Forms are the data carriers of runnable processes. In the modeling tool, forms are related to tasks and other symbols using associations. If you have never created a form or added it to a process before, please see (one of) the following articles:
Depending on how an object/form template (illustrated with a blue icon, see below) or the following data objects with the same ID – the upcoming versions of the form – in a process are associated to other symbols, different things can happen when the process is run.
Some of the following comes from the article Common BPMN symbols:
Start: InputThe form is input to the new instance, and the performer has to fill it out (at least any mandatory fields) to be able to start the instance.
Task: OutputThe form is output from the task. Depending on if the ProducedAtCompletion property is set to True or False two things can happen when the process is run.
1. TRUE=mandatory: The form is displayed in the task, and has to be filled out (at least any mandatory fields) before the task is completed.
Mandatory forms are displayed under the main heading just like any other form that is connected to a task. They are also in the Content folder.
2. FALSE=optional: The performer can choose to fill out the form when in the task, and thereby include it in the instance.
Optional forms are displayed under the heading More actions, and can be added to the instance by the performer.
To reach this setting in the modeling tool, right-click on the data object and choose Properties. In the section DataObject, the option ProducedAtCompletion is available.
The form is displayed in the task (like in image 1 above), but it is locked for editing.
The form is displayed in the task (like in image 1 above), and it is editable.
Other types of data objects: Read-only
Other types of data objects, such as documents, are displayed in the task as long as they are connected to the specific task. Documents can never be editable.