Form states are the main components in a workflow. A form state represents the condition within the workflow a form is in currently, and how the form should be progressed to the next state when a particular condition is triggered. To create a workflow for a form template, form states need to be created first. The minimum number of states in a workflow should be 2, one for the initial state in the workflow and the other is for the final or end state in the workflow. A valid workflow can only have 1 initial/start state. However, it can contain more than one final/end states.

A form state also contains security access information about the state. The security information is used to describe who can access a form when it is in the state. There are four types of access:

1. Read State Form: This security access allows users with appropriate roles to read the sub form that is associated with the state.
2. Write State Form: This security access allows users with appropriate roles to read and write the sub form that is associated with the state.
3. Read Main Form: This security access allows users with appropriate roles to read information from the main form associate with the state.
4. Write Main Form: This security access allows users with appropriate roles to read and write information in the main form associate with the state.
5. Delete Form: This security access allows users with appropriate roles to delete the form from the system.
6. Owner Write State Form: This security access allows the owner of the form to write to the State Form.
7. Owner Write Main Form: This security access allows the owner of the form to write to the Main Form.

A sub form is a child form template used for complementing a parent form template. A sub form is usually used to add additional information when a form is progressed through states in the workflow.

An example of how to create form states

As an example, let's give the job application form template 4 states in its workflow:

1. NEW: Describing the initial state of the workflow. This state is used to determine the beginning of the how the form should be progressed throughout a workflow.
2. SUBMITTED: Describing the state in which a job application has been submitted.
3. ACCEPTED: Describing the state in which the job application has been accepted. This is a final state.
4. REJECTED: Describing the state in which the job application has been rejected. This is a final state.

Once the states are created, the next step is to connect them together to form a workflow.

How do I create form state?

1. From the Form Template details screen, click on on Form States link button.
2. To create a new form state simply enter in a value for the Name field and optional description of the state.
3. From the list of available form States, select one from the list. This list is populated from all available published child form templates in the system.
4. Indicate if the state is the initial/start state in the Start Date drop down list.
5. Indicate if the state is the end/final start in the End State drop down list.
6. Click on the Update link button to apply changes.

NOTE: This action is only available when the form template is being developed.

How do I edit a form state?

1. From the Form template details screen, click on the Form States link button.
2. To edit an existing form state, simply click on the Edit link button adjacent to the state required.
3. Make appropriate changes to the state details.
4. Click on the Update link button to apply changes.

NOTE: This action is only availble when the form template is being developed.

How do I associate custom form roles to security access types?

1. From the form template details screen, click on the Form States link button.
2. Click on the Edit link button adjacent to the state required.
3. Select from the list of available custom form roles.
4. Click on the appropriate State roles to assign and apply changes immediately. NOTE: You aren't required to click on the Update link button to update the changes.

NOTE: This action is available throughout the lifecycle of the form template.

How do I delete a form state?

1. From the form template details screen, click on the Form States link button.
2. Click on the Delete link button adjacent to the state required.
3. A confirmation dialog box will appear; click on OK to confirm the delete action.

NOTE: This action is only available when the form template is being developed.