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HCMS Integration

  • Updated:

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 Headless Content Management System (HCMS) instance with Process Automation and Digital Services (formerly CivicOptimize). 

  

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 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 HCMS. This will mean previous records of that element may not be able to be displayed in the HCMS.
  • Field Names: If submitting to the 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 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.

 

 

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Set Up the Integration

  1. Sign in to your site
  2. Navigate to Advanced Tools and then Integrations
    Integrations Menu.
  3. Select the Setup Integration button on the HCMS card
    Setup integration button.
  4. Input the Base URL, Client Id, and Client Secret, then click Save
    HCMS fields.
    Note: When configuring, the HCMS 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 HCMS under Settings and then Clients
    Client secret and id.

 

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Add an HCMS Submission Event to a Form

  1. Navigate to the Forms tab and select your desired form
    Forms menu with form selected.
    Note: Element Labels within your form must be less than 35 characters in length to store in the HCMS.
  2. Select the Workflow tab and click Add Submission Event
    Add Submission Event.
  3. In the Event Type drop-down, select HCMS
    HCMS event type.
  4. Add the Content Type Name (this should match how the name appears in the HCMS)
    Content type name field.
  5. Configure remaining fields, as needed
    Additional HCMS fields.
    • Run Conditionally: Set conditional parameters for the submission event
    • Advanced
      • Tags: Select tags to associate with the event
      • Categories: Select any 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 PDF that is generated and submitted to the 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 ID is added as a footer to each page of the PDF
        • Display external ID: Include the External Id/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 US Letter as the page size for the PDF
  6. Click Save
    Save workflow.
  7. Now when you submit the form you will be able to see the new Content Type in your HCMS instance and the content items being added to that type
    HCMS new content type.

 

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