Description

Depending on the authorization all submitted form records will be displayed clearly in either the default view or project view. In the inbox it is also possible to change the state of form records, upload files, write comments and export form record data.

Structure

As a whole the inbox consists of three separate parts: the filte menu at the left side, the form record list and the review area. When the inbox is being opened only the filter menu and the form record list are visible. A click on a form record within the form record list opens the review area of that form record.

Filter menu

The filter menu is used for configuring how the form records are being displayed within the form record list. The following filters are provided:

Search

At the top of the filter menu there is an input field for searching forms. The arrow button to the right of the is being used to select the search type (see figure). The following search types are provided:

• Subject
  Search for form records with the given subject.
• Form
  Search for form records with the given form title.
• Form record ID
  Search for form records with the given ID ID has to be exact..
• Process ID
  Search for form records with the given process ID.
• State
  Search for form records that are in the given state.

No search filter is being applied if the input field is empty. In project views the input field is not being displayed.

View

The view selection is only available if project views have been configured (for configuring project views see My Forms > Inbox). Which form records are being displayed in the form record list and how they are being displayed depends on the selected view. There are two different types of views:

• Default
  The default view can not be configured. Depending on the users authorization all submitted form records are displayed in the form record list.
• Project views
  Project views have the names of the forms they are matched to. These views only contain form records of the appropriate form. The form records will be displayed in a data table. The number of columns depends on the view configuration (see form record list).

Filter

There are four quick filters available for configuring the form record list.

• Show all
  All form records of the current view will be displayed.
• Recently edited
  All form records that have been edited in the past 14 days will be displayed.
• Edited by me
  All form records that have been edited by the current user will be displayed.
• Created by me
  All form records that have been created by the current user will be displayed.

Inboxes

Every form record is stored in an inbox. By default this is the Default inbox. What inbox a form record should be stored in can be configured in the inbox settings of the form. By selecting inboxes only the form records within the selected inboxes will be displayed. Next to each inbox a number is diplayed showing the count of unread form records within that inbox. Is no number present than there are no unread form records. Is no inbox selected or the inbox filter is not available (because all form records are stored in the same inbox) than the form records of all inboxes will be displayed.

The inbox filter depends on the selected view. The inbox filter is available if the form records of the form record list are stored in more than one inbox. If this is not the case than the inbox filter is not available.

Submit date

The form record list can be filtered by the submit date of the form records. For this there are two input fields available:

• from
  All form records submitted from the given date will be displayed.
• until
  All form records submitted until the given date will be displayed.

No submit date filter will be applied if these fileds are empty.

Sorting

The default view of the form record list can be sorted by different criteria. If a project view is selected this field is not available. Sorting of project views is done by clicking on the column headers. The following criteria (in ascending and descending direction) are available for sorting:

• Submit date
• Last change date
• Subject
• State

More filters

More filters are provided for further refinement of the search:

• (Un-)Read
  Only (un-)read form records will be displayed.
• With/Without attachment
  Only form records with/without attachments will be displayed.
• (Not) Saved
  Only form records that are (not) saved will be displayed.
• (No) Double-Opt-In
  Only form records that are in the state Waiting for Opt-In will be displayed (see Double-Opt-In for configuration).

Form record list

All form records are displayed in the form record list depending on the set filters. There are two different views of the form record list: the default view and the project view. The view can be changed in the filter menu.
Clicking on a form record in the form record list opens it in the review area. If the review area is not visible, it will be opened by clicking on a form record. After opening a form record it will be marked as read and the font weight will be set from bold to normal. When filtering unread form records this record will be excluded. For marking a form record unread click the appropriate button   in the header of the form record list.
The form record list header consists of two button rows (see figure). On the left are form record actions and on the right are general actions.

Form record actions

Which form record actions will be displayed depends on the currently selected form records.

 Select all form records

Selects all form records based on the currently set filters. This may take a while if there is a large number of form records within the list. This checkbox is always available.

  Export

Exports all selected form records or all form records based on the currently set filters if there are no form records selected.

Example:

No form records are selected and filter is set to the inbox "Default inbox". Performing an export action will export all form records that are stored in the inbox "Default inbox". For exporting the form records of all inboxes the filter on "Default inbox" needs to be removed.

There are three different types of exporting form records:

  XML

Form record data of all form elements will be exported flat in an XML structure.

Using an optional XSL template (see figure) the exported XML can be transformed into the desired format. The appropriate template can be selected using the combobox. For further information on XSL templates look here.

  Excel

All data will be exported to an Excel file. If form records of multiple forms have been selected than a new worksheet will be created for every form within the Excel file. All values of dynamic form elements will be put into the same cell, separated by commas. If this is not desired the export option Excel (multiline) is recommended.
The column names of the resulting Excel file may configured using the following options:

• Name of the form element
  The element names that are used in the Xima® Formcycle Designer will be used for the Excel columns (e.g.: tf1, sel1, ...).
• Alias of the form element
  The element alias that is used in the Xima® Formcycle Designer will be used for the Excel columns.
• Column name of the data table
  The column names that have been set in the inbox configuration will be used for the Excel columns. This selection is only available in the project views.

  Excel (multiline)
This Option is not available in project views.
The export works the exact same way as the simple Excel export, except that the values of dynamic form elements will be put into separate rows.

 Move

Clicking the move button (see figure) opens a dialog in which the desired inbox must be chosen. All selected form records will be moved to that inbox after confirming. Moving form records does not trigger any action of the workflow.

 /  (Un-)Read

Clicking the Read or Unread button markes the selected form records as read or unread.

 Delete

Clicking this button deletes the selected form records. This function is only available if all selected form records are deletable. A form record is deletable if the state, it is currently in, allows for it to be deleted. In the state configuration or access configuration the option Form records can be deleted or Form records deletable needs to be activated in order for the form record to be deletable. If this is not the case the form record can not be deleted.

General action

On the right side of the form record list header there are a number of general actions which are always available:

 New form record

Opens up a menu through which existing forms may be called for submitting new form records.

  Refresh

Refreshs the view.

/ Position of the review area

Toggles the position of the review area. The review area can be positioned at the right side or bottom of the window.

Default view

In contrast to the project views and depending on the set filters, all form records are being displayed in the default view. Form records with attachments are marked by a paperclip icon (see figure). Clicking the icon opens the attachment page of the form record directly. Every record entry consists of the subject, submit date, state as well as the inbox (in blue, see figure). Clicking the inbox sets an inbox filter.

Project view

Project views are data table views which are available as soon as display columns have been configured for the form (see Form > Inbox). The values of the configured form elements as well as additional form information will be displayed in the data table. Every column can be filtered and sorted. Form records containing attachments are marked by a paperclip icon (see figure). Clicking the icon opens the attachment page of the form record directly.

Review area

Per Mausklick ausgewählte Vorgänge werden im Lesebereich des Posteingangs dargestellt. Im Lesebereich können die eingegebenen Daten eingesehen und eine Reihe von Aktionen auf dem Vorgang ausgeführt werden. Der Lesebereich unterteilt sich in den Kopf- und Inhaltsbereich (siehe Abbildung).

Der Kopfbereich dient der Navigation und Steuerung des selektierten Vorgangs. Er unterteilt sich in Titelleiste, Navigationsleiste und Aktionsleiste. Abhänging von der Auswahl in der Navigationsleiste werden die Vorgangsdaten im Inhaltsbereich aufbereitet dargestellt.

Titelleiste

Die Titelleiste stellt Informationen über den Vorgang zur Verfügung. Links steht der Betreff des ausgewählten Vorgangs. Rechts sind drei Buttons zu finden:

•   Details
  Klappt die Kopfzeile auf, um weitere Vorgangsinformationen darzustellen (siehe Abbildung).
• Öffnen in neuem Tab
  Öffnet den aktuellen Vorgang in einem neuen Tab.
• Schließen
  Schließt den Lesebereich

Navigationsleiste

Die Navigationsleiste bietet eine Reihe von Reitern, welche der Navigation im Vorgang dienen. Abhängig vom gewählten Navigationsreiter ändern sich die verfügbaren Aktionen in der Aktionsleiste sowie der Inhaltsbereich.

• Formularseite
  Ein Klick auf diesen Reiter zeigt das ausgefüllte Formular. Besitzt das ausgewählte Formular mehrere Seiten, welche der Benutzer im aktuellen Status aufrufen kann, ist es möglich die Formularseite über das Ausklappen-Icon   am Seitenreiter zu wechseln. Es ist zudem möglich alle Seiten anzuzeigen (siehe Abbildung).
  In einigen Fällen sollen jedoch auch bei Klick auf Alle Seiten einige Seiten weiterhin ausgeblendet werden. Um dies zu ermöglichen kann im Designer an Elementen, die nicht eingeblendet werden sollen, dass Atrribut force_summary_hiden vergeben werden.
  Unter diesem Reiter sind folgende Vorgangsaktionen möglich:
  • Statuswechsel
  •   Speichern
  • Löschen
  • Erweiterte Optionen
• Daten als Tabelle
  Die abgesendeten Formulardaten werden als Tabelle dargestellt.
• Verlauf
  Zeigt den Verlauf des Vorgangs. Im Verlauf werden Statuswechsel, ausgeführte Aktionen, angehangene Dateien, etc. protokoliert. Unter diesem Reiter sind folgende Vorgangsaktionen möglich:
  • Eintrag hinzufügen
• Anhänge
  Besitzt der Vorgang Anhänge, wird dieser Reiter dargestellt, welcher Zugriff auf die Anhänge des Vorgangs ermöglicht.
  • (De-)Selektion aller Vorgänge
  •   Download
  • Anhänge löschen

Aktionsleiste

• Statuswechsel
  Wechselt den Status des Vorgangs, wobei Änderungen im Formular gespeichert und die Aktionen des gewählten Status ausgeführt werden. Diese Aktion steht nur zur Verfügung, wenn der Status vom Nutzer gewechselt werden kann. Der Status kann nur gewechselt werden, wenn:
  • der ausgewählte Vorgang in seinem aktuellen Status einen Folgestatus besitzt
  • in den Formulareinstellungen definiert wurde, dass ein Statuswechsel für Vorgänge dieses Formulars durch den aktuellen Benutzer möglich ist
•   Speichern
  Speichert Änderungen im Formular.
• Löschen
  Löscht den Vorgang und schließt den Lesebereich anschließend.
• Erweiterte Optionen
  Öffnet einen Dialog, welcher erweiterte Vorgangsänderungen ermöglicht:
  • Formulardatenkorrigieren: Speichert Änderungen im Formular mit der Option die Formulardaten (nicht) zu validieren.
  • Aktionen des aktuellen Status erneut ausführen: Führt die Aktionen des aktuellen Status erneut aus. Dabei kann konfiguriert werden, ob Änderungen im Formular gespeichert und validiert werden sollen.
  • Statuswechsel: Analog zum normalen Statuswechsel, wobei konfiguriert werden kann, ob die Aktionen des Zielstatus ausgeführt werden sollen und ob Änderungen im Formular gespeichert und validiert werden sollen.
• Eintrag hinzufügen
  Öffnet einen Dialog, welcher es ermöglicht dem Vorgang Protokolleinträge bzw. Bemerkungen hinzuzufügen. Protokolleinträge werden im Verluaf des Vorgangs dargestellt. Ausgewählte Datein werden an den Vorgang angehangen.
•   Download von Anhängen
  Lädt die ausgewählten Anhänge herunter.
• Anhänge löschen
  Löscht die ausgewählten Anhänge.