat this, close, close browser, go to new page, but each time the browser refresh problem is there.<br /> Does anyone know how to fix this? </p> http://www.perfectforms.com/forums/topic/define-role-by-email-taken-from-a-field#post-1919 Mon, 24 Jan 2011 12:40:58 +0000 JC 1919@http://www.perfectforms.com/forums/ <p>I got it the fix just now. I can set the role in notification and uncheck send email. </p> http://www.perfectforms.com/forums/topic/define-role-by-email-taken-from-a-field#post-1918 Mon, 24 Jan 2011 12:05:15 +0000 JC 1918@http://www.perfectforms.com/forums/ <p>I had a big trouble on using "Role" by email taken from a field.</p> <p>I have a simple workflow to perform request and approval of a form. But each users has his or her own approvers. So I defined two fields, requestermail and approvermail. Then setup Requester role with the requestermail and Approver role with the approvermail by using email taken from a field.</p> <p>My challenge is that we do not want to receive email notification too often. So, I put an checkbox to deicede when submit with or without notification.</p> <p>But if I submit without notification. The approver could not obtain the approver role and become unspecific role. Therefore, the approval buttons are hidden from the approver view.</p> <p>What should I do for this case? </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1540 Thu, 24 Jun 2010 16:37:37 +0000 tmrhymer 1540@http://www.perfectforms.com/forums/ <p>Thanks, you guys are awesome. This is hands down my favorite software to use right now :). Takes RAD to new heights. </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1538 Thu, 24 Jun 2010 16:11:57 +0000 ajobling 1538@http://www.perfectforms.com/forums/ <p>I can get it on the list for the reason you suggested and also another reason where it might be required.<br /> If access to a form is provided via a link in a report then it is also possible for an unspecified user to open an instance. In such scenarios it may be useful to be able to manage the unspecified user. </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1537 Thu, 24 Jun 2010 15:54:39 +0000 tmrhymer 1537@http://www.perfectforms.com/forums/ <p>Lol I had hoped you wouldn't suggest that. That was going to be my fall back if "unspecified" couldn't be added to the list of roles. For now that will work, but would getting control of unspecified be possible in any near future releases? </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1536 Thu, 24 Jun 2010 15:26:04 +0000 ajobling 1536@http://www.perfectforms.com/forums/ <p>I can see now how the option to have the 'unspecified' role available in the list alongside the 'All' roles would help in this particular instance.<br /> I also appreciate that you found a way around it for your process but for the benefit of others who may be faced with the same, or a similar, issue they might consider creating a stage (perhaps called 'returned for changes' or 'returned to submitter') that the request is sent to if the stage 2 user decides that it has to go back to the submitter, (rather than sending it back to the default stage). The access rules can then be applied to this new stage so that only the submitter can make the changes.<br /> Hope it helps. </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1535 Thu, 24 Jun 2010 15:05:46 +0000 tmrhymer 1535@http://www.perfectforms.com/forums/ <p>Sorry, I originally started this post and wasn't getting an immediate response so i submitted a ticket later on. I see your point on only one person being able to start a form so rights at the default stage shouldn't matter for the rest of the roles, but each stage in our forms has a "reject" path that sends the form to the previous stage. So if a stage 2 user opens a form at stage 2 through an email link, and decides the submitter has forgotten to attach something or (and this is just me thinking maliciously) maybe they want to change something in the form, and they have figured out that their role has unlimited rights to change a form at the default stage. They could resubmit it if they reject it back to the default stage. They could open the link they received previously after they have rejected the form back to the submitter and before the submitter has gotten a chance to get into the form, make any changes, and resubmit the form. Now we have put things in place like a signature line that gets filled with the users name and date that clicks the submit button, and I would like to think that this is something that would be noticed fairly quickly. However, being a financial institution, it's not something we feel comfortable leaving to chance, and seems like if we could just control a field state for "unspecified" and treat it like an individual role, that would solve our problem. </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1534 Thu, 24 Jun 2010 08:47:13 +0000 ajobling 1534@http://www.perfectforms.com/forums/ <p>If you have a support ticket already started for this case then it is better to use that method to resolve the problem, especially if it looks to be version related rather than a 'how do I do this' type of question.</p> <p>I do have a comment on the 'Default' stage issue though.(This is mainly for folks who want to understand this topic a little better rather than for any possible release related issues mentioned previously).</p> <p>At the default stage (i.e. when the form instance is first opened/created) there are no roles defined (Roles are only defined when a notification is sent to someone, allocating them a role, and this only happens when the form has been submitted) so there is no point in trying to set any access rules for specific roles at the default stage.<br /> Furthermore only one person can access a form instance at the default stage; it is the person who will create the instance (who would normally be considered as the submitter/requester/applicant etc.) so the 'All Roles / Default Stage' combination would only apply to this person who is creating and submitting the form instance.</p> <p>The exception to this would be if your logic is such that you notify other users (thus allocating them roles) in a way that the form instance does not move to the next stage ... this is the only way (that I can think of) that a person with a specified role can access a form at the default stage. Although technically possible it is an unlikely scenario in most processes, and does not apply the very first time the form instance is opened/created. </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1533 Thu, 24 Jun 2010 03:58:58 +0000 tmrhymer 1533@http://www.perfectforms.com/forums/ <p>Thats what I have been attemping -</p> <blockquote><p>"Use the 'Default Stage/All Roles' combination to control the state of objects for a user starting a form." </p></blockquote> <p>But it is not working. Lets say I have a form with 4 stages and 4 roles (A Submitter and 3 approvers). If I have fields that only the submitter should be able to change at the Submitter(default) stage, I only want the submitter to be able to make changes to the field at the submitter stage. However, if I go into a fields edit state window, and set the field to be read only for all roles at that default stage except the submitter, how can i make the field editable by the starter, since the default role is "unspecified"? The only time now that I have been able to get a field in the normal state for unspecified is if a "majority" of the roles see the field in the normal state at a given stage. I showed this to CJ earlier this week. What you are saying makes sense and seemed to work fine in 1.16, but since the upgrade I have not been able to make a field normal for both my submitter role and the default unspecified role at the default stage. </p> http://www.perfectforms.com/forums/topic/setting-state-for-the-unspecified-role#post-1521 Thu, 17 Jun 2010 22:24:19 +0000 tmrhymer 1521@http://www.perfectforms.com/forums/ <p>I have some fields that need to be in the normal state when the form is in the default stage, but hypothetically it could be any stage. I only want the field to be normal for a single user. When a person is starting any form, they come into the form with the role "unspecified". How can I control how the state of objects for a user starting a form? I thought I had figured this out using the All/All stage/role combination, but now thats not working. </p> http://www.perfectforms.com/forums/topic/prohibit-editing-after-submission#post-1489 Wed, 09 Jun 2010 16:29:39 +0000 mpstratfold 1489@http://www.perfectforms.com/forums/ <p>I have a form that uses a 'save' button to allow people to continue editing later. Once they complete the form they press 'submit'. However even after submitting the form they can still edit the form. They do this by using the 'resume' link in the email that they recieved when they first saved the form.</p> <p>How can I stop people changing a form that they have submitted? I don't mind them reviewing the contents. </p> http://www.perfectforms.com/forums/topic/restricting-basic-user-access#post-1340 Wed, 07 Apr 2010 12:08:28 +0000 RayP 1340@http://www.perfectforms.com/forums/ <p>That did the trick! Thank you, Ian. </p> http://www.perfectforms.com/forums/topic/restricting-basic-user-access#post-1338 Wed, 07 Apr 2010 08:26:14 +0000 ijobling 1338@http://www.perfectforms.com/forums/ <p>The key element here is probably that your forms have EVERYONE and/or WORLD set. Remove these and set the specific users you want to see those forms and only set 'EVERYONE' on forms that you are happy for all your perfectforms users (Basic and Full users) to be able to access and 'WORLD' for forms that any users who don't have a user account need to be able to run</p> <p>See here<br /> <a href="http://www.perfectforms.com/Documentation/manual/html/d_permissions_1.htm" rel="nofollow">http://www.perfectforms.com/Documentation/manual/html/d_permissions_1.htm</a> for more detail on permissions </p> http://www.perfectforms.com/forums/topic/restricting-basic-user-access#post-1336 Tue, 06 Apr 2010 21:29:23 +0000 RayP 1336@http://www.perfectforms.com/forums/ <p>We have a bunch of Basic Users that need to access only 1 or 2 forms. I don't want them to see other forms. When I set up a test Basic User, that user is able to see a lot more forms than I want visible. I'm missing the method or process to make a form visible only to specific users or user-groups. </p> <p>Any help? Thanks! </p> http://www.perfectforms.com/forums/topic/how-to-move-the-stage-forward-if-all-i-see-is-a-blank-page#post-961 Thu, 19 Nov 2009 00:01:24 +0000 wliang 961@http://www.perfectforms.com/forums/ <p>You are the best! Ian. :) </p> http://www.perfectforms.com/forums/topic/how-to-move-the-stage-forward-if-all-i-see-is-a-blank-page#post-957 Wed, 18 Nov 2009 09:04:55 +0000 ijobling 957@http://www.perfectforms.com/forums/ <p>if you have fixed this in a later version of the form your best option would be to 'map' the data from the old versions into the new version of the form so you can then use the form with this 'fix' in place? Look at the MAP button - top right in the edit forms area as you have selected this form </p> http://www.perfectforms.com/forums/topic/how-to-move-the-stage-forward-if-all-i-see-is-a-blank-page#post-954 Tue, 17 Nov 2009 18:33:30 +0000 wliang 954@http://www.perfectforms.com/forums/ <p>I had a form end with a Stage that is just showing a blank page. Is there a way to move it forward to the next stage or at least print out the information for the current stage (3 pages before the blank page)?</p> <p>In another word, I can't view or close this form. I've fixed the problem since, but I like to retrive those instances that use this problem version. Thanks. </p> http://www.perfectforms.com/forums/topic/how-do-field-states-work#post-739 Mon, 07 Sep 2009 17:31:27 +0000 Peanuts890 739@http://www.perfectforms.com/forums/ <p>Doing my first application having gone through tutorials and videos (excellent)<br /> My workflow, behaviours, notifications all appear to work okay, however I can't get my head round the Stages and roles for field states. My application is fairly basic with the form split in to three basic areas (roles), data entry, primary approval and secondary approval. The stages are more or less the same plus an approval stage and rejected stage. I am trying to use the read only, disable, hide and normal states for the objects to limit the access depending on what stage you are at. I can get them working correctly in the form preview feature however when I use the draft mode, the state of the fields appear to have changed.<br /> Regards,<br /> Peanuts890 </p> http://www.perfectforms.com/forums/topic/security-problem-in-notification-links#post-678 Wed, 19 Aug 2009 08:51:58 +0000 ijobling 678@http://www.perfectforms.com/forums/ <p>I think you may be missing what ROLE actually is and how it can help</p> <p>Roles are defined for users as you send them a notification. it doesn't matter if that user holds a perfectforms account or not, when you set up the notification to them, you can define the role that they are to be assigned.<br /> You can then control the rights to the form objects based on that role for each stage of the form.<br /> If some other person is then accessing the form they will not have a role (where you see it as 'unspecified') and you can then control their rights to the form by using the ALL role. Look at the ALL role as being 'anyone else that may get to the form that we have not notified specifically'.<br /> Whether you use the SSO gateway or not, you can control what a person can see and do on the form based on the ROLE assigned with the ALL role being the 'anyone else'. You don't even need to do anything on the form to present the 'role' to a field (although you may do that initially in testing).</p> <p>if you do then want to change a users role, when the next submit is actioned, set up another notification to them (doesn't need to send them an email or present to the dashboard) defining that new Role and as that user then accesses the form in the future they will be prompted to select which role they wish to log into the form with. Personally I would see that being used very sparingly and only to users that are fully aware of what this means as it will be very easy for someone to not understand what they are being asked and then log in as the wrong role and be onto you when they then can't get to do the work they expect </p> http://www.perfectforms.com/forums/topic/security-problem-in-notification-links#post-676 Tue, 18 Aug 2009 20:51:53 +0000 MABrown 676@http://www.perfectforms.com/forums/ <p>I believe I now understand why the system sets roles based on notification URLs. Since unlicensed users can only be assigned a role based on an email address, and given that when a user opens the form the SSO module only returns the domain name, there is no way to correlate an unlicensed user to the email address assigned to the role. Instead, the role is tied to the URL in the notification. </p> <p>That is fine for unlicensed users; my behavior will send that username to LDAP and return the user’s email address, which I can then compare to the email address of the current role. The problem is when the notification is intended for a licensed user, where the URL is linked to the user information as well as the role. </p> <p>In our particular case, removing the World permissions is not a possibility. We need to allow both licensed and unlicensed users to access the form. We also cannot limit the system to “Domain Authentication Only” because we intend to deploy forms to users outside of the domain eventually as well. </p> <p>The idea of removing the role association from the notification and adjusting permissions based solely on the domain username is a possibility, but it will take a lot of work and is impractical, given the number of permissions in this particular form.</p> <p>Is there any way to disassociate the licensed user information from the link? I could also solve this problem if I can somehow determine if the SSO gateway was used. I tried to populate a field with the form URL to search against, but it always comes back as the non-SSO URL. (Perhaps you can also lend some insight as to why that is happening.)</p> <p>Finally, is there anyway to change the role after the instance has been opened? (Something like: If {condition is met}, role = {new Role}, else, role = “Unspecified”)</p> <p>I am currently looking into the possibility of sending a test form over. </p>