The Form Outputs Tab

The Form Outputs tab displays the Data DestinationsClosed A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. and Documents associated with current or previous form versions. You might want to send data from previously submitted forms to an additional destination. Or, you might want to capture the submitted data in another document. This topic describes how the Form Outputs tab works and how to add destinations and documents to a specific form version.

Contents

How the Form Outputs tab works

On the Form Outputs tab, you can:

  • Link Data Destinations to the form. Data Destinations control where submitted forms are sent.
  • Link Documents to these Data Destinations.
  • Link additional downloadable Documents to the form. These Documents aren’t sent anywhere but are downloadable from the:

Info:The topic Add a Destination describes how to add a destination to create a new form version. This applies the destination to new (not past) form submissions.

Add Data Destinations to a form version

This section describes how to link Data Destinations to an existing form version and how to choose the Documents they send.

Link Data Destinations to previous form versions

To send data from past form submissions to additional destinations, you can add destinations to a specific form version. TrueContext sends the previously submitted data to the newly added destinations. Existing Data Destinations are not triggered.

Note:Be careful if you add an email destination to a previous form version—the recipient could receive thousands of emails.

To link a Data DestinationClosed A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. to a previous form version:

  1. From the Manage Forms menu, navigate to the form you want to set up.

  2. Select FormName > Version History.

    2019-02-11-WP-FormVersionBacklog01.png

    Result: The system displays a list of the current and previous versions of the form.

  3. Select a form version:

    2019-02-11-WP-FormVersionBacklog03.png

    Result: The system displays the Form DiagramClosed The Form Diagram is a visual overview of a selected form version found in the TrueContext Web Portal. The diagram provides details on the form's inputs and outputs and displays the user groups that can access the form. for the selected version.

  4. Select Form Outputs, and then select Edit Form Outputs.

    2019-02-11-WP-FormVersionBacklog02.png

    Result: The system displays the Edit Form Outputs page.

    Edit Form Outputs page that shows the option to Add a destination to a past form version, add documents to the destination, make additional documents from the "Available Documents" list available for download by moving them to the "Selected Documents" list, and select the checkbox to confirm that you want to execute your changes for the stated number of form submissions, "1" in this example.

  5. In the Data Destinations section, select Add, and then select a Data Destination. Repeat for additional destinations.

  6. Select the Documents you want to link to each destination.

    Result: If the document you selected isn’t already available for download, the system prompts you to choose whether to make it available.

  7. Do you want to make additional documents available for download?

    • If yes, move an Available Document to the Selected Documents list.

    • If no, go to the next step.

  8. Select the checkbox to confirm that you’re aware that new or modified destinations will execute for the stated number of form submissions.

  9. Select Update.

    Result: TrueContext sends the previously submitted data to the newly linked destinations. Existing Data Destinations are not triggered.

Link Documents to a Data Destination

Data Destinations send the Documents linked to them when they are triggered.

To link a document to a Data Destination:

  1. From the Manage Forms menu, navigate to the form you want to set up.

  2. Select FormName > Version History.

    2019-02-11-WP-FormVersionBacklog01.png

    Result: The system displays a list of the current and previous versions of the form.

  3. Select a form version:

    2019-02-11-WP-FormVersionBacklog03.png

  4. Select Form Outputs, and then select Edit Form Outputs.

    Result: The system displays the Edit Form Outputs page.

  5. In the Data Destinations section, in the Documents column, select one or more documents to link to a destination.

    2019-11-27-FormOutputs03.png

  6. If you also want to make a Document available for download, choose to add the document type to the Additional Documents Available... list:

    2019-11-27-FormOutputs04.png

  7. Repeat for each Data Destination that supports Document storage.

    The following table describes the Data Destinations that support or require a document.

    Requires a Document Can have a Document, but is not required Not compatible with Documents
    Microsoft SharePoint Server Amazon Glacier Amazon SNS
    Salesforce Apex REST Amazon S3 Google Sheets
    ShareFile Box Dispatch
    WebDav (HTTP PUT) Customer Feedback Microsoft SharePoint List
      Dropbox SMS
      Email Zendesk Ticket
      FTP/Secure FTP  
      Google Drive
      HTTP  
      HTTP File Upload  
      Microsoft OneDrive  
      Microsoft OneDrive for Business  
      Microsoft SharePoint Document Library  
      Salesforce (except Apex REST)  
      ServiceNow Table  

    Tip:You can link a single Document to multiple Data Destinations.

  8. Select the checkbox to confirm that you’re aware that new or modified destinations will execute for the stated number of form submissions.

  9. Select Update.

    Result: TrueContext sends the previously submitted data to the newly linked Documents.

      Note:

    • When a Data Destination with new Documents re-executes, it will also resend copies of any previously linked Documents.

    • Be careful if you link new Documents to an email Data Destination—the recipient could receive thousands of emails.

Reorder or unlink Data Destinations

When a form is submitted, the Data Destinations linked to the form trigger in the order they are listed in on the Form Outputs tab. Data Destination executions operate independently of each other. If the first destination fails, the other destinations can still execute.

You might want to reorder the list if your Salesforce or HTTP destinations store response outputs.

To reorder the Data Destinations linked to a form, hover over a Data Destination. Three icons will appear on the right.

The Data Destination list on the Edit Form Outputs display. The selected Data Destination shows the move and delete options.

Use the up and down arrows to move the Data Destination through the list.

To remove the destination, select the delete icon. This removes the Data Destination from any future form submissions of that form version.

Note:Users can still submit forms to the removed Data Destination until they reconcile the Mobile App.

Additional Documents available for download

When you make a Document available for download, once a form is submitted you can download attached Documents from the following sources:

  • Through the TrueContext REST API.

  • From a form submission details page in the Web Portal.

  • From the Sent and Search lists in the Mobile App.

Tip:You can link these Documents to Data Destinations if you also want them to be available in your third-party systems.

Move Documents to the Selected Documents list with the arrows to make them available for download.

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