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Adding data references to forms

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Enhance your case processing by providing users with a list of data records that they can choose from when they complete a form. By using data references, you integrate the data with the cases in your application.

For example, you can reference the Vehicle data object on an accident claim form to display a list of car models.
Define a data object. For more information, see Defining the fields in a data object.
  1. In the navigation pane of App Studio, click Case types, and then click the case type that you want to open.

  2. On the Workflow tab, click Life cycle.

  3. In the Case life cycle section, click an assignment or an approval step.

  4. In the Step properties panel, click Configure view.

  5. In the dialog window, click Add field.

  6. In the Field text box, enter a unique name for the field.

  7. In the Type list, select Data reference.

  8. In the Options list, define the display mode for the data reference:

    • To indicate that users can optionally complete the field, select Optional.
    • To indicate that users need to provide a value in the field, select Required.
    • To indicate that users can only view the field, select Read-only.
  9. In the list that appears, select a data object that you want to use.

  10. In the View section, define a view for the data object:

    • To reuse a case view, select the name of the view.
    • To create a new view, select Create new view, click Open, and then add fields to the view.
    • To create a new default view, select Create default view, click Open, and then add fields to the view.

    For more information about adding fields, see Adding single-value fields to forms

  11. Configure a method for selecting prompt options by clicking the Change the search fields icon, and then performing one of the following actions:

    Choices Actions
    Provide a search box
    1. In the Select record using list, select Search box.

    2. In the Search in the following fields list, select a field that you want to include in the prompts.

    3. Optional:

      To include more fields in the prompts, click Add search field, and then repeat step 11.b.

    4. Click Submit.

    Provide a list
    1. In the Select record using list, select Drop-down list.

    2. In the Select using the following field list, select a field that you want to use.

      A value from this field populates the drop-down list.

    3. Click Submit.

  12. Click Submit.

After you add a data reference to a form, you can reuse the field because it is now a part of the data model for your case type. At runtime, your application displays the data reference as an autocomplete field, and then populates the field with a list of data records. Users can search for a data record by entering text in the field or selecting a record from a list.

  • Configuring a data reference on a form

    After you add a data reference to a form, you can configure the way that it prompts users for input. For example, you can configure the Vehicle data reference to display as a drop-down list of cars or as an autocomplete that returns a list of cars that match the value enter by the user.

  • Building forms for case types

    You capture user input in a case by building forms. When you create, configure, and organize relevant fields in a form, you can clearly communicate to users the tasks that they need to perform to process an assignment in a case.

  • Referencing data from another data object

    Create reusable data for your application and build easy to maintain forms by using a data reference.

  • Reusing fields on forms

    Save time and build forms that are convenient to maintain by referencing fields on other, existing forms. For example, you can reuse a field group to capture different user details on a new form, such as name, surname, mailing address and phone number, instead of creating separate fields for each item.

  • Referencing data from another data object

    Create reusable data for your application and build easy to maintain forms by using a data reference.

  • Adding and configuring a Multi-select list control

    You add and configure a Multi-select list control when your application users need the ability to select multiple items for a single field.

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