Forms Manager [New]


There is a new and improved version of the forms manager available in the Infrastructure Cloud. To enable the new forms manager go to Administration > Manage Forms and toggle the Try the new Layout switch at the top right of the screen.

The new forms manager will display providing enhanced functionality now available in the existing forms manager.

Import/Copy Form Definition

Allows you to import existing form definitions from one project to another. When importing form definitions, the system will check for existing forms with the same name and prompt to either overwrite or create a new form if a duplicate is found. Workflows can also be imported along with the form definitions. 

Click Here for details.

Manage Properties

Displays an interface where you can add/remove edit form properties. 

Click Here for details.

Toolbar Options

The toolbar options along the top of the form definition grid provides the following options. Each toolbar option is designed to apply to the selected form definition in the grid. Multiple forms can be selected simultaneously and the settings will apply to all.

Note:  These settings will override any settings applied to individual form definitions through the context menu which display when selecting the icon inline with the definition.

New Displays a wizard for new forms creation. The wizard provides a step by step process to create a new form definition.
Change Status

Allows you to change the form definition status to one of the following options:

  • Approved: Form is in production stage and available the Infrastructure Cloud interface and the Field application.
  • Draft: Form is in design mode. Not available in SYNCHRO Control / Field. Form definition can only be edited while in a draft status. 
  • Maintenance: Disables new form creation in the application while changes are being made to the form definition. Existing form instances will still be available for viewing only.
  • Archived: Form is not available for new instance, only can view existing instance. 

Select one or more form definitions, select an option from the dialog and click Save.
Share

Click to Share the form definition with other projects within your organization. The following dialog displays:

Note:  If the Read-Write option is selected and a form is modified in a project other than the source, it will update the form in all projects that are using it. It does not need to be modified in the source project.
Form Data Security

Displays the Permissions dialog where you can set role permissions for the selected form definition(s).  Note that this will override any permissions set using the inline permissions option which applies to individually selected form definitions.

Click Here for details.
Application Access

Displays the following dialog allowing you to select which modules in the Infrastructure Cloud have access to create forms. 
Allow Instance Subscriptions This option determines whether a user will be able to 'Follow' a form instance and receive notifications on changes to the form instance. When enabled, the 'Follow' option is available to subscribe to from the right panel of the form instance. When disabled, the 'Follow' option will not be available. (AVAILABLE SOON!)
PDF Export 

Displays the following dialog to define the PDF Export format for the form.

  • Automatic Selection: When this option is selected the following logic determines which PDF layout is selected:
    • If there is not custom PDF layout defined (PDF Layout or Fillable PDF) then the default Form layout will be assigned.
    • If a custom pdf layout (either PDF layout or Fillable PDF) is defined, then that layout will be used.
    • If multiple custom pad layouts are defined, then the first layout returned from the query will be defined.
      Note: It is recommended to select a PDF layout from one of the options below.
  • Form Layout: Replaces the current Standard Layout. Prints the current form design to a pdf format. Changes to the form design layout are automatically updated in the PDF Layout.
  • Condensed (New): This is a data-only, space-saving PDF for situations where the layout isn't critical.
  • PDF layout (Custom Layout): Allows users to customize the look of their forms PDF printout. Typically, this used to replicate the look of the original paper form that has been made digital with the custom form tool. Click Here for details.
  • Fillable PDF: Allows users to use existing Fillable PDF forms for exporting and archiving purposes. Instead of designing a Custom Layout in Design Printout, users can take their existing Fillable PDF files and map the fields to bindings in the form. Click Here for details.
Delete

Deletes the selected form definition(s). Since the deletion process is irreversible, the following dialog displays prompting you to confirm the deletion.
View Flowchart

Provides a graphical representation of the defined workflow.
Workflow

The Workflow option opens a workflow configuration page allowing you to:

  • Import a workflow for the selected class if none is defined.
  • Edit an existing workflow for the selected class.

Note: The workflow is define at the class (type) level, meaning that it will apply to all form definitions within the selected class.

Click the links below for details on defining or editing workflows in the forms manager:

Individual Form Menu Options

A context menu with the following option displays when selecting the icon inline with the definition.

Preview Opens the form definition in preview mode.
Change status See table above. Operates the same as the top option but applies to the individually selected form definition.
Copy

Allows you to make a copy of an existing form and rename it. The following dialog displays:

By default the Form Name will have "Copy" appended to it. You can use this dialog to create a new form with the same properties on the form which can be edited after.
Share See table above. Operates the same as the top option but applies to the individually selected form definition.
Permissions

Allows you to set form definitions for roles for the selected form. This operates the same as the Form Data Security option above but only applies to the selected form definition. Permissions set using the Form Data Security option will override individually set permissions.

Click Here for details.
Application Access

Displays the following dialog allowing you to select which modules in the Infrastructure Cloud have access to create forms. 
Subscriptions This option determines whether a user will be able to 'Follow' a form instance and receive notifications on changes to the form instance. When enabled, the 'Follow' option is available to subscribe to the form instance when opened in the the right panel. When disabled, the 'Follow' option will not be available.
PDF Export See details above.
Delete Allows you to delete the selected form definition as long as it does not have any filled out form instances associated with it.

 

The following columns are provided to display information about the selected form:

Name Form definition name
Prefix    The prefix to generate a unique number.
Status Form status (Published, Draft, Maintenance or Archived).
Created Date Date the definition was created.
Created By Displays the user who created the form defintion.
PDF Export Workflow status (Enabled or Disabled).
Layout type Displays the defined layout type.
Shared When shared, modifications made to the original form definition will apply to all projects using the
Filled out The number indicates how many form instances have been created.
Class

Displays the class for the form definition.
State

Displays the current state of the form definitions using a color coded icon:

  • Red - Form has errors
  • Orange - Form has warnings
  • Green - No issues

The errors and warnings can be fixed in the forms designer.
Subscriptions

Displays whether users can subscribe to specific form instances.

True = Subscriptions allowed.

False = Subscriptions not allowed.