Search - All new items entered into the system with specific custom form in use
Searching for Custom Data Form and Creating Widget
User Story
Client wants a widget that shows a count of all new items entered into the system where a specific custom form is used whether that custom form has data or not. For the purpose of this exercise, I am building so that we are counting the item regardless of what is filled in on the form.
Criteria
- Item is new
- A specific custom form is used regardless of the data used. It’s possible that the custom form will not have any required fields.
- After I review the item, I want it to come off the list / count.
Setup
Create a new Statistic Widget or you can use an existing one.
Create a new Tag (Tags page)
Create a new Workflow (Settings > Workflow).
Name = KSP Workflow (or you can name it anything you want)
Type = Items
Attach / Detach Tags and make sure to attach the Tag you created above.
Execute Workflow When = Created
Before saving your workflow, add a Filter where you pick a field in your custom form (any field) and set parameter != to be 1234567890. By doing this, your saying that this workflow is fulfilled when that particular field in the form does not contain that value. Unless the entering user inserts 1234567890 into that field, it will trigger the workflow. The form could be completely blank or completely filled in, as long as our field does not contain that value, I get a result.
Result: The KSP_New_Item_Tag is applied when the KSP26 form is used and any field in the form is used or not. That is, as long as, the value 1234567890 is used in the field we set.
Go to Search > Items and build a new search where Tags = KSP_New_Item_Tag.
Set Tags = KSP_New_Item_Tag
Save this search
Go to your Widget on the Dashboard and add this new search you saved making sure you Count the results.
I now have a new Widget window that counts any new item created when that KSP custom form is used.
To get this item off the list, once the review is done, I will remove the KSP tag from the item(s).
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