Prerequisites

• Access to the Process (PM063) menu.
• Previously created and modeled process.
• SoftExpert Form as part of the solutions acquired by the organization.

Introduction

The association of forms with processes and activities allows structuring data collection during the execution of the flow, which ensures that the necessary information is recorded in an organized and standardized way.

In SoftExpert Process, forms can be linked to both the process and specific activities, making it possible to define which data must be provided in each step. This configuration contributes to greater control, traceability, and consistency for recorded information.

The component allows associating forms in two ways:

Directly in the process

On the process data screen, through the Configurations > Form button.

In the activity or decision of a process

See a practical example of both cases below:

Associating a form with the process

1. Access the Process (PM022) menu.

2. Locate the process in which you wish to associate the form and right-click on it.

3. Select the Open data option.

4. On the data screen, expand the Configurations button and select Form.

5. In this tab, use the buttons available on the sidebar toolbar:

	Expand this button and select one of the available options to create a web form or a responsive form and associate it directly with the process. Refer to the SoftExpert Form documentation for further details about the records.
	Click on this button to search for a previously created form in order to associate it with the process.

6. After creating or associating the form, click on the button.

Associating a form with activities and decisions

1. Access the Process (PM063) menu.

2. Locate the process that has the activity in which you wish to associate the form with and right-click on it.

3. Select the Open flowchart option.

4. On the flowchart screen, select the activity.

5. Click on the Associate forms button that will be available when selecting the activity.

6. Search for and select the form you wish to associate.

7. Click on the button.

After associating the form, if the association is being established through the activity or decision data screen, by means of the Configuration > Form button, the following options may be available:

• Select the checkbox in the Read-only column to determine whether the form will be displayed in read-only mode when executing the activity in the Workflow component. Keep the checkbox unchecked for the form to be filled out during the activity/decision execution.
• The Show form only in activity execution option allows you to display only the form on the execution screen of the activity in SoftExpert Workflow. This feature is only available when the activity has an associated form; when checked, the Association, Attribute, Checklist, File form, Requirement, Task, and Survey sections will be disabled, as these items cannot be filled out during execution.

Forms associated with the activities can be viewed through the data screen of the process to which they belong. To do so, once the process data screen is open, click on Configurations and File form.

Conclusion

Thus, the form has been successfully associated with the process or the activity/decision of the process flowchart.

The steps above are similar for all form association screens. The differences are the location and the object in which the association is taking place.