You can create and manage all your CivicPlus content and data from our single, unified, and integrated platform. This article will show you how to integrate your {{variable.HCMS}} instance with {{variable.Process Automation and Digital}}.

Limitations

There are some current limitations with this integration, these are listed below:

Adding Content: You are able to add new elements to the form, but it will appear as the last field of the Content Type, even if you reposition the new form element in the form builder. This means that the structure of the content when you view it in the {{glossary.HCMS}} might not exactly reflect the form.
Changing Content: If you change an element type in the form, you will also be changing the Content Type field type in the {{variable.HCMS}}. This will mean previous records of that element may not be able to be displayed in the {{variable.HCMS}}.
Field Names: If submitting to the {{variable.HCMS}}, Element Names:
- Must be unique when converted to lowercase (such as Using "Element1" and "element1" as Names for separate elements but will fail if submitted to {{variable.HCMS}} as it will see them both as "element1").
- Cannot contain special characters other than underscores and dashes (such as # & ' / %)
- Cannot start or end in an underscore or dash
- Cannot exceed 40 characters

To alleviate these issues, try to ensure that the form is in a close to completed or completed state before submission.

Set Up the Integration

Sign in to your site
Navigate to Advanced Tools and then Integrations
Select the Setup Integration button on the HCMS card
Input the Base URL, Client Id, and Client Secret, then click Save
Note: When configuring, the {{variable.HCMS}} {{glossary.URL}} string should not contain a forward slash (/) or a space at the end.
Note: The Client Id and Client Secret can be found on the {{variable.HCMS}} under Settings and then Clients

Add an HCMS Submission Event to a Form

Navigate to the Forms tab and select your desired form
Note: Element Labels within your form must be less than 35 characters in length to store in the {{variable.HCMS}}.
Select the Workflow tab and click Add Submission Event
In the Event Type drop-down, select HCMS
Add the Content Type Name (this should match how the name appears in the {{variable.HCMS}})
Configure remaining fields, as needed
- Run Conditionally: Set conditional parameters for the submission event
- Advanced
  - Tags: Select tags to associate with the event
  - Categories: Select any {{variable.HCMS}} categories you want to map to the event
    Note: If you have an HCMS List configured on the form then this will automatically pull in any selected categories and add it to the category of the content being created.
  - Notification Element: The element chosen determines if a notification will be sent. This element must be a "switch" element. Learn how to set up HCMS notifications.
  - Encrypted Elements: Select any form elements that should be encrypted
  - Encrypt PDF: Controls whether the {{glossary.PDF}} that is generated and submitted to the {{variable.HCMS}} is set as encrypted
  - PDF Configuration
    - Exclude Elements: This allows you to remove form elements from the PDF that may not be relevant to this recipient
    - PDF File Name: Enter the desired name for the PDF attachment
    - Display submission ID: Turning this on will ensure the submission {{glossary.ID}} is added as a footer to each page of the PDF
    - Display external ID: Include the External {{glossary.ID}} or Receipt Id in the footer of the PDF
    - Include payment details: Toggle on to add a page break after the form content and include the payment receipt information
    - Page break on form pages: Turning this on will create a page break in the PDF that reflects the page breaks in the form itself
    - PDF Page Size: Select A4 or {{glossary.US}} Letter as the page size for the PDF
Click Save
Now when you submit the form you will be able to see the new Content Type in your {{glossary.HCMS}} instance and the content items being added to that type

Resources

Recreation Management Integration