GlobalCapture Workflow Action | GlobalForms 10 Administration

The GlobalCapture Workflow form action sends a submission straight into a GlobalCapture workflow as soon as it is submitted. It creates a GlobalCapture process, attaches the submission's files and its generated PDF, and fills in workflow fields from the form data. When the submission is edited later, the process is updated to match. Reviewers can also run GlobalCapture validation actions directly from the submission.

This feature requires GlobalForms version 10.15 or greater.

Before you begin

A GlobalCapture workflow with the node where new processes should start, and the fields you want to fill.
The address of the GlobalCapture API, and a GlobalCapture account that can create processes in that workflow.
Access to config\local.json on the GlobalForms server.

Step 1: Connect GlobalForms to GlobalCapture

Add a globalCapture section under settings in config\local.json:

JSON

{
  "settings": {
    "globalCapture": {
      "url": "https://capture.example.com/Square9CaptureAPI",
      "username": "<GlobalCapture user>",
      "password": "<Password>",
      "portalId": 1
    }
  }
}

Restart the GlobalForms service.

Setting	Default	Description
`url`	(blank)	Required. Address of the GlobalCapture API
`username`, `password`	(blank)	Required. GlobalCapture account used to create and update processes
`portalId`	`0`	The GlobalCapture portal ID for this GlobalForms server
`timeout`	`30000`	Milliseconds to wait for GlobalCapture to respond
`cacheTtlMs`	`300000`	Milliseconds to remember workflow and node lists before reloading them from GlobalCapture

Step 2: Add the action to a form

Open the form in the form builder and select the Actions tab.
Add the GlobalCapture Workflow action.
Give the action a clear Title. The title is used to label the workflow status shown on submissions.
Complete the settings below, then save the action.

Setting	Description
Workflow	Required. The GlobalCapture workflow to send submissions to
Workflow Node	Required. The node where new processes start
Process Creation Mode	Single: one process per submission, with one attached file. Per File: a separate process for each selected file.
Attach File Field (Single mode)	The file to attach. Choose a File component, or Generated PDF Form to attach the PDF of the submission. If left blank, the first File component is used.
Attach File Fields (Per File mode)	The files that each become their own process. If left blank, all File components are used.
Field Mapping Overrides	Map GlobalCapture fields to form fields with different names. See Field mapping.
Allow Process Without Uploaded File	Create a process even when the submission has no file to attach
Run Validation Workflow Actions on Update	When a submission is edited and its process is waiting at a validation node, automatically run that node's form action
Show Validation Actions When Editing Submissions	Show the node's validation buttons to authorized users on the submission

To attach the Generated PDF Form, the form also needs a PDF Snapshot action that runs before the GlobalCapture Workflow action. Drag the actions into that order on the Actions tab.

Field mapping

A GlobalCapture field is filled automatically when a form field has the same API property name (the field's key in the form builder).
Use Field Mapping Overrides when the names differ, or to send a different form field.
An override with no form field selected leaves that GlobalCapture field empty.
Empty form values are not sent.

What happens on submit and on edit

Event	Result
A form is submitted	GlobalForms creates the process or processes, uploads the files and fills in the mapped fields.
A submission is edited	If anything changed, GlobalForms updates the existing process with the changed values and files. If nothing changed, the process is left as it is.

Working with processes from a submission

When you open a submission from a form that uses this action, a GlobalCapture panel shows each process and the workflow node it is currently at. From the panel, users can:

Select Refresh to see the latest status.
Run a validation action, such as Approve or Reject, on a process at a validation node. These buttons appear only for users and roles that are secured to that node in GlobalCapture. Administrators always see them.
Use Apply to all processes when every process offers the same action.

If the form has the action but the submission has no processes, the panel shows No GlobalCapture processes found for this submission.

Troubleshooting

Symptom	Cause and fix
The action is not available in the builder, or shows a warning	The `settings.globalCapture` section is missing or incomplete. Add `url`, `username` and `password` and restart the service.
The Workflow or Node list is empty	Check the API address and account, and that GlobalForms can reach GlobalCapture. New workflows can take up to `cacheTtlMs` (5 minutes by default) to appear.
The process is created without the PDF	Add a PDF Snapshot action and move it above the GlobalCapture Workflow action.
A process field is empty	The form field name does not match the GlobalCapture field name, or the value was empty. Add a Field Mapping Override.
A user does not see validation buttons	The user, or one of their roles, is not secured to the validation node in GlobalCapture, or Show Validation Actions When Editing Submissions is off.