Using data from completed documents

With Incontrol, it's possible to import data from previously completed documents. By using the 'Import document' element in your forms, you can specify which documents from a specific form you want to import. This saves time for the user when filling out a draft.

Explanation

In your form, you create various Input elements with aliases that match the aliases from the form you want to import data from. Without matching aliases, it's not possible to import data.

You can choose to import data from documents of the same form or from another form. You can find the 'Import document' element under the 'Import' elements.

Note: By selecting a source form from which data can be imported, all documents based on this form will be available. This includes documents completed by other users (and/or from other security groups/teams).

Before you can continue working with the data from the imported document you first need to indicate the alias in the top right corner of the desired element, you do this both in the form behind the document you are importing and in the form in which you are importing it. You so to speak "activate" the alias this way. This only needs to be done once per individual alias.

Remember that this must be done again for each alias that you want. When importing an image from a document, it is recommended to set the element setting "Input mode" to User input.

Label

If desired, you can give a title to the element under label. This title can be filled using aliases and/or calculations.

Text

Here, you specify editable text. This can also be filled in using aliases and/or calculations.

Form

Select the form. You can import data from completed documents of this form.

Placeholder

You can give a text to the button where users click to import data. This text can be filled using aliases and calculations.

Settings

Under settings, you can change the appearance of the element.

Explanation for Users

When filling out the form, click the button to import data. Now you can search by document names for the relevant form. Select the form, and the data will be automatically filled in.

Whitelisting

Whitelisting (elements)

In the element, you will see a dropdown under the heading Alias mapping. Here you have 2 choices:

1. Import all aliases: all matching aliases will be imported.
2. Only import defined aliases: all aliases named in the box below this dropdown will be imported.

In the text field below this dropdown, you can name the aliases you want to import if you have chosen the 2nd option. You note these aliases as follows: (If you want to add multiple aliases, separate them with an enter).

@alias

Whitelisting (dynamic elements)

If you want to load data from dynamic elements, you need to take an extra step. You must note each alias you want to use; noting only the alias of the dynamic element will not work. Importing aliases in a dynamic element is done as follows:

@dynamicalias @alias1
@dynamicalias @alias2

Both @alias1 and @alias2 are in one dynamic element, but this must be specified.

Alias mapping (elements)

Mapping aliases is linking the alias in the data source to the alias in the form. You do this as follows:

@alias >> @new_alias

In this example, a value linked to @alias was present in the document. This value is now imported to the place in the form where @new_alias is noted. Again, you can also map multiple aliases, separated by enters:

@alias1 >> @new_alias1

@alias2 >> @new_alias2

It is possible to link one alias to multiple aliases in the form:

@alias >> @new_alias1
@alias >> @new_alias2

It is possible to link multiple aliases to one alias in the form:

@alias >> @new_alias1 @new_alias2

Alias mapping (dynamic elements)

With dynamic elements, it's a bit different than with regular elements. If you want to link a dynamic alias to a new dynamic alias in the form, you do it as before:

@dynamicalias >> @new_dynamicalias

However, if you want to change an alias in a dynamic element, you do it as follows:

@dynamicalias @alias >> @new_alias

In this example, the value of @alias in the dynamic element with the alias @dynamicalias is linked to the alias @new_alias in the form.

It may happen that you first want to link an alias linked to a dynamic element to another dynamic alias and then link aliases contained in the dynamic element to other aliases falling under the dynamic alias in the other form, as shown below:

If you want to link all aliases together so that:

• @dynamicalias is linked to @new_dynamicalias
• @alias1 is linked to @new_alias1
• @alias2 is linked to @new_alias2

Then you do it as follows:

1. Link @dynamicalias to @new_dynamicalias: @dynamicalias >> @new_dynamicalias
2. Link the aliases under @dynamicalias to the new aliases under @new_dynamicalias by first using the old dynamic alias: @dynamicalias @alias1 >> @new_alias1
3. Link the aliases under @dynamicalias to the new aliases under @new_dynamicalias by first using the old dynamic alias: @dynamicalias @alias2 >> @new_alias2

Blacklisting

If you want to import a form with many aliases but only want to exclude a few aliases, there is also a method for this.

1. Choose 'Import all aliases' from the dropdown.
2. Give the aliases you don't want to import a new alias that doesn't exist in the form.

For example:

@import_alias >> @doesnt_exist

Because the imported alias is assigned a new alias that doesn't exist, the value behind this alias will not be imported.

Update

It is now also possible to make an Import element mandatory so that the user always has to import something before completing the form. You can find this option under settings via the element itself.