> For the complete documentation index, see [llms.txt](https://developer.collibra.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://developer.collibra.com/workflows/designing-workflows/forms/form-examples/create-a-workflow-with-dynamic-forms.md).

# Create a workflow with dynamic forms

This tutorial guides you through creating a Workflow Designer example workflow with dynamic forms.

## Create a new app

Access the Workflow Designer and create a new app:

{% stepper %}
{% step %}
In the navigation bar, select **Apps**.
{% endstep %}

{% step %}
In the top left corner of the **Apps** tab, click **✚ Create app**.
{% endstep %}

{% step %}
Enter the required information:

* **App name**: *HR verification process*
* **App key**: The app key is automatically generated based on the App name value.
* **Description**: Although optional, the descriptions allow you to see an overview of the workflow purpose, for example *This workflow demonstrates the use of dynamic forms through a process that versifies if an candidate can apply for a particular position.*
  {% endstep %}

{% step %}
Click **Create new app**.
{% endstep %}
{% endstepper %}

<i class="fa-chevrons-right">:chevrons-right:</i> Your newly created app appears in the **App models list** on the **Apps** tab and you are redirected to the app editor page.

## Add a process to your app

{% stepper %}
{% step %}
In the app editor page, click **✚ Add model**.
{% endstep %}

{% step %}
In the **What would you like to do?** dialog box, select **Create a new model for the app** → **Process**.
{% endstep %}

{% step %}
Enter the required information:

* **Model name**: *HR process*
* **Model key**: The model key is automatically generated based on the Model name value.
* **Description**: Although optional, the descriptions allow you to provide an overview of the workflow purpose.
  {% endstep %}

{% step %}
Click **Create new model**.
{% endstep %}
{% endstepper %}

<i class="fa-chevrons-right">:chevrons-right:</i> Your newly created process appears in the **Business process models** on the **Processes** tab and you are redirected to the process editor page.

## Edit the process of your workflow

{% hint style="info" %}
Your process already contains a start event.
{% endhint %}

{% stepper %}
{% step %}
From the **Shape repository**, drag three **User tasks** to the canvas and place them to the right of the start event.
{% endstep %}

{% step %}
For each user task, provide a name in the attribute bar, such as:

* *Basic information*
* *Verification process*
* *Success confirmation*
  {% endstep %}

{% step %}
From the **Shape repository**, drag an **End event** to the canvas and place it to the right of the last user task.
{% endstep %}

{% step %}
Click the start event and then drag and drop a **Sequence flow** over the first user task.
{% endstep %}

{% step %}
Use a **Sequence flow** to connect all the remaining components on the canvas.

<img src="/files/AjRFr8s3LwZZogSTwXVX" alt="A complete workflow diagram with three user tasks in Collibra Workflow Designer." width="50%">
{% endstep %}

{% step %}
Save your work.
{% endstep %}
{% endstepper %}

{% hint style="success" %}
Use the <img src="/files/iG9zU6tDrNA3BIzTiYCA" alt="Validate" data-size="line"> **Validate** function for real-time form validation of your process to ensure its correctness without the need to publish it first to Collibra. Any errors are displayed at the bottom of the canvas. Once addressed, you have the option to re-validate.
{% endhint %}

## Add forms to user tasks

### Basic information

The purpose of this task is to collect the candidate name and the submission date.

To create a form:

{% stepper %}
{% step %}
Select the task on the canvas.
{% endstep %}

{% step %}
In the **Details** section of the attribute bar, click **Form reference** to expand the properties.
{% endstep %}

{% step %}
In the New tab, enter the required information:

* **Name**: *BasicInformation*
* **Key**: The key is automatically generated based on the name value.
  {% endstep %}

{% step %}
Click **Create**.
{% endstep %}
{% endstepper %}

<i class="fa-chevrons-right">:chevrons-right:</i> Your newly created form appears in the **Form models list** on the **Forms** tab and you are redirected to the form editor page.

You add fields to your form by dragging and dropping components from the **Shape repository** on the left to the canvas and editing their properties in the attribute bar on the right:

{% stepper %}
{% step %}
From the **Display** section, add a **Text display** component.
{% endstep %}

{% step %}
In the Value dialog box, enter a welcome message, for example *Welcome to the recruitment verification process!*
{% endstep %}

{% step %}
Use the rich text editor to style your message.
{% endstep %}

{% step %}
Click **OK** to close the dialog box.
{% endstep %}

{% step %}
From the **Data entry** section, add a **Text** component.
{% endstep %}

{% step %}
In the attribute bar, enter the required information:

* **Label**: *Candidate name*
* **Value**: *{{candidateName}}*
* **Required**: <img src="/files/BXz2KlNlSdQdVsWtxpao" alt="" data-size="line">
  {% endstep %}

{% step %}
From the **Data entry** section, add a **Date** component to the right of the **Text component**.

{% hint style="info" %}
The form canvas consists of multiple rows, each of them divided into twelve columns. All columns are equal in size. You can lengthen or shorten a component to fit into any number of columns and place more than one component on a row.
{% endhint %}
{% endstep %}

{% step %}
In the attribute bar, enter the required information:

* **Label**: *Application date*
* **Value**: *{{applicationDate}}*
* **Required**: <img src="/files/BXz2KlNlSdQdVsWtxpao" alt="" data-size="line">
  {% endstep %}

{% step %}
Save your changes.
{% endstep %}
{% endstepper %}

{% hint style="success" %}
Use the <img src="/files/ZFBVjZfbqWXONsGLe3Dj" alt="" data-size="line"> **Preview** function to view and test your forms while you create them: to check required fields behavior, dependencies between form components, and how they look.
{% endhint %}

<img src="/files/MGuxl5GQafnZtm8iNeA2" alt="A dynamic workflow form preview with a welcome text, an input field, and a date selector in Collibra Workflow Designer." width="50%">

### Verification process

This task allows candidates to select a department and a job that department and checks whether they have enough experience.

{% stepper %}
{% step %}
Create a new form for the second user task:

* **Name**: *VerificationProcess*
* **Key**: The key is automatically generated based on the name value.

  <div data-gb-custom-block data-tag="hint" data-style="success" class="hint hint-success"><p>If a form that you require already exists, you don't need to duplicate it. The Workflow Designer allows you to share forms between workflows. You can select an existing form in the <strong>Form reference</strong> properties in the <strong>Reference</strong> tab.</p></div>

{% endstep %}

{% step %}
From the **Collibra data entry** section, add a **Domain** component.
{% endstep %}

{% step %}
In the attribute bar, enter the required information:

* **Label**: *Department*
* **Value**: *{{department}}*
  {% endstep %}

{% step %}
From the **Collibra data entry** section, add an **Asset** component.
{% endstep %}

{% step %}
In the attribute bar, enter the required information:

* **Label**: *Job position*
* **Value**: *{{jobPosition}}*
  {% endstep %}

{% step %}
To restrict the list of job positions to the assets contained by the selected domain, add a dependency between the domain and asset components:

1. In the attribute bar of the asset component, in the **Filters** section, select the <img src="/files/D5zWP7OgBM81hXPz5b10" alt="" data-size="line"> runtime expression next to the **Domain IDs** attribute.
2. Enter the variable you defined for the domain component: *{{department}}*
   {% endstep %}

{% step %}
From the **Selection** section, add a **Radio buttons** component.
{% endstep %}

{% step %}
In the attribute bar, enter the required information:

* **Label**: *Do you have any previous experience in a similar job?*
* **Value**: *{{previousExperience}}*
* **Items**: Click the <img src="/files/YTCgBOezJFBFpAKbNjeZ" alt="" data-size="line"> items properties and enter the required information:

  | Text | Value |
  | ---- | ----- |
  | Yes  | yes   |
  | No   | no    |
* **Required**: <img src="/files/BXz2KlNlSdQdVsWtxpao" alt="" data-size="line">
  {% endstep %}

{% step %}
From the **Data entry** section, add a **Text** component.
{% endstep %}

{% step %}
In the attribute bar, enter the required information:

* **Label**: *How many years of experience do you have?*
* **Value**: *{{experience}}*
  {% endstep %}

{% step %}
To make this field visible and mandatory only if a candidate has any previous experience, add the following dependencies between the radio buttons and text components:

1. In the attribute bar of the text component, in the **General** section, select the <img src="/files/D5zWP7OgBM81hXPz5b10" alt="" data-size="line"> runtime expression next to the **Visible** attribute.
2. Enter the following expression: *{{previousExperience=="yes"}}*
3. In the **Validation** section, select the <img src="/files/D5zWP7OgBM81hXPz5b10" alt="" data-size="line"> runtime expression next to the **Required** attribute.
4. Enter the following expression: *{{previousExperience=="yes"}}*
   {% endstep %}

{% step %}
To allow only numbers as an input for this field, add a regular expression validation:

1. In the attribute bar of the text component, in the **Validation** section, select the **Validation regex** attribute.
2. Enter the following expression: *\d\**
   {% endstep %}

{% step %}
Provide an error message for the text filed:

1. In the attribute bar of the text component, in the **Error message** section, select the **Validation regex** attribute.
2. Enter an error message, for example *Please enter a value that is a whole number.*
   {% endstep %}

{% step %}
To accept only candidates that have more than two years of experience, add a custom validation:

1. In the attribute bar of the text component, in the **Validation** section, click the <img src="/files/YTCgBOezJFBFpAKbNjeZ" alt="" data-size="line"> items properties next to the **Custom validations** attribute.
2. In the **Custom validations** dialog box, click **✚ Add item**.
3. Enter the required information:
   * **Expression**: *{{experience>2}}*
   * **Error message**: *Unfortunately, your experience is not enough to proceed with the application.*
4. Click **OK** to close the dialog box.
   {% endstep %}

{% step %}
Save your changes.
{% endstep %}
{% endstepper %}

{% hint style="success" %}
Use the <img src="/files/ZFBVjZfbqWXONsGLe3Dj" alt="" data-size="line">**Preview** function to view and test your forms while you create them: to check required fields behavior, dependencies between form components, and how they look. Since the preview is connected to your Collibra environment, you can see live data in the Collibra data entry components.
{% endhint %}

<img src="/files/2dQZ6mrzGXi8R2TKopDx" alt="A dynamic workflow form preview with a domain selector, an asset selector, two radio buttons, and an input field in Collibra Workflow Designer." width="50%">

### Success confirmation

The confirmation task shows a success image of your choice.

{% stepper %}
{% step %}
Create a new form for the third user task:

* **Name**: *SuccessConfirmation*
* **Key**: The key is automatically generated based on the name value.
  {% endstep %}

{% step %}
From the **Display** section, add an **Image** component.
{% endstep %}

{% step %}
In the attribute bar, enter the required information:

* **Label**: *You have successfully submitted our application.*
* **Source URL**: Enter the link to an image of your choice.
  {% endstep %}

{% step %}
Save your changes.
{% endstep %}
{% endstepper %}

## About versioning

Throughout this tutorial, every time you modified and saved your process or forms, the Workflow Designer created a new version of that model. To access the history of a model:

{% stepper %}
{% step %}
In the navigation bar, select **Apps**.
{% endstep %}

{% step %}
In the **App models list**, select your app.
{% endstep %}

{% step %}
For any process or form that the app contains, select <img src="/files/gFVzp1J6vIjbKFKc7lw7" alt="" data-size="line"> → **Details**.
{% endstep %}

{% step %}
On the details page, click <img src="/files/Vq4W6ZPqsk20vbdxq3bh" alt="" data-size="line"> to see the history of the model.
{% endstep %}

{% step %}
Select any version to preview it.
{% endstep %}

{% step %}
If required, you can use that version as a new version of the model.
{% endstep %}
{% endstepper %}

## Publish your workflow

You can publish workflows from the Workflow Designer to the corresponding Collibra environment with the push of a button:

{% stepper %}
{% step %}
In the navigation bar, select **Apps**.
{% endstep %}

{% step %}
In the **App models list**, select your app.
{% endstep %}

{% step %}
From the app editor, click the **Publish** button.
{% endstep %}

{% step %}
In the **Ready to Publish** dialog box, check the target environment.
{% endstep %}

{% step %}
Click **Publish App** to confirm and upload the workflow to the target environment.
{% endstep %}
{% endstepper %}

{% hint style="success" %}
Click the **View in Collibra** link from the success message to go directly to the workflow definition page where you can configure and enable it.
{% endhint %}


---

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