The ability to lock and unlock fields offers a powerful way to control a Form as it moves through any number of workflow steps. Take the use case of a Professional Development formForm, where a staff member wishes to attend a seminar or undertake some other PD. The workflow might be:
- Staff member completes information about the seminar
- Staff member forwards form Form to Department Head for them to confirm budget line; append notes about requirements for another teacher to cover the absence.
- Department Head forwards form Form the Deputy Principal for Approval
- Deputy Principal may Approve or Not Approve, and append their own notes.
Thus there are three groups of fields on the formForm, and each which group can be managed by a different person on in the workflow.
Assign Fields to Groups
Fields on a Form Template can be allocated to a Group. When you edit a Field field you will see an option to allocate the Field field to a Field Group (if 1-15). Group 0 means the field is not allocated to a Group.
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If you allocate Fields to a Group this will be displayed in the Form Builder after you Update the Field.
Lock/Unlock Field Groups
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in Workflow Steps
Once you have Fields allocated to Groups, you can manage those Groups from the Workflow. When you edit a Step on in the Workflow you can decided decide to Lock or Unlock a Field Group. For example in the screenshot below Group 1 2 is unlocked and thus editable on Step 24, whilst Groups 2 1 and 3 are Locked and would not be available to be edited by Users on in this Step.
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