Form activity - Precisely Data Integrity Suite

Data Integrity Suite
Product
Spatial_Analytics
Data_Integration
Data_Enrichment
Data_Governance
Precisely_Data_Integrity_Suite
geo_addressing_1
Data_Observability
Data_Quality
dis_core_foundation
Services
Spatial Analytics
Data Integration
Data Enrichment
Data Governance
Geo Addressing
Data Observability
Data Quality
Core Foundation
ft:title
Data Integrity Suite
ft:locale
en-US
PublicationType
pt_product_guide
copyrightfirst
2000
copyrightlast
2026

A workflow can contain a Form activity which allows you to create a form that requires user interaction to submit a response before the workflow continues to the next step.

A Form activity allows you to create a form that requires user interaction to submit a response before the workflow continues. Configure the form by specifying assignees, adding fields, and optionally sending email notifications.

Specify form assignees

Determine who receives the form by selecting one or more assignee types.

At least one assignee is required. You can send the form to individuals, roles, groups, or the workflow initiator.
Select an assignee type:
  • Initiator: Sends the form to the individual who initiated the change.
  • Specific user(s): Sends the form to a specific user or a list of selected users.
  • Role(s): Sends the form to all users assigned to a particular role or list of roles. When you select this option, a field appears where you can select the role name, such as Data Steward or Business Owner. If you define a backup role, the system looks for users assigned to the first role before checking the backup role. For example, if there are no Data Stewards, the form goes to the Business Owner.
  • Group(s): Sends the form to all users who are currently members of the selected group. The group must already exist on the system, and only users who are members at the time the workflow activity is initiated receive the form.

Configure form details

Add a title and optional description that appear on the form.

  1. On the Form tab, enter a Title.
    The title appears on the form when assignees access it. For example, "Do you approve?".
  2. Optionally, add a Description.
    The description displays on the form to provide context or instructions.

Add and customize form fields

Create form fields by selecting field types and configuring field-specific settings.

To customize the form, click Add Fields, then Add Form Field. Some field settings are specific to the field type, while others apply to all fields.
  1. Edit the field name at the top of the right side panel to include the question you want the recipient to answer.
  2. Configure these settings that apply to all field types:
    1. Set Required Field to specify whether the field must be completed before form submission.
    2. Add a Description if you want to include additional explanation. You can set it to display only as a tool-tip or under the field label on the form.
    3. Select the Default tab to set a default for the field.
    4. Use the Validation tab to specify additional criteria users must follow when entering a value. For example, a text field with a minimum length of 5 characters.
  3. Organize fields into sections.
    By default, all fields are added to the Default Section. You can rename this section in the right side panel. To further organize your fields, click Add then select Section. New fields are added to the selected section. Every section must contain at least one field. You can delete or duplicate a section or field by clicking the menu button in the relevant row in the list view. Deleting a section removes the section header and all fields in it. Duplicating a section copies the section header and all contained fields.
  4. Choose a field type:
    • Boolean: A data type with two possible values. Allows you to add a "Yes / No" or "True / False" question. For example, "Do you approve?".
    • Text: A free form string of alphanumeric characters. For example, "Explain why you approve / do not approve". Choose Simple Text or HTML/Richtext.
    • Date: A date in a recognized date format. Choose from Date or Date with time.
    • Decimal: A decimal number. You can specify the number of Decimal Places displayed and the Increment value by which the field can be incremented up or down.
    • Integer: A whole number that can be positive, negative, or zero. You can specify the Increment value by which the field can be incremented up or down.
    • Link: A field that contains a link.
    • List: A list field where available values depend on the workflow and action. To allow users to select more than one list option, choose Allow Multiselect? Yes.
    • Relationship Type: A relationship between Business Assets, for example, [contains] Business Asset:: Report. The form recipient can choose from relationship types for which the asset is a subject or object. If a Relationship Type is selected for a request workflow and an Object Type is chosen as the trigger, the Asset Type's relationships can be selected and used to update the asset's relationships in the request workflow.

Configure email notification

Optionally send an email notification along with the form to assignees.

  1. Click the Email Notification switch to enable email notification.
    The email is sent to the assignees you specified on the Response tab.
  2. Enter the email Subject and Body.
    If you want to insert tokens as placeholders for variable text, click the Insert token button to select from available options. Tokens are replaced by relevant workflow details for the user who completes the form. When adding a link, include the protocol, for example http://, https://, or email://.
  3. Optionally, select Include responses to previous forms to include information from forms completed in a previous workflow step.
    This option only applies if your workflow contains a preceding Form activity.

Form activity example

See how a form activity works in a typical workflow.

  1. A Business Owner adds a business term.
  2. A workflow is triggered that sends an email to the Business Owner (initiator) notifying them that the term was added and will go for review to the Data Steward.
  3. The Data Steward receives a form and, after reviewing the new Business Term, acknowledges the review is complete via the workflow form.
  4. The Business Owner is notified that the business term has been reviewed.