Use Forms-centric AEM Workflows - Step Reference to automate business processes forms-centric-workflow-on-osgi-step-reference

Create business processes, post-submission workflows, and backend workflows to manage enrollment processes.

Create and assign tasks to a user or group.

Use Adobe Sign in an AEM Workflow to send a document for signing.

Generate a Document of Record on-demand or on form submission.

Connect a workflow model with various data sources to easily save and retrieve data.

Use the email step to send notification emails and other attachments on completion of an action and at the start or completion of a workflow.

Title: Title of the task. The title is displayed in the AEM Inbox.

Description: Explanation of the operations being performed in the task. This information is useful for other process developers when you are working in a shared development environment.

Thumbnail Path: Path of the task thumbnail. If no path is specified, for an Adaptive Form a default thumbnail is displayed and for Document of Record, a default icon is displayed.

Workflow Stage: A workflow can have multiple stages. These stages are displayed in the AEM Inbox. You can define these stages in the properties of the model (Sidekick > Page > Page Properties > Stages).

Priority: Selected priority is displayed in the AEM Inbox. The available options are High, Medium, and Low. The default value is Medium.

Due Date: Specify the number of days or hours after which the task is marked overdue. If you select Off, then the task is never marked overdue. You can also specify a time-out handler to perform specific tasks after the task is overdue.

Days: The number of days before which the task is to be completed. The number of days are counted after the task is assigned to a user. If a task is not complete and crosses the number of days specified in the Days field, then if it is selected, a timeout handler is triggered after the due date.

Hours: The number of hours before which the task is to be completed. The number of hours are counted after the task is assigned to a user. If a task is not complete and crosses the number of hours specifies in the Hours field, then if it is selected, a timeout handler is triggered after the due hours.

Time-out after Due Date: Select this option to enable the Timeout Handler selection field.

Timeout Handler: Select the script to be executed when the assign task step crosses the due date. Scripts placed in the CRX-repository at [apps]/fd/dashboard/scripts/timeoutHandler are available for selection. The specified path does not exist in crx-repository. An administrator creates the path before using it.

Highlight the action and comment from the last task in Task Details: Select this option to display the last action that was taken and comment received on the task details section of a task.

Type: Choose the type of document to be filled when the workflow is started. You can choose an Adaptive Form, read-only Adaptive Form, a non-interactive PDF document.

Use Adaptive Form: Specify the method to locate the input Adaptive Form. This option is available if you select Adaptive Form or Read-only Adaptive Form from the Type drop-down list. You can use the Adaptive Form submitted to the workflow, available at an absolute path, or available at a path in a variable. You can use a variable of type String to specify the path.
You can associate multiple Adaptive Forms with a workflow. As a result, you can specify an Adaptive Form on the runtime using the available input methods.

Adaptive Form Path: Specify the path of the Adaptive Form. You can use the Adaptive Form that is submitted to the workflow, available at an absolute path, or retrieve the Adaptive Form from a path stored in a variable of string data type.

Select input PDF using: Specify the path of a non-interactive PDF document. The field is available when you choose a non-interactive PDF document in the Type field. You can select the input PDF using the path that is relative to the payload, saved at an absolute path, or using a variable of Document data type. For example, [Payload_Directory]/Workflow/PDF/credit-card.pdf. The path does not exist in crx-repository. An administrator creates the path before using it. You require a Document of Record option enabled or form template based Adaptive Forms for using the PDF Path option.

For completed task, render the Adaptive Form as: When a task is marked complete, you can render the Adaptive Form as a read-only Adaptive Form or a PDF document. You require a Document of Record option enabled or form template based Adaptive Forms for rendering the Adaptive Form as Document of Record.

Pre-populated: The following fields listed below serve as inputs to the task:

• Select input data file using: Path of input data file (.json, .xml, .doc, or form data model). You can retrieve the input data file using a path that is relative to the payload or retrieve the file stored in a variable of Document, XML, or JSON data type. For example, the file contains the data submitted for the form through an AEM Inbox application. An example path is [Payload_Directory]/workflow/data.

• Select input attachments using: Attachments available at the location are attached to the form associated with the task. The path can be relative to the payload or retrieve the attachment stored in a variable of a document. An example path is [Payload_Directory]/attachments/. You can specify attachments placed relative to the payload or use a document type (Array list > Document) variable to specify an input attachment for the Adaptive Form.

• Request Attribute Mapping: Use the Request Attribute Mapping section to define the name and value of the request attribute. Retrieve the details from the data source based on the attribute name and value specified in the request. You can define a request attribute value using a literal value or a variable of String data type.

Submitted information: The following fields listed below serve as output locations to the task:

• Save output data file using: Save the data file (.json, .xml, .doc, or form data model). The data file contains information submitted through the associated form. You can save the output data file using a path that is relative to the payload or store it in a variable of Document, XML, or JSON data type. For example, [Payload_Directory]/Workflow/data, where data is a file.
• Save attachments using: Save the form attachments provide in a task. You can save the attachments using a path that is relative to the payload or store it in a variable of array list of Document data type.
• Save Document of Record using: Path to save a Document of Record file. For example, [Payload_Directory]/DocumentofRecord/credit-card.pdf. You can save the Document of Record using a path that is relative to the payload or store it in a variable of Document data type. If you select the Relative to Payload option, The Document of Record is not generated if the path field is left empty. This option is available only if you select Adaptive Form from the Type drop-down list.

Assignee > Assign options: Specify the method to assign the task to a user. You can dynamically assign the task to a user or a group using the Participant Chooser script or assign the task to a specific AEM user or group.

Participant Chooser: The option is available when the Dynamically to a user or group option is selected in the Assign options field. You can use an ECMAScript or a service to dynamically select a user or a group. For more information, see Dynamically assign a workflow to the users and Creating a custom Adobe Experience Manager Dynamic Participant step.

Participants: The field is available when the com.adobe.granite.workflow.core.process.RandomParticipantChooser option is selected in the Participant Chooser field. The field lets you select users or groups for the RandomParticipantChooser option.

Assignee: The field is available when the com.adobe.fd.workspace.step.service.VariableParticipantChooser is selected in the Participant Chooser field. The field lets you select a variable of String data type to define the assignee.

Arguments: The field is available when a script other than the RandomParticipantChoose script is selected in the Participant Chooser field. The field lets you provide a list of a comma-separated argument for the script selected in the Participant Chooser field.

User or Group: The task is assigned to a selected user or group. The option is available when the To a specific user or group option is selected in the Assign options field. The field lists all the users and groups of the workflow-users group.
The User or Group drop-down menu lists the users and groups that the logged-in user has access to. The username display depends on if you have access permissions on the users node in the crx-repository for that particular user.

Send Notification Email: Select this option to send email notifications to the assignee. These notifications are sent when a task is assigned to a user or a group. You can use the Recipient Email Address option to specify the mechanism to retrieve the email address.

Recipient Email Address: You can store an email address in a variable, use a literal to specify a permanent email address, or use the default email address of the assignee specified in the profile of the assignee. You can use the literal or a variable to specify the email address of a group. The variable option is helpful in dynamically retrieving and using an email address. The Use default email address of the assignee option is only for a single assignee. In this case, the email address stored in the assignees user profile is used.

HTML Email Template: Select the email template for the notification email. To edit a template, modify the file located at /libs/fd/dashboard/templates/email/htmlEmailTemplate.txt in crx-repository.

Allow Delegation To: AEM Inbox provides an option to the logged in user to delegate the assigned workflow to another user. You are allowed to delegate within the same group or to the workflow user of another group. If the task is assigned to a single user and the allow delegation to members of the assignee group option is selected, then it is not possible to delegate the task to another user or group.

Share Settings: AEM Inbox provides options to share a single or all the tasks in the inbox with another user:

• When the Allow assignee to share explicitly in inbox option is selected, the user can select the task in AEM Inbox and share it with another AEM user.
• When the Allow assignee to share via inbox sharing option is selected and users share their Inbox items or allows other users to access their Inbox items, only tasks with the previously mentioned option enabled are shared with other users.
• When the Allow assignee to delegate using ‘Out of Office’ settings is selected. The assignee can enable the option to delegate the task to other users along with other Out of Office options. Any new tasks assigned to the out-of-office user are automatically delegated (assigned) to the users mentioned in out-of-office settings.

It allows other users to pick assignees tasks while is out of the office and unable to work on assigned tasks.

Actions > Default Actions: Out of the box, Submit, Save, and Reset actions are available. All the default actions are enabled, by default.

Route Variable: Name of the route variable. The route variable captures custom actions that a user selects in the AEM Inbox.

Routes: A task can branch to different routes. When selected in AEM Inbox, the route returns a value and the workflow branches based on the selected route. You can either store routes in a variable of array of String data types or select Literal to add routes manually.

Route Title: Specify the title for the route. It is displayed in the AEM Inbox.

Coral Icon: Specify an HTML attribute of a coral icon. Adobe CorelUI library provides a vast set of touch-first icons. You can choose and use an icon for the route. It is displayed along with the title in the AEM Inbox. If you store the routes in a variable, the routes use a default ‘Tags’ coral icon.

Allow assignee to add comment: Select this option to enable comments for the task. An assignee can add the comments from within the AEM Inbox at the time of task submission.

Save comment in variable: Save the comment in a variable of String data type. This option displays only if you select the Allow assignee to add comment checkbox.

Allow assignee to add attachments to the task: Select this option to enable attachments for the task. An assignee can add the attachments from within the AEM Inbox at the time of task submission. You can also limit the maximum size (Maximum File Size) of an attachment. The default size is 2 MB.

Save output task attachments using: Specify the location of the attachment folder. You can save output task attachments using a path relative to the payload or in a variable of an array of document data types. This option displays only if you select the Allow assignee to add attachments to the task checkbox and select Adaptive Form, Read-only Adaptive Form, or Non-interactive PDF document from the Type drop-down list in the Form/Document tab.

Use custom metadata: Select this option to enable the custom metadata field. Custom metadata is used in email templates.

Custom Metadata: Select a custom metadata for the email templates. The custom metadata is available in crx-repository at apps/fd/dashboard/scripts/metadataScripts. The specified path does not exist in crx-repository. An administrator creates the path before using it. You can also use a service for the custom metadata. You can also extend the WorkitemUserMetadataService interface to provide custom metadata.

Show Data from Previous Steps: Select this option to enable assignees to view previous assignees, action already taken on the task, comments added to the task, and Document of Record of the completed task, if available.

Show Data from Subsequent Steps: Select this option to enable the current assignee to view the action taken and comments added to task by subsequent assignees. It also allows the current assignee to view a Document of Record of the completed task, if available.

Visibility of data type: By default, an assignee can view a Document of Record, assignees, action taken, and comments that previous and subsequent assignees have added. Use the visibility of data type option to limit the type of data visible to the assignees.

Literal: Use the option when you know the exact value to specify. For example, example@example.com.

Workflow Metadata: Use the option when the value to use is saved in a workflow metadata property. After selecting the option, enter the metadata property name in the empty text box below the Workflow Metadata option. For example, emailAddress.

Image: Use the option to embed an image to the email. After selecting the option, browse and choose the image. The image option is available only for the image tags (<img src=“*”/>) available in the email template.

Title: Title of the step. It helps identify the steps in the workflow editor.

Description: Explanation useful for other process developers when you are working in a shared development environment.

Form Data Model Path: Browse and select a Form Data Model present on the server.

Errors and Validations: The option lets you capture error messages and specify validation options for data retrieved and sent to data sources. With these changes, you can ensure data passed to the Invoke Form Data Model Service step adheres to the data constraints defined by the data source. For more details, see Automated validation of input data

Validation level: There are three categories of validations: Basic, Full, and OFF:

• Full: All the constraints are validated.
• Basic: Only required and nullable constraints
• OFF: No validation takes place.

Terminate Workflow on Failure: When a constraint fails to validate, the workflow is stopped.

Store Error Code in Variable: You can store an error code in a String type variable.

Store Error Message in Variable: You can store an error message in a String type variable.

Store Error Details in Variable: You can store an error detail in a JSON type variable.

Service: List of the services that the selected Form Data Model provides.

Input for services > Provide input data using literal, variable, or workflow metadata, and a JSON file: A service can have multiple arguments. Select the option to obtain the value of the service arguments from a workflow metadata property, a JSON object, a variable, or directly enter the value in the provided text box:

• Literal: Use the option when you know the exact value to specify. For example, srose@we.info.

• Variable: Use the option to retrieve the value stored in a variable.

• Retrieve from Workflow Metadata: Use the option when the value to use is saved in a workflow metadata property. For example, emailAddress.

• Relative to Payload: Use the option to retrieve the file attachment saved at a path relative to the payload. Select the option and specify either the folder name which includes the file attachment or specify the file attachment name in the text box.

  For example, if the Relative to Payload folder in the CRX repository includes a file attachment at the attachment\attachment-folder location, specify attachment\attachment-folder in the text box after selecting the Relative to Payload option.

• JSON Dot Notation: Use the option when the value to use is in a JSON file. For example, insurance.customerDetails.emailAddress. The JSON Dot Notation option is available only if Map input fields from the input JSON option are selected.

• Map input fields from input JSON: Specify the path of a JSON file to obtain the input value of some service arguments from the JSON file. The path of the JSON file can be relative to the payload, an absolute path, or you can select an input JSON document using a variable of JSON or Form Data Model type.

Input for services > Provide input data using variable or a JSON file: Select the option to obtain values for all the arguments from a JSON file saved at an absolute path, at a path relative to the payload, or in a variable.

Select Input JSON document using: The JSON file containing values for all the service arguments. The path of the JSON file can be relative to the payload or an absolute path. You can also retrieve the input JSON document using a variable of JSON or Form Data Model data type.

JSON Dot Notation: Leave the field blank to use all the objects of the specified JSON file as input for service arguments. To read a specific JSON object from the specified JSON file as input for service arguments, specify dot notation for the JSON object, for example, If you have a JSON similar to the one listed at the start of the section, specify insurance.customerDetails to provide all the details of a customer as input to the service.

Output of service > Map and write output values to variable or metadata: Select the option to save the output values as properties of the workflow instance metadata node in crx-repository. Specify the name of the metadata property and select the corresponding service output attribute to be mapped with the metadata property, for example, map the phone_number returned by output service with the phone_number property of workflow metadata. Similarly, you can store the output in a variable of Long data type. When you select a property for the Service output attribute to be mapped option, only variables capable of storing data of the selected property are populated for the Save the output to  option.

Output of service > Save output to variable or a JSON file: Select the option to save the output values in a JSON file at an absolute path, at a path relative to the payload, or in a variable .

Save Output JSON document using below options: Save the output JSON file. The path of the output JSON file can be relative to the payload or an absolute path. You can also save the output JSON file using a variable of JSON or Form Data Model data type.

Agreement Name: Specify the title of the agreement. The agreement name becomes part of the subject and body text of the email sent to the signers. You can either store the name in a variable of String data type or select Literal to add the name manually.

Locale: Specify the language for the email and verification options. You can either store the locale in a variable of String data type or select Literal to choose the locale from the list of available options. You must define the locale code while storing the value for the locale in a variable. For example, specify en_US for English and fr_FR for French.

Adobe Sign Cloud Configuration: Choose an Adobe Sign Cloud Configuration. If you have not configured Adobe Sign for AEM Forms, see Integrate Adobe Sign with AEM Forms.

Select Document to be signed using: You can choose a document from a location relative to the payload, use the payload as the document, specify an absolute path of the document, or retrieve the document stored in a variable of Document data type.

Days Until Deadline: A document is marked due (passed deadline) after there is no activity on the task for the number of days specifies in the Days Until Deadline field. The number of days are counted after the documentation is assigned to a user for signing.

Reminder Email Frequency: You can send a reminder email at a daily or weekly interval. The week is counted from the day the documentation is assigned to a user for signing.

Signature Process: You can choose to sign a document in a sequential or a parallel order. In sequential order, one signer receives the document at a time for signing. After the first signer completes signing the document, the document is sent to the second signer, and so on. In parallel order, multiple signers can sign a document at a time.

Redirection URL: Specify a redirection URL. After the document is signed, you can redirect the assignee to a URL. Usually, this URL contains a thank you message or further instructions.

Workflow Stage: A workflow can have multiple stages. These stages are displayed in the AEM Inbox. You can define these stages in the properties of the model ( Sidekick > Page > Page Properties > Stages).

Select Recipients: Specify the method to choose recipients for the document. You can dynamically assign the workflow to a user or a group or manually add details of a recipient. When you select Manually in the drop-down list, you add recipient details such as Email, Role, and Authentication method.

Script or service to select recipients: The option is available only if you select the Dynamically option in the Select Recipients field. You can specify an ECMAScript or a service to choose signers and verification options for a document.

Recipient Details: The option is available only if the Manually option is selected in the Select Recipients field. Specify an email address and choose an optional verification mechanism. Before selecting a 2-step verification mechanism, ensure that the corresponding verification option is enabled for the configured Adobe Sign account. You can use a variable of String data type to define values for Email, Country Code, and Phone Number fields. The Country Code and Phone Number fields are display only if you select Phone Verification from the 2-step verification drop-down list.

Signed Document: You can save the status of the Signed Document to Variable. To add an electronic signature audit trail for greater security and legality to your Signed Document, you can Include Audit Report. You can save the Signed Document using the Variable or Payload folder.

Select template file using: Specify the path of the template file. You can select the template file using the path that is relative to the payload, saved at an absolute path, or using a variable of Document data type. For example, [Payload_Directory]/Workflow/data.xml. If the path does not exist in crx-repository, an administrator can create the path before using it. Moreover, you can also accept the payload as the input data file.

Select data document using: Specify the path of an input data file. You can select the input data file using the path that is relative to the payload, saved at an absolute path, or using a variable of Document data type. For example, [Payload_Directory]/Workflow/data.xml. If the path does not exist in crx-repository, an administrator can create the path before using it.

Printer Format: A Print Format value that specifies the page description language to use, when an XDC file is not provided, to generate the output stream. If you provide a literal value, select one of these values:

• color PCL: Use the option to specify an XDC file for PCL.
• Generic PostScript: Use the option to specify a generic XDC file for PostScript.
• ZPL 300 DPI: Use ZPL 300 DPI. The zpl300.xdc is used.
• ZPL 600 DPI: Use ZPL 600 DPI. The zpl600.xdc file is used.
• IPL 300 DPI: Use IPL 300 DPI. The ipl300.xdc is used.
• IPL 400 DPI: Use IPL 400 DPI. The ipl400.xdc file is used.
• TPCL 600 DPI: Use TPCL 600 DPI. The tpcl600.xdc file is used.
• PostScript Plain: Use the option to specify a plain text XDC file for PostScript.
• DPL300DPI: Use DPL 300 DPI. The dpl300.xdc is used.
• DPL400DPI: Use DPL 400 DPI. The dpl400.xdc is used.
• DPL600DPI: Use DPL 600 DPI. The dpl600.xdc is used.
• HP_PCL_5e: Use the option to support multiple Canon devices.

Select Content Root location using: Content root is a string value that specifies the URI, absolute reference, or location in the repository to retrieve relative assets used by the form design. For example, if the form design references an image relatively, such as ../myImage.gif, myImage.gif must be at repository://. The default value is repository://, which points to the root level of the repository.

When you pick an asset from your application, the Content Root URI path must have the correct structure. For example, if a form is picked from an application named SampleApp, and is placed at SampleApp/1.0/forms/Test.xdp, the Content Root URI must be specified as repository://administrator@password/Applications/SampleApp/1.0/forms/, or repository:/Applications/SampleApp/1.0/forms/ (when authority is null). When the Content Root URI is specified this way, the paths of all referenced assets in the form are resolved against this URI.

Select XCI file using: XCI files are used to describe fonts and other properties that are used for form design elements. You can keep an XCI file relative to the payload, at an absolute path, or using a variable of Document data type.

Locale: Specifies the language used for generating the PDF document. If you provide a literal value, select a language from the list or select one of these values:

• To use server default:
  (Default) Use the Locale setting configured on the AEM Forms Server. The Locale setting is configured using the Administration Console. (See Designer Help.)

• To use custom value:
  Type the Locale code in the literal box or select a string variable containing the locale code. For a complete list of supported locale codes, see https://docs.oracle.com/javase/1.5.0/docs/guide/intl/locale.doc.html.

Copies: An integer value that specifies the number of copies to generate for the output. The default value is 1.

Duplex Printing: A Pagination value that specifies whether to use two-sided or single-sided printing. Printers that support PostScript and PCL use this value. If you provide a literal value, select one of these values:

• Duplex Long Edge: Use two-sided printing and print using long-edge pagination.
• Duplex Short Edge: Use two-sided printing and print using short-edge pagination.
• Simplex: Use single-sided printing.

Template File: Specifies the location of the XDP template. It is a mandatory field.

Data Document: Specifies the location of the data xml that must be merged with the template.