We are assuming that you are only going through these instructions because you downloaded a form and/or workflow from our Form and Flow Factory (http://www.novell.com/communities/coolsolutions/formandflowfactory). This walkthrough will explain how to:
- Import forms and workflows into Teaming
- Give a brief explanation of the customization process (with more detailed explanations in upcoming walkthroughs)
- Deploy the newly downloaded form and workflow in a folder on any given workspace within Teaming 1 by demonstrating how to create a folder template.
Let the games begin:
You must log into Teaming 1 as an administrator. You will begin in a screen we know as the "portal." It will look like this:
Take a look at the area I’ve highlighted. Select the "Import definitions" selection.
The import screen looks just like this.
Simply click "Browse…" and locate the .zip file that you downloaded from the Form and Flow Factory, and click OK.
Now we have to make sure this form is exactly what you wanted. Return to the portal by clicking the "Close" button.
Expand "Form and view designers" and Click "Entry designer". This is your warehouse for forms, where you will find your imported definitions.
Note: Workflows will not be found under Entry designer.
Here is the link: http://www.novell.com/communities/coolsolutions/formandflowfactory
I have to say as well that not all form definition entries are organized the exact same. Having said all of that, let’s begin.
After clicking "Entry designer" you should be looking at a screen like the one below.
This is the list of your form definitions both created and imported. You will now need to locate the form you just imported and select it by clicking over its name.
Below is what the form edit screen looks like. The top (in red) is used to add, move, remove, and modify form elements. The bottom (in green) is a preview of what it will look like.
Note: I know that the title may look a little funny but that is only in this screen. Deployed it should look just fine.
This is where you will add, remove, move, and/or edit any of the entries present in the form. Let’s run through an example of each.
Click "Form" under the "Entry form definitions" selection and you will see the following choices.
You can probably guess which to choose, but in case you don’t know I will tell you.
Click "Add". And now you have a whole range of choices. The video tutorials show how to add a number of elements to your form so, as far as adding new elements goes, I will let you just enjoy.
Similar to the previous instruction you will navigate down the ladder. Entry form definition > Form > HTML – Background (we’ll have some fun with this later) where you will then need to locate the element you wish to remove. All elements may be deleted except "Attachment" and "Title". The attachment element may be hidden. After selecting the desired elements simply click "Delete".
This will require you to select "Move". You will then be asked to "Click the new location for your item" You will locate and select where you would like the element to move to. Once selected, you will be given the option to move it above, below, or into the element you have just selected. The "Move into the selected item" option is very useful for organizing your form. You can move elements into tables, boxes, HTML, field sets, and many other design elements.
This should be a very important help to you in customizing your forms to meet the needs of your specific business, government body, school, or group.
We will start by Clicking "HTML – Background" under "Form" under the "Entry form definitions" selection and you will see the following choices.
Select "Modify" and you will be shown the following:
On any normal definition the ‘Caption’ is displayed to the user as the name of the field or input. This is not the case for an HTML element; the ‘Name’ is required to create this definition.
This is the fun part. You will need to be somewhat familiar with HTML in order to customize your form using this element.
You will notice the selected font is "century gothic", The title is aligned to the left, and even the width of the table is defined as 900 (pixels). These can all be changed.
You may also consider adding some color.
Just add the tag:
Bgcolor = "#FFFFFF" for a white background. Other color codes can be found on the internet.
If you only wish to change the name the user sees you will need to change ‘Caption’.
Important Editing Note:
You cannot continue to deployment until you change your Entry view definitions to match your Entry form definitions. For any form element you just edited you must find the corresponding view element. These are found in the entry designer here (yellow):
If you added a new element inside the Entry form definition you must Add that element under Entry View definition (highlighted above in yellow) by clicking Entry view definition and then Add where you will find a list of all of the form elements in alphabetical order. Simply select the element you just created and select OK. Feel free to move the elements where ever you would like within the Entry view definition.
You will NOT see a sample/example of how the view will appear.
If you modified an existing form element you must locate, select, and modify the same element under Entry view definition.
If you removed a form element you must locate, select, and delete the same element under Entry view definition.
Please send questions or concerns to firstname.lastname@example.org
You should now be ready to deploy. We are so happy that you have made it this far and hope that the experience has been all you have ever dreamed it could be. The next few pages will guide you through creating a folder template to house your form and workflow, and deployment of that template.
Return to your portal. If you don’t remember how this is done simply locate this symbol near the top right of your page.
Now you are looking to select "Manage workspace and folder templates" as shown in the graphic to the left.
The "folder" option should already be selected for you. Click on "Add"
Give your folder template a title and if you are really ambitious, a description (we recommend this to keep things organized and professional.)
Click "Add" again.
Select the Icon you want to represent you folder and select "OK"
Now select Configure under the "Manage this target" tab.
Scroll down and select the entry type (form – highlighted in red) that you will need.
Workflow Disclaimer: It is very important to understand that we have not yet edited the workflow. This can be a very powerful tool in your business. You will need to first analyze your organization to determine specific needs. In some instances we have created a general workflow. You will need to assign responsibility of each state based on your own organization. We hope that the workflow creation video tutorial and our general workflow creation instructions will be helpful in unlocking the powerful potential of the teaming workflow.
Scroll down even further and select the workflow (highlighted in green) that you will need. In this case we are using Document review. Then use the drop down box to associate the specific form with the specific workflow. Click "Apply".
After clicking "Close" twice you should be able to scroll down and see your newly created template awaiting deployment on any workspace you chose.
At this point select "Close"
You are almost done. The template must be deployed in a workspace with the workflow to actually function. This will be demonstrated on the next page.
You will need to use this workspace tree to find the workspace you wish to have your newly created template. We are looking for the Team Workspace called "My Business Workspace" (the name is a work in progress). Select it.
Find the "Manage" tab and select "Add new folder" as shown here to the right.
Find and select your newly created imported Catering Request template and click OK
Notice that your workspace now has a handy dandy Catering Request folder. You are ready and deployed. Come back with your next download and we’ll see if we can help you out again.