Configuring Active Forms

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The functionality described in this article is available as part of our Albariño release and will not be available if your Practifi instance is not upgraded to this release. 


Overview

When completing a workflow step, there's often information encountered that needs to find a home in your organization. With Active Forms in your Practifi instance, you can enter that information directly on the workflow step's record page. Using Active Forms avoids additional navigation and ensures that team members capture what's needed before marking an item as complete. Once captured, that information gets used as inputs by the workflow step's actions, sending it to exactly where it needs to go in your organization.

This article outlines how to add Active Forms to your organization and considerations around Active Forms. This information is technical in nature and is intended for Practifi System Administrators. 

Adding Active Forms to Workflow Steps 

Active Forms are configured alongside other workflow step elements like Outcomes and Actions from the Process Task record page within the Settings app. The sections below contain our recommended approach to setting up an Active Form for your organization. 

Select the App Launcher in the upper left-hand corner and select Settings from the drop-down menu to access the Process Task record page. Once in the Settings app, select the caret icon beside the  Navigation menu to open the drop-down list of pages. From this drop-down list, select Process Tasks and then select the hyperlinked Process Task Number for the process task that you would like to associate an Active Form. If necessary, the New button can be selected on the Process Tasks page to begin the creation of a process task. Please consult our Creating Processes article for additional information on creating process tasks.

Step One: Create Outcomes

  1. After selecting the Process Task Number from the list of process tasks, you will be viewing the Process Task Overview page. On this page, select the Task Outcomes heading. 
  2. Select the New button on the right-hand side to create a task outcome.
    • Please note: You can also access the creation of new Process Outcomes by using the caret button next to the hyperlinked Process Outcome heading. This article guides users through the list view process, as it offers a better view of all the process outcomes built.
  3. Enter the name of the outcome in the Name field. 
  4. Enter a whole number into the Order field. This defines the position in which the task outcome appears in the list of available task outcomes. 
  5. Press Save to finalize the creation of the task outcome. To create multiple task outcomes for this process task, select the Save & New button to save this task outcome while opening a new task outcome creation page. It is best practice to create all task outcomes before creating task actions. 

Step Two: Create Actions

  1. Select the Actions heading located beneath the Task Outcomes heading on the Process Task overview page.
  2. Select the New button located on the right-hand side.
    • Please note: You can also access the creation of new Process Actions by using the caret button next to the hyperlinked Process Action heading. This article guides users through the list view process, as it offers a better view of all the process actions built.
  3. Enter the name of the Action in the Name field. 
  4. From the drop-down menu within the From Outcome field, select the outcome that should then trigger this Action when selected upon task completion.
  5. Set the action to occur when the task is completed with the specified outcome from the Action Type field drop-down menu.
  6. Once the Action has been specified, select the appropriate task, process, service or client stage within the rendered fields to direct the Action to the specific value. 
  7. Press Save to finalize the creation of the Action. 

Step Three: Create Form Field Sections

Field sections are a way of categorizing fields within the form. You can skip this step if you have simple form requirements and don't wish to display them across multiple sections.

  1. On the Process Task Overview page, select the Active Form tab.
    Screen_Shot_2022-03-31_at_4.02.22_PM.png

  2. Scroll down to the Active Form Field Sections related list and select the New button.
    Screen_Shot_2022-03-31_at_4.05.36_PM.png

  3. Complete the Label, Order and Type fields. Optionally, include helpful text to guide your users in the Help Text field. Once all information is completed, select Save

    • Please note: The Name field that appears on-screen as part of the creation process is populated automatically in the background. It is a Salesforce platform requirement and has no bearing on the section itself.

Step Four: Create Form Fields

  1. On the Process Task Overview page, scroll down to the Active Form Fields related list and click the New button in the Active Form tab.
    Screen_Shot_2022-03-31_at_4.09.40_PM.png

  2. Complete the Label, Order and Type fields and any other required or desired fields, consult the bullet points below, and then click Save (alternatively, select Save & New if you have additional fields to create).

    • If the field will be included in a field section, relate it to the relevant section using the Section lookup field.

    • If you want a field to be a mandatory requirement, fill in the Required checkbox. This will only be enforced if the actions the field is mapped to are going to be executed when the step is completed. For example, if the actions are outcome-specific and that outcome isn't selected when completing the step, the required field will be ignored.

    • If the field type is Lookup, then the Lookup Object field appears and must be completed. Use this field to specify the API Name of the object the lookup field will reference.

    • If the field type is Picklist, then the Picklist Values field appears and must be completed. Use this field to specify the options you want to appear in the field as comma-separated values.

Step Five: Link Form Fields to Actions

Form fields do nothing on their own except archive the captured data on the Task record page. To send that data elsewhere within your organization, you'll need to link your form fields to the actions created in Step Two above.

  1. In the Active Form tab, scroll down to the Active Form Field Assignments related list and select the New button.

    • Please note: Creating them from this page lets you freely choose which form field is linked to which Action, but you can also access the New button from either the Active Form Field or Action record page if you're linking that specific record.
      Screen_Shot_2022-03-31_at_4.27.02_PM.png

  2. Complete the Form Field and Action fields and then click Save (alternatively, click Save & New if you have additional fields to map). 

    • Use the Map to Action Field field to specify the API Name of the field you're mapping this form field to in the assigned action. The Supported Form Fields by Action Type section below provides more detailed guidance on how to use this field.

    • If you're mapping a form field to a Save to Related Record action, then the Map to Action Field field can be used to update the records related to the one you're updating with the action. Use standard Salesforce relationship name syntax to do this. For example, if your action is set up to update the related Entity of the process, you can specify practifi__Primary_Member__r.Email to update the email address of the Entity's primary member from the same form.

Step Six: Run a Validation Check

As Active Forms can require many configurations, we have included a validation process to ensure that your workflow step will function exactly how you intended. To run a validation check, navigate to the Process Task Overview page and select the Run button in the Validation Check section. This will begin a validation process to confirm 14 different scenarios and provide guiding error messages if an error is encountered.

Screen_Shot_2022-03-31_at_4.39.45_PM.png

Please consult the Understanding the Validation Check section below for additional information about the validation check scenarios and the error messages returned. 

Supported Field Types

Practifi's Active Forms support all the common field types provided by Salesforce, making it easy to capture data in the format you desire. We've created like-for-like equivalents with their existing field types to simplify the mapping process between Active Form fields and Salesforce objects.

In cases where an Active Form field type has more validation than a Salesforce field type, we've enabled those to be mapped with one another. For example, any Currency value can be safely stored in a Text field. Some light data transformation is done to allow for scenarios like a Rich Text field in the Active Form mapping to a combination of rich & plain-text Salesforce fields.

Active Form Field Type Compatible with these Salesforce field types
Checkbox Checkbox
Currency

Currency

Number - with formatting removed

Text

Text (Encrypted)

Text Area

Text Area (Long)

Text Area (Rich
Date Date
Date/Time

Date - with Time removed

Date/Time
Email 

Email 

Text

Text (Encrypted)

Text Area

Text Area (Long)

Text Area (Rich)

File upload Not based on the field type. Files are uploaded using Salesforce Files, then linked to the target record.
Lookup (single record) Lookup Relationship
Lookup (multiple records)

Not based on the field type. Supported by specific fields:

  • Attendees (Event)
  • Name (Event and Task)
Number

Number

Text

Text (Encrypted)

Text Area

Text Area (Long)

Text Area (Rich)
Percent

Percent

Text

Text (Encrypted)

Text Area

Text Area (Long)

Phone

Number

Phone

Text

Text (Encrypted)

Text Area

Text Area (Long)

Text Area (Rich)

Picklist

Picklist

Picklist (Multi-select)

Text

Text (Encrypted)

Text Area

Text Area (Long)

Text Area (Rich)

Picklist (multi-select)

Picklist (multi-select)

Text

Text

Text (Encrypted)

Text Area

Text Area (Long)

Text Area (Rich)

Text Area

Text - with truncation if character limit is exceeded

Text (Encrypted) - with truncation if character limit is exceeded

Text Area - with truncation if character limit is exceeded

Text Area (Long)

Text Area (Rich)

Text Area (Rich)

Text - with formatting removed and truncation if character limit is exceeded

Text (Encrypted) - with formatting removed and truncation if character limit is exceeded

Text Area - with formatting removed and truncation if character limit is exceeded

Text Area (Long) - with formatting removed

Text Area (Rich)

Time

Time

 

Unsupported Field Types

Mapping an Active Form field to an incompatible Salesforce field will result in the form field not being included in the action when it's executed. It will also appear as an error in the Validation Check component. Unsupported Active Form field types include the following:

  • Auto Number
  • External Lookup Relationship
  • Formula
  • Geolocation
  • Hierarchical Relationship
  • Indirect Lookup Relationship
  • Master-Detail Relationship
  • Roll-Up Summary
  • URL

Understanding the Validation Check

We've created a validation process to help manage the increased complexity involved in configuring Active Forms. The Validation Check component on the workflow step's record page evaluates 14 complex scenarios and ensures the steps you create work in your organization as you intended.

Once you run the check, the results will appear in a table within the component and display error messages guiding you on how to resolve the failed step(s). This makes it easy to identify what issues need resolving, how to resolve the errors and what will happen in your workflow and organization if they're left unresolved.

Screen_Shot_2022-03-31_at_3.53.29_PM.png

Validation Check Scenarios

The following table displays the scenarios that are checked by the validation check, the method used by the system to check the scenario and the error message returned by a failed validation check. 

Validation Checked on Method Error Message
Incompatible field types Form Fields assigned to Create an Event, Create a Deal, Create a new Service, Send to Related Record or Start a new Process Actions (excluding File upload fields)

Compare the field type specified in the Form Field's Type field against the field it's mapped to in the Form Field Assignment's Map to Action Field field, and ensure they're compatible.

The Action Field that's mapped to this Form Field has a field type ({Field Type of Action Field}) that's not compatible with its own ({Form Field Type}. This means it won't be a part of the record {created/updated} by the Action.
Lookup field mapped to incompatible object Lookup Form Fields mapped to Send a Notification Actions Check that the Lookup Object is User. The object specified for this Form Field must be User, as it's mapped to Notification Recipients. This means it won't appear in the form.
Lookup object doesn't exist Lookup Form Fields Checks the Object API Name specified in the Form Field's Lookup Object field against the existing objects in the org.

The object specified for this Form Field doesn't exist; this means it won't appear in the form. Confirm the name is spelled correctly, and that the API Name is being used (not the Label).

Mapped field doesn't exist Form Fields assigned to Create an Event, Create a Deal, Create a new Service, Send to Related Record or Start a new Process Actions (excluding File upload fields)

Checks the Field API Name specified in the Form Field Assignment's Map to Action Field field against the existing fields in the relevant object, e.g. Event for Create an Event actions.

The Action Field field mapped to this Form Field doesn't exist; this means it won't be a part of the {created/updated} record. Confirm the name is spelled correctly, and that the API Name is being used (not the Label).
Mismatched picklist values Picklist Form Fields Compares the options specified in the Form Field's Picklist Values field against the options available in the picklist it's been mapped with.

If the picklist isn't restricted: One or more picklist values specified for this Form Field don't appear in the Action Field it's mapped to. Values aren't strictly enforced, so the record will still save successfully.

If the picklist is restricted: One or more picklist values specified for this Form Field don't appear in the Action Field it's mapped to. Values are strictly enforced, which means this field won't be included in the Action.

Multiple mappings for a single field Create an Event, Create a Deal, Create a new Service, Send to Related Record or Start a new Process Actions (excluding File upload fields)

Checks if a field has been referenced more than once. This applies both to the Form Fields assigned to the Action, and also the fields predefined on the Action itself, as there can be overlaps between the two.

Scenarios

  • Where there is a Form Field and predefined Action values, the Form Field takes precedence.

  • Where there are multiple Form Fields, the first alphabetically takes precedence.

{Label Name of Target Field} has been mapped multiple times within this Action. Only one field mapping will be used when {creating/ updating} the record. Form Fields take precedence over predefined values, and alphabetical order is used to select a mapping in cases of multiples.
No fields to send Send to Related Record Actions Checks if the Action has any Form Field Assignment records related to it. This Action has no Form Fields to send to its related record. This means it won't do anything when activated during a Process.
Not assigned to a Field Section, unlike other fields All Form Fields Checks if the Form Field's Field Section is blank and if it is, but one or more Form Fields on the Process Task have Sections assigned, then it's possible this one was missed (it could also be intentional). This Form Field isn't assigned to a Field Section, however other fields in the form are. When fields with and without assigned Sections exist on the same form, the unassigned fields appear in the Other Fields section at the bottom of the form.
Not linked to an Action

All Form Fields & Outcomes

Checks if the Outcome or Form Field has been linked to an Action, either directly for the former or with an Assignment record for the latter.  This {Form Field/Outcome} isn't linked to an Action. This means when the Task is completed no Actions will be taken using the field, but it will still be archived on the record page.
Required fields missing Create an Event and Create a Deal Actions Checks the required Event or Deal fields and ensures that the Action has mappings provided for each one (either directly on the Action record, or via Active Form Assignments). This Action is missing one or more fields required to create {a Deal/an Event}: {List of missing fields, comma-separated, alphabetical}. These fields need to be mapped for records to be created successfully.
Rich Text formatting won't apply to mapped fields Text Area (Rich) form fields mapped to Text, Text Area and Text Area (Long) Salesforce fields Checks if the criteria in Checked on is true. This Form Field captures rich text, but is mapped to one or more plain text fields: {Field Labels, sorted alphabetically, comma-separated}. These fields will still receive inputs from the Active Form, but without any formatting the user applies.
Required fields not marked as required Create an Event and Create a Deal Actions Required fields in these Actions can be either predefined by the Action, or set dynamically by the Active Form. If the Action fields are blank, then the Active Form Fields must be set to required. This Action has one or more required fields coming from the Active Form, however, the Form Fields are not marked as required: {List of missing fields, comma-separated, alphabetical}.
Role doesn't exist Process Tasks with Specify by Role or Specify by Business Role as their Assignment Type Checks the Role/Business Role Name specified on the Process Task against the existing Roles/Business Roles in the org. The {Role/Business Role} specified as this Task's Assignee ({Specified Value}) doesn't exist. This means the Task will instead be assigned to the user who either completed the preceding Task or started the Process.
Shared Activities isn't enabled Lookup (multiple records) Form Fields Checks if the Shared Activities feature is enabled in their Salesforce org. Your Practifi instance doesn't have Shared Activities enabled yet, so this Form Field will not appear in the Active Form. Consult Salesforce Help for guidance on how to activate this feature.

 

Validation Check Considerations

The validation check doesn't affect whether your workflow steps are available to Practifi users. If issues raised during the check cause problems when team members complete the workflow step, they'll receive a prompt explaining this to them.

If a workflow step is edited after running a check, the Validation Check component will display a prompt to inform you that the check needs to be rerun as the results may have changed. 

Supported Form Fields by Action Type

Form fields can be assigned to specific types of actions based on their field type. The cross-type compatibility between these objects is summarized in the table below. Incompatible type combinations result in fields not being applied by the task action. 

Action Type Supported Form Field Types

Guidance for Map to Action Field (Active Form Field Assignment)

Create a Deal

All field types

If the Field Type is File upload, no mapping is necessary. The file will be linked to the record using Salesforce Files.

Other Field Types must specify their target field using the Map to Action Field.

If the Field Type is Lookup (multiple records), then it must be mapped to one of the lookup fields that specifically supports this option:

  • Attendees (Event)
  • Name (Event and Task)

If the field you're mapping to is a Text Area (Long) or Text Area (Rich) field, then it supports multiple field mappings. See the Mapping Multiple Form Fields to a Single Target section below for more information.

Create a new Service

Create an Event

Create New Task in this Process
Save to Related Record
Start a new Process
Post to Noticeboard

Date - Archive Date only

Date/Time - Archive Date only

Picklist - Alert Level only

Text - Noticeboard Post only

Text Area - Noticeboard Post only

Text Area (Rich) - Noticeboard Post only

Because each Field Type only maps to one Action Field, no mapping is required, with the exception of Text fields assigned to Send a Notification actions. If a mapping has been specified correctly, then it will still work.

Noticeboard Post and Body support multiple field mappings, see the Mapping Multiple Form Fields to a Single Target section below for more information.

 

 

Send a Notification

Lookup (single record) - Recipients only

Lookup (multiple records) - Recipients only

Text - Subject or Body only

Text Area - Body only

Text Area (Rich) - Body only

Create a new Service and a new Process

 

Not supported

 

 

 

 

 

 

 

 

Send an Email
Set Process Stage for this Process
Set Service Stage for related Service
Set Client Stage for related Client

 

Mapping Multiple Form Fields to a Single Target

Most Salesforce fields have restrictive character limits. However, certain field types and content blocks allow tens of thousands of characters to be stored in them. These include the following:

  • Text Area (Long) & Text Area (Rich) fields
  • The body of Notifications
  • The body of a Noticeboard post, as this is technically a Text Area (Rich) field

If you have mapped to a particular field multiple times using actions and form fields, the system can still include every mapped field in the resulting Text Area field as there is room for the characters. This allows certain fields to combine several input types. For example, a notification like the below example could have all of its information stored in a field with the field type above:

Appointment confirmed for Dirk & Anya Feldman

Scheduled for 01/24/2022, 2:00 PM.

Booking Notes: Tim is pretty sure he'll be in Chicago on this day.
Booking a meeting room for this meeting.


Handling logic

The logic of mapping multiple form fields to a single target is handled in the following ways:

  • Predefined content from the action always appears at the top.
  • Form field mappings come afterward, with each appearing with its label as a prefix before the value.
  • Form fields appear in alphabetical order.
  • When updating records using Send to Related Record, new content is appended to the end of anything that's already saved.
  • If the character limit is exceeded, truncate text as needed.

Active Form Considerations

The Active Form record is not updated if the related form fields and field sections are changed after the task is created. The actions executed are based on what's present at the time of task completion. This means it's possible for an Active Form to not correctly reflect the inputs required for a task action at completion, causing an error.

 

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