Flokzu is first and foremost a document management tool. So an important part of creating a process in Flokzu is the process form definition.

You can think of the form as the structure of the document that travels between different members of your organization in order to complete the process. The fields included in the form will allow you to gather the necessary information throughout all stages of the process. The document that the users must complete on the Web App will consist of these fields and attachments.

The form is defined once when you create the process and it must contain all required fields. While only certain fields should be visible in certain stages, you should include them all in the form definition. You can set the visibility later on.

For example: Suppose you decide to create a selection process. One possible form definition is the following:

The first set of fields (under the title “Candidate Information”) should be completed during the application (at the initial stage when creating the document). If the candidate’s profile is interesting, you may want to conduct an interview. In this case the interviewer must complete the other set of fields (under the title “Initial Interview”). While the fields are used at different stages of the process, they must all be included in the definition of the form. The visibility settings will be defined later on.

To add a new field, click here:

Then you must complete the following information:

The field name is mandatory and will indicate the name of that field in the document. For example, in the selection process the name of the first field is “Candidate Information”.

The description is optional. If you decide to provide a description, it will be displayed to help the user complete the field. A possible description could be “Enter here the years of experience in similar positions”.

The default value is also optional. If completed, the field will be preset with it.

The data type lets you choose among the following options:

• Fields Separator: It’s not a fillable field. You can use it to separate set of fields in the document.
• Text: single line text
• Text area: for multiple lines
• Integer numer
• Decimal number
• Date
• Time
• Multiple Choice: You must enter the different multiple choice values. Users can select only one option.
• Link
• True or False
• Multiselect list: You must enter the different list values. Users can select multiple options.

Then you must set the visibility of the field when creating the document. Here you can only set the visibility at the initial stage of the process. You can choose among the following options:

• Hidden: the field is not displayed at the initial stage.
• Read-only: users can view the field but cannot edit it.
• Editable: users can edit the field.
• Required: users cannot complete the task until they have filled in the field.

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