Data Sets and J1 Web Forms
J1 Web Forms uses data sets to drive dynamic form behavior, form assignment, workflow routing, and automation. They determine how forms pull information, populate options, and identify recipients.
Form LookUp Data Sets
Complete other fields based on information the form completer enters or selects. For example, entering an ID number fills in name fields or selecting a person populates contact information.
Form Options Data Sets
Populate dynamic lists such as cities, states, and course catalogs.
People/Organization Lists
Used to assign form‑completion To Dos. For example, a “New Employees” data set assigns a Contact Information Update form to all new hires.
How To
Create a Forms LookUp Data Set
Access the Core hub, Campus-wide Definitions module, Data Sets page.
From the Queries for drop-down, select Data Dictionaries.
Click Create data set.
From the Classification drop-down, select Form LookUp.
From the Select Modules Allowed Access to Data Set, select the modules you want to be able to access the data set. Anyone in a role with access to a selected module can see and use the data set when working in J1 Web.
From the Type drop-down, select InfoMaker or SQL File.
If you select InfoMaker:
From the PBL drop-down, select the InfoMaker PBL file you want to select a query from.
From the Query drop-down, select the query you want to use to create a data set in J1 Web.
If you select SQL file:
Note
SQL files cannot be edited in J1 Web. Once the file is uploaded, the query fields cannot be changed; however, you can download the query syntax, make changes, and then upload it as a new data set.
Tip
Sample SQL is a name lookup:
select * from J1FormattedNames where ID_NUM = @LookUpValue
Test the query in SQL Server Management Studio before uploading to ensure performance is optimized. A query shouldn’t take more than 4-5 seconds to run. Poorly performing queries will impact J1 Web system performance.
Click Choose File.
Browse your computer or network to find the appropriate SQL file and select it. The system evaluates the file for issues. If none are found, the Create data set button is enabled.
Click Create data set. The Create Data Set window closes, and the data set is listed on the Data Sets page.
Create a Forms Options Data Set
Access the Core hub, Campus-wide Definitions module, Data Sets page.
From the Queries for drop-down, select Data Dictionaries.
Click Create data set.
From the Classification drop-down, select Form Options.
From the Select Modules Allowed Access to Data Set drop-down, select the modules that should be able to use the data set. Anyone in a role with access to a selected module can see and use it.
From the Type drop-down, select InfoMaker or SQL File.
If you select InfoMaker:
From the PBL drop-down, select the InfoMaker PBL file.
From the Query drop-down, select the query you want to use.
If you select SQL file:
Note
SQL files cannot be edited in J1 Web. Once the file is uploaded, the query fields cannot be changed; however, you can download the query syntax, make changes, and then upload it as a new data set.
Tip
Sample SQL returns a list of states from the J1 database:
SELECT RTRIM(VALUE),
DESCRIPTION FROM TD_STATE_VIEW
Test the query in SQL Server Management Studio before uploading to ensure it runs within 4-5 seconds. Poorly performing queries will impact system performance.
Click Choose File and upload the SQL file..
If the file passes validation, the Create data set button is enabled.
Click Create data set. The Create Data Set window closes, and the data set is listed on the Data Sets page.