You can use the User Data Field whilst designing Form Templates to automatically push and pull User data between the Form and the User's Profile.
When designing your Form Template you can choose the type of profile data to pull in to the form from any of the Personal Custom Fields held within a User's profile.
Super Administrators can create Custom Profile Fields in Site Settings. The Create Personal Custom Fields guide walks you through how to do this.
Add a User Data field to a Form Template
Within the Form Template, click on the Layout tab.
Click on the User Data icon on the Tools Palette on the right of the page.
A popup will open, showing all Personal Custom Fields, grouped as they have been set up in Site Settings. Click the plus to expand the groups and see the fields within the group.
Drag the field you want to be included in the Form Template on to the page. Grey dashed lines will show where you can drag the field to. When you drag the field to one of those positions, the dashes will turn blue. This will be where the field is placed when you let go of the mouse button.
Once the field is in place, you can edit the Label and Description by clicking on the field.
Click in to the label field to edit. To add a description, click on the small downward arrow to the right under the label field editor.
Custom field mode
Choose whether you would like the field to pull data from the User's profile, or whether you want to enter data into the form which will then be pushed back to the User's profile (push mode).
| Custom field mode | What happens in the Form Activity when assigned to a User? |
| Pull |
The User's custom profile data will be automatically pulled in to the relevant User Data field when a person within the workflow launches the Form Activity. In Pull mode, it will not be possible to edit the profile data within the Form itself. However, while the Form is still live and transitioning through the workflow, the Manager or Administrator can update the data held in the Additional Information tab in the User's profile and it will automatically be updated within the Form the next time it is launched. The field will update in real time until the final sign-off of the Form. Once signed-off, a snapshot of the data will be saved and the data value will be fixed. |
| Push |
The User Data field will be left blank, allowing the person completing the Form to capture the data. When the Form reaches the end of the workflow and is completed, the data entered in the User Data field will be saved to the User's profile. If data already existed in the User's profile, it will be overwritten with whatever was entered into the Form. |