Using Forms in Process Studio

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Forms and Form templates hold and manage data in a process application. This is where you create the Support Form in a Customer Support Process Application or the Order Form in a Purchase Request Process Application.

Form templates are created and edited in the Form Editor and can be accessed directly from the Process Studio.

In Process Studio, click on the Asset Browser icon found in the bottom left corner. Under the section Form templates, you can create and edit Form templates.


Create a new Form template

  1. Click on the plus icon beside the text Templates:

  2. Give your template a name and click on the check box


  3. Your template is now created and ready to be used.

Use form data in expressions or variable references

If you want to use form data in expressions on gateways or with variable references, use the Data ID found under the form name by double-clicking on the Form template symbol.
In this example "orderForm". You can edit the Data ID under the Data Object Settings panel. The Edit button will appear when you hover over the Data Id.

Edit Form

To change the name of the Form template, simply double-click on it and you can change the name and save it.

To edit the Form template fields and layout, hover over the Form template with your mouse and click on the pen icon. This will open the Form editing tool in a new window.

The first time you edit a Form template you need to set the language and a form layout. A window with the language setting and two layout options are shown: Default layout and 2-column layout. The only difference is that the 2-column layout comes with a column layout.

Add forms to your process

Forms are the information carrier of the process and almost every process is in the need of transporting and gathering information between the users, the performers, and the systems.

To add forms to your process, you will need one or more Form templates and maybe one or more Data objects:

  • Form template - A new empty form ready to collect information from the user 
  • Data object - Information in a Form template that can be displayed or edited in a later step of the process.

Add forms to a process

  1. Start by adding a Form template to a start event, an intermediate event, or a task in your process.

    A new Data object will appear in the Asset Browser under the heading Data objects

  2. Drag and drop the Data object onto the appropriate symbol. If you drag it to a task, the object, including the information from when the Form template was created, will be visible to the user performing the task.

There is a visible difference between Form templates and Data objects:
-Form templates have an icon in the paper symbol.

-Data objects are empty.

Data input or Data output

You can set whether a form should be editable or read-only in a task by configuring the direction of the arrow between the Data object and the task. By default, the Data objects are editable, Data output. 

Data input - the form is read-only for the person viewing it in the task

Data output - the form is both readable and editable for the person viewing it in the task

To change the setting, double-click on the arrow connecting the task and the Data object and select Change direction


You can create dynamic forms that have different visible and editable areas in different tasks of the process, learn more about this in the article Process Aware Forms.  

Optional forms

Form templates can be associated with tasks. These require the user to fill in a new form or a section of a form when completing that task. These Form templates can be set to optional so that the user only fills in the form when necessary. 

This is useful when you want the user to decide if the form needs to be created and filled out. You could have multiple forms connected to the task for different usage depending on the type of instance.

All forms have support for View ModesCombine features like optional forms, and optional, hidden, or disabled fields to create dynamic forms customized to the users and performers. Read more about view modes in the article Process Aware Forms.

Label the association

Add labels to associations between Data objects and flow objects to additionally describe the process and the information relationship. The text you write on an association will also replace the text Create or Edit which is written before the name of the form in the Task View.


Data Object Settings

When performing a task, all forms connected can be viewed in the Content Folder, organized directly in the root or in subfolders depending on Sub Processes. Sometimes it can be helpful to rearrange the forms and organize them in new structures. In Process Studio there is a setting called Move Data Object for all Form templates and Data objects. This allows you to configure how the Data object should be structured after a specific task has been performed. 

How to move Data objects in the Content Folder

  1. Open the setting for the connected Form template or Data object of the task you want to reorganize the forms for.
  2. Expand the section Data Object Settings and enable Move Data Object by turning the slider to On.


  3. Write the name of your new folder or browse syntax to move the Form template/Data object. See examples below: 

Create a new folder for the Form template / Data object

Write a folder name in the input area. This can be done for a newly created Form template in order to designate a specific folder for the form to be created in.

Move a Form template / Data object up in the sub process hierarchy

Write "../" in the input area and the Form template / Data object will be moved up one step in the hierarchy of processes.

If you are creating settings for a nested sub process, i.e. you have two sub processes, you can write "../../" to move the template/object two steps up.

Combine moving the Form template / Data object up in the hierarchy and create a new folder

Use both "../" and a new folder name and the template/object will be presented one step up in the sub process, master process, and in the folder with the name you set.

I.e. "../Order details"

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