Overview
Mappings provides the configuration in the EForm Administrator to configure the forms to be exported in
the Document Management System (DMS). Each form in the system can have its own configuration for export.
data mapping. Once configured, submitted form will be processed and sent to the document.
management system. Based on the form mapping settings, a workflow instance will be created for every
form that is submitted. This is dependent on the ECMToolbox Workflow design that has been setup in the
system.
SQL Connections
This section is for pushing DMS data to the form.
Click the Create New button to create a new mappings configuration or click the dropdown arrow to choose an existing mapping. Typically, only one mapping needs to be configured per form. If exported form data needs to go to additional exported endpoints, more outputs can be created.
When creating a new mapping, give the connection a name, supply the database server name and database name. Finally enter the username and password.
Once saved, and the connection can be made, the database is available for the form.
SQL Connections
Output Mappings
DMS configuration is provided to map the document fields to the EForm questions created by the EForms Creator. Start Output Mapping by choosing an Output Type and give the Mapping a name.
Please note: If you are connecting to an Easyfile database for the first time, ensure the necessary manual configurations have been completed first. Please see the EForms Installation Guide: EForms 4.2.3 Installation Guide - CASO Knowledge Base - Confluence (atlassian.net).
Next enter the connection settings. Once configured, select the “Load/Refresh Connection” to display the current fields for the DMS.
Once the DMS fields are shown, click the Select button to configure the fields
Question:
The Question mapping type is initially selected and shows a list of EForms questions that have been configured for the EForm Mappings. If you do not see any questions or a question is not show in the list it has not been configured with its Value Name in the Data section of the Question’s properties.
To set, edit the form question in EForm Creator and select the Data section for that question’s properties The “Value Name” property needs to have the name of the appropriate question. Do not enter the Question’s Title. Only the Question’s Name will be accepted.
Once the question appears in the mapping list, highlight and click create.
Static Values:
Enter any string value that is needed for a EForm mapping. Some examples may include setting the Workflow Status field (“NEW”), or an EForm is associated to a particular Document Type in the DMS.
System Value:
The Map System Value dropdown provides several additional properties that may be mapped to DMS fields.
DBLookups
As stated above, DBLookups create environments where data can be pushed down from a database and used in the form. The first example places the results of an SQL Query into the State dropdown form question. After checking the Dropdown checkbox for the State field, click the button next to it.
This brings up the Dropdown Settings screen.
First choose the Dropdown Type. The choices are SQL List or Pre-Defined List. Here, we chose SQL List, how many items to show, and the SQL Connection name. Enter the appropriate SQL query.
In order for this to work, the State form question needs to have the Data “Value Name” property set to its own name.
Another example is a lookup where data on a form question can be the result of corresponding data in the database.
If you look at the graphic above, the Company Number field has a check mark in the Lookup checkbox. First, check the box and then click the button next to it.
On the left side of the screen, enter the Connection Name created in the SQL Connections section which holds the database name. Then enter the Table name inside that database. The Header Field is the form question name while the SQL column is the corresponding database table field name.
The right side of the screen maps a question (left side) to its corresponding SQL field name (right side) which will then auto-fill the mapped questions on the form when the Company Number question is populated on the form.
There can be up to two form questions used to create the lookup scenario.
