The ELO post-processing step allows you to store attributes and files from Forms in ELO.

Result of the ELO post-processing

MODE: Create

A new folder in ELO is created
the folder mask is assigned to the folder
the mask attributes are assigned to the folder
the map field attributes are assigned to the folder
Attachments are uploaded as child Elements to the folder
the file mask is assigned to each uploaded attachment
if configured: a workflow is started

MODE: Update

Updates an existing folder in ELO - identified by ObjectID or GUID
If a folder mask is configured: an updated folder mask is set
If a path is configured: moved the folder to the new location (including all subfolders/files)
If a folder name is configured: updated the folder name
Update the mask attributes: new values are added. If a value already exists, it will be overwritten. Old values that are not overwritten will stay
Update the map field attributes. new values are added. If a value already exists, it will be overwritten. Old values that are not overwritten will stay
Attachments are uploaded as child Elements to the folder
the file mask is assigned to each uploaded attachment
if configured: a workflow is started

MODE: Delete

A single Sord Object in ELO is deleted - identified by ObjectID or GUID

Summary of naming conventions in ELO

Sord

A sord in ELO is any object. This can be a Folder, File, …

Folder

The Folder in ELO is a container that

has ONE assigned Folder mask
has N mask attributes (map-like key-value pairs) - also called objectkeys. These are directly connected to the assigned Folder mask. e.g. A Folder with the mask ‘invoice' has a mask attribute ‘invoice number’ but no attribute ‘birthday’.
The mask attributes are String values only with a maximum length of 255 characters.
has N map field attributes (map-like key-value pairs) - in ELO they are shown in the tab ‘Additional Infos’. They are used in various Business Solutions and Forms. Each attribute has an assigned domain (objekte, formdata, ...) and a type (string or blob). The type string is limited to a maximum length of 255 characters.
has N child elements
- other Folders
- Files

File

These are actual BLOB files like JPG, PDF, …

They have:

ONE assigned File mask

as well as

N mask attributes
N map field attributes

However, Portrait only allows setting the file mask. Attributes are only supported to be stored in the folder.

Detailed process description

MODE: Create

The creation process is done in the following order

User submits Form
Handlebars are applied, see order below
Validations
- Validation of Mask attributes - fieldProcessor + dialog "fields": [{...}]
- Validation of Folder mask - mask
- Validation of File mask - fileMask
Folder is created or copied - according to path,folderName and sourcePath
Folder mask is set
Mask attributes are set
Map fields are set
Attachments, with the correct File mask, are uploaded
Workflow is started

There is no transaction. If one step fails some data might already be written to ELO

Validation of Mask attributes

Checked:

Each mask attribute value can only contain max 255 characters.

Not Checked:

The mask attribute is available in the folder mask. In this case, the attribute is ignored and not written to ELO.

Validation of Folder/File mask

Checked:

If the configured mask is allowed to be set to a Sord of the type folder/file

MODE: Update

Same as in the CREATE mode. However, not all configurations are required.

Path: if empty the folder won’t get moved and stays on the same path
folderName: if empty the folder won’t get renamed.

MODE: Delete

User submits Form
A single Sord Object in ELO is deleted - identified by ObjectID or GUID

Configuration for MODE: CREATE


onSubmit.type	Must be `ELO`
onSubmit.connection	ID of the ELO connection - see ELO connections
onSubmit.mode	must be `CREATE`
onSubmit.path	Optional Path of the folder. The path can already exist in ELO, if not it is created during the first form submission. `¶` is used as a path seperator. Therefore, `¶` can NOT be contained inside the variables. An Error will be throws if the supplied parameters contain an `¶` Handelbars are supported. Example Handlebars for the path: `"¶Portrait¶SERVICE_PROTOCOL¶{{SERVICE_PROTOCOL_PRIORITY}}"` If no path is given, the submitted forms are stored in the Chaosablage.
onSubmit.folderName	Required Name of the folder that gets created when a form is submitted. Handelbars are supported. Example Handlebars for the folder name: `"{{now format=\"yyyy-MM-dd\"}} - {{SERVICE_PROTOCOL_ISSUE}}"`
onSubmit.sourcePath	Optional If provided the sord object, includings all its content and set attributes, is copied and used as the base Folder. The target will be onSubmit.path and the name of the copied sord onSubmit.folderName Example: `"¶Administration¶Business Solutions¶common¶Configuration¶Common file types¶Service Call Template"`
onSubmit.mask	Name of the folder mask in ELO. The mask must already be created in ELO and allowed to be set to an folder Sord. If empty the default folder mask from elo is determied and applied.
onSubmit.fileMask	Name of the file mask in ELO. The mask must already be created in ELO and allowed to be set to an document Sord. If empty the default file mask from elo is determied and applied.
onSubmit.fieldProcessor	See Mask Attributes below
onSubmit.maps	See Map Attributes below
onSubmit.workflow	Name of the ELO workflow Template, that will be started on the created folder. Optional: If no value is given, then no workflow is started.
onSubmit.workflowname	The name of the workflow instance which is started. Support for Field Processors Available variables: FOLDER_NAME → the Sord Name of the created/updated Folder All others as specified here: ELO \| Handlebars Default: `{{FOLDER_NAME`}} So the default workflowname is the same as the created/updated folder.
onSubmit.index	The id of the ELO sources that will be reindexed with the changed items. Works for CREATE, UPDATE and DELETE

Mask Attributes

There are two methods to configure which Mask attributes are selected to be written:

1:1 mapping of the dialog field names - this happens automatically

"pages": [
            {
                "label": "Person",
                "fields": [
                    {
                        "name": "damaged_person_first_name",
                        "displayText": "Vorname *",
                        "description": "First name",
                        "type": "TextBox",
                        "options": {
                            "required": true,
                            "confirmation": true
                        }
                    }
          ]

A mask attribute with the key ‘damaged_person_first_name’ is selected.

fieldProcessors

        fieldProcessor:
          - field: CM_WA_COMPANY
            value: "{{damaged_company_name}}"

A mask attribute with the key ‘CM_WA_COMPANY’ is selected.

The attributes are only marked to be written. At runtime, it is determined if the keys are available to be written for the configured folder mask. If some attributes are not available to be set for this mask they are simply ignored and not written.

The methods can also be combined:

Now 3 values will be marked to be written:

damaged_person_first_name
damaged_person_last_name
CM_WA_FULLNAME

Map Attributes

Map attributes can be configured via the maps YML parameter

At runtime, the list domains and types are grouped together. For each domain and type the data is written separately.

Handlebars

The handlebars support the usage of the form parameter. In addition, we provide the following use of parameters from the user that submitted the form:

Constants
`PORTRAIT_USER_ID`	unique user id	`cNkXPLhKjXMFiFYvYvcGOdmHRrTOxesEfcWmoteLGUMyyqslLyEV`
`PORTRAIT_USER_NAME`	name of the user	`Linda Jackson`
`PORTRAIT_USER_EMAIL`	email	`linda.jackson@larsens.portraitapp.co`
`PORTRAIT_USER_ROLE`	assigned role	`ADMIN`
User Custom Fields Custom Fields
`<key_of_custom_field>`	`<value_of_custom_field>`	The value set in the Managing users View. Different for each user. The Value from the logged in user is used.

During the form submission, the handlebars are applied in this order:

Fieldprocessors
onSubmit.path, onSubmit.folderName

Therefore the result of the field processes can influence the onSubmit config.

Example ELO post-processing in Portrait

Example configuration:

Overview of the newly created Folder 'Mod2 - Löscheinsatz - 2023 …' in ELO.

The map attributes are also set according to the configuration. Notice that CM_WA_DESC is a blob field and therefore not shown in the UI of ELO. The domain of the map attribute is also only visible in the SQL database.

Configuration for MODE: UPDATE


onSubmit.type	Must be `ELO`
onSubmit.connection	ID of the ELO connection - see ELO connections
onSubmit.mode	must be `UPDATE`
onSubmit.path	Optional Path where the updated folder is moved to. The path can already exist in ELO, if not it is created during the first form submission. `¶` is used as a path seperator. Therefore, `¶` can NOT be contained inside the variables. An Error will be throws if the supplied parameters contain an `¶` Example Handlebars for the path: `"¶Portrait¶SERVICE_PROTOCOL¶{{SERVICE_PROTOCOL_PRIORITY}}"` If no path is given, then the folder won’t get moved.
onSubmit.folderName	Optional Name of the folder that gets created when a form is submitted. Example Handlebars for the folder name: `"{{now format=\"yyyy-MM-dd\"}} - {{SERVICE_PROTOCOL_ISSUE}}"` If no folderName is given, then the folder won’t get renamed.
onSubmit.sourcePath	Not supported for update, use path instead to move folders.
onSubmit.mask	Name of the folder mask in ELO. The mask must already be created in ELO and allowed to be set to an folder Sord. If empty the folder mask won’t be changed
onSubmit.fileMask	Name of the file mask in ELO. The mask must already be created in ELO and allowed to be set to an document Sord. If empty the default file mask from elo is determied and applied.
onSubmit.fieldProcessor	See Mask Attributes below
onSubmit.maps	See Map Attributes below
onSubmit.workflow	Name of the ELO workflow, that will be started on the created folder. Optional: If no value is given, then no workflow is started.
onSubmit.index	Optional The id of the ELO sources that will be reindexed with the changed items. Works for CREATE, UPDATE and DELETE

Example ELO post-processing in Portrait

Example configuration:

Config for Dialog

Configuration for MODE: DELETE


onSubmit.type	Must be `ELO`
onSubmit.connection	ID of the ELO connection - see ELO connections
onSubmit.mode	must be `DELETE`
onSubmit.dialog	JSON with the correct formatted Forms must contain one field with the name 'key'. This is the`ObjectID` or `GUID` of the object to be deleted. You can use EntryFields to present existing entries to the user and select the `ObjectID` or `GUID`
onSubmit.index	The id of the ELO sources that will be reindexed with the changed items. Works for CREATE, UPDATE and DELETE

Basic Example:

Config for Dialog

Troubleshooting

If you encounter some issues, look in the portrait backend log file. Watch out for error messages directly from ELO, which is logged during the process.
Example:

[TICKET:0ACDA9...][Die Maske Verkauf kann nicht für Ordner verwendet werden.]

The entire process is non-atomic, which means that in the case of an error, some data might have already been written to ELO. Some actions are required to classify the post-process step as a success, while others are not. Here is an overview:

Cause	Error Level	Results in

Cause	Error Level	Results in
ELO folder can’t be created.		The form data or files will not be stored in ELO. The frontend will show an error and log the response from ELO.
Folder mask can’t be set.		The form data or files will not be stored in ELO. The frontend will show an error and log the response from ELO.
The portrait field name does not match a field name in the ELO mask.		This metadata field will be ignored and not stored in ELO. Post-processing continues normally.
Attachment can’t be uploaded to ELO.		This attachment will be ignored and not stored in ELO. Post-processing continues normally.
Workflow can’t be started.		Application will log an error. Post-processing continues normally.