Once you have created and published a form, it is visible to all Process Owners and Editors. They can then create tasks and add forms to tasks. The form will then show when the task is due and the task can only be completed if all required fields are filled in.

Any task, scheduled recurring or case-based, can have a form added to be filled by the user as part of task completion.

To add a form to an existing task, you have to:

Remember, only published forms will show on the list!

Want to learn more about how to create a task? Take a look at this: Adding tasks to activities

The form has now been added to you task and you will see it in the task manager.

TIP! The dropdown list of forms show all available forms and the list is searchable - start typing and the list is filtered based on what you type.

When adding a form to a task, you also have the option of using our prefill feature that allows you to reuse form data previously entered into a form. The form data used for prefill is always only data from the form template you used on the task, not other forms you have in Gluu. In the example below (picture), the form data would therefore always be from filled versions of the 'internal audit' form template.
​

There are two possible settings for this feature (shown on picture below) and you manage them on the task(s) where you have used the form.

The first setting (auto-prefill recent values) automatically pulls all the data from the most recent version of the form, but only within the case the user is working on. This means that if the form is being used in other cases or tasks, this data will not be prefilled. The user cannot decide if the form is prefilled with this setting, but they can edit the prefilled data before submitting their task.

The second setting allows your user to choose which previously filled version of the form they would like to use to prefill the form in the task they are currently working on. In this case they have the option to choose form data from within the same case but also other cases and tasks using the form.

If you choose both options like in the example above, the form will be prefilled for the user with the most recent form data, when they open their task, but they are able to choose a different version of the form to be used for prefilling besides the most recent one.

Using the prefill feature helps you get rid of redundant retyping of the same information into a new form. For instance, it lets you correct data typed in previously by reusing that data in a new form and letting the user edit the relevant fields in the form., e.g. incorrect customer contact info in a claims form. It also lets you pass on information from colleague to colleague easily, so they do not have to refer to a previous task in a case. They will have the information readily available as they are solving their own task and can just continue the work started by a colleague and simply add to it.

TIP! Be aware that in the first task in the case using the form, the form will be empty, as there is no previous form data to use for the prefill. You generate that data by filling in the form the first time.

2 minute video guide on how to use the prefill feature

Any filled-in form can be retrieved from the activity’s Task log. Each form is stored with the user, date and all content. If you want to look at form data across several filled versions of the same form, you can do that in Form data in the left hand menu. You can also visualize form data on your overview page.