🔀OpenProcess

Where a council has IEG4’s OpenProcess product it is possible to create a task/case for a back-office user to complete from any eGovHub form without any code.

With OpenProcess you can link a form to a process simply by selecting the appropriate process you want to link it to via a drop-down unlike legacy EDMS/Workflow systems which involve the use of saving things to disk/indexing CSV files etc.

This can be used to enable back-office staff to know to work on the task but also to enable citizens to track the progress of their form where OneVu is licensed.

Creating an action

To do this access the following System Management screen and click the 'Actions' link for the form in question:

Click the 'Advanced Create' button on the next screen to then see:

Select OpenProcessRequest from the list to then choose the OpenProcess Process you want to link to:

Press save to add the action and that's it - the form will now automatically create a process when the form is submitted.

Note that Development and Test forms will both go to OpenProcess Test

Note that if Customer Account is mandatory is checked the action will only be called if the form is completed in OneVu. It's therefore always best to uncheck this for testing purposes. Or you'll need to do all forms through a OneVu Account

IMPORTANT - if a form is completed outside of OneVu and a process is kicked off, the process will not have any context of who the person completing the form is. I.e. Email address/mobile number. Therefore it is currently not possible, with eDesigner built forms, to send notifications to the citizen from an OpenProcess where it was completed outside of OneVu.

Passing form data to OpenProcess fields

Within eDesigner, where an action is already in place to create an OpenProcess per above, it is also possible to map form content to OpenProcess fields.

This is very useful because you can:

a) get rid of email inboxes managing tasks

b) ensure that the process is trackable online by citizens in OneVu

c) replace legacy back office case management apps

To pass fields into OpenProcess, when adding content there is a:

'Map to a key information field in OpenProcess'

Option as shown at the bottom of this screen here:

For fields that you are mapping from the form to the process where you only want to display the data in Open Process and use it in branching rules (i.e. you do not wish to allow users to complete the field itself in Open Process) you can create the mapping and assign the Field Id and Field Display Name from eGovHub without needing to add the field in Open Process. When the form is submitted the field will be created and the data will be stored in Open Process against the Field Id that you assigned from eGovHub.

If you have already created fields in Open Process and wish to map data to them from the form then the value that you enter in the Field Id needs to match the OpenProcess Field Code that you want to map it to.

I.e. In OpenProcess, you can set fields. In this case the Track your pothole report has four fields.

The value you need to put in the 'Field id' when mapping to a key information field in OpenProcess from eDesigner is:

Field Code in OpenProcess that should be used for the Field Id when mapping from eDesigner

This is illustrated below:

It is currently not possible to map data from the following to Open Process key information fields:

• Standard page types including the Who are you page (it is possible to map fields from a blank Who are you page)

• Check box lists where multiple items can be selected (it is possible to map fields from Radio button and Drop down lists)

• Address fields where address look up has been used

• Repeating sections