Assigning users to a role after submission

You can assign users to roles dynamically using a web service with data, or metadata captured from the form.

About this task

Assign an approver or reviewer by creating rules based on the data from the form, or by who submitted the form. For example, you can create a workflow application with rules to determine who can send notification by email. To use the following instructions, you must have user Roles, such as Manager, set to Open. For more information on setting roles and dynamic roles, see Application and Security overview and Directory services.

Procedure

  1. Click the Stages tab.
  2. Click the Edit Properties icon for a Submit button in a stage.
    The Edit Properties window opens.
  3. Click the Advanced tab.
  4. In the Activities section, click the menu, select Assign Users (by Service Call).
    The Assign Users (by Service Call) window opens. If there are no existing activities, you see: There are no activities. Click here to create one.
  5. Select a service from the list in the Service tab.
    Services in the Service tab are populated by your administrator. To use these instructions, you require a service that is able to search for a user’s manager.
  6. Click the Inputs tab. Map form fields to the input parameters of the service. For example, if your application asks for the user’s name:
    1. Select Name from the Select source: window.
    2. Select Search Name from the Select target: window.
    3. Click the connector icon located between the two windows.
    The connected source and target are displayed in the Assigned Inputs section of the page.
  7. Click the Outputs tab. For example, you can map the outputs of the service to the Manager role:
    1. Select Manager Name from the Select source: window.
    2. Expand the directory so you see Manager > Members. Select Members from the Select target: window.
    3. Click the connector icon located between the two windows.
    The connected source and target are displayed in the Assigned Inputs section of the page. Now, the manager of the user who created the form can approve the form, but no other manager can do so.
  8. Click OK twice to exit the Assign Users (by Service Call), and Edit Properties windows.