Form templates define what information will be on a form, who can view it, and what the approval process is.


To setup a form template perform the following steps:


  1. Go to Setup ---> Form Templates
  2. Click the button 'New Form Template'
  3. On each tab perform the following setup. The detail tab must filled in and saved before you can move to the other tabs.


Detail


The detail tab holds the base information for the form. 

  1. Enter a name to identify the form, and a description
  2. If this template is in the master site and you don't wish to share it to child sites tick the 'Do Not Share Form Template' flag. Otherwise leave this flag unticked.
  3. Specify the role that are allowed access to the form. Leave blank to allow everyone access
  4. In addition you can limit access to the form by specifying an access group to the form. This provides more granular access than a role.
  5. If you would like your form approved then enter approver 1 or approval group 1, and if necessary approver 2 or approval group 2. See approvals below for more detail.
  6. If you would like an approver to be able to edit the form whilst approving then tick the 'Can Approvers Edit Form?' flag, otherwise leave unticked and they will not be able to make changes.
  7. Select whether you want to generate a PDF's for form in portrait or landscape mode
  8. Select the group which you would like your form displayed in, if form template groups are setup then a form template must be assigned to a group.
  9. Assign the CCP Type, if required. For more detail on CCP's refer here: Form Template CCP Settings
  10. If you wish to use a PDF form as the template for this form then tick the 'PDF Rendered Form' check box. This will allow you to choose a PDF form and overlay fields on to the PDF.
  11. If using a PDF template, specify whether you want to see the toolbar when the pdf if rendered for a form.
  12. You can have multi paged forms by ticking the 'Paged Form' checkbox. If this is ticked you will be able to have multiple pages with conditional logic throughout your form.  
  13. Save the form template


Approvals


Forms may have two levels of approvals. If you specify two approvers then approver 1 will approve the form first, and on approval from approver 1, approver 2 will approve the form.


For each approval level you may either enter a single user, or setup an approval group to allow one of the users in the group to approve the form. 

Either a user or an approval group should be entered for each level. If you happen to enter both the the approval group will override the user and the user will be ignored.  


When a form is confirmed the approval process will begin. All users included in the 1st approval level will be notified by email and have a task created notifying them that they have a form to approve. After a user performs 1st approval all users included in the 2nd approval level will be notified.


At any time if the approval is rejected the form will marked as rejected and set back to an active status for 

Schedule


The schedule tab allows you to schedule the form to be automatically generated at a specified interval, and a task created assigning the form to a user.


To add a schedule:

  1. Click on the 'Add Schedule' button
  2. Enter the user to assign the task to in the 'Assigned to' field
  3. Make sure the schedule is active
  4. Specify the creation frequency, note that time is using 24 hour clock
  5. Enter the days a user has to complete the task
  6. Enter a title and description for the task. Note: If you don't enter a title the form name will be used as the title,
  7. Click on 'Save' to save the schedule


Note
If your form is shared across sites you must enter the schedule per site. To do this you must go to the form template in each site and edit it, creating a new schedule for that site. Remember forms are shared, schedules are site specific.

Versions


Forms are linked to a particular version. This enables you to maintain history for each version of a form. It also enables you to work on a new version of form whilst an older version is being used. When you publish a version it becomes available for use.


To create a new version perform the following steps:

  1. Go to the versions tab
  2. Click the Add Version button, a new draft version will be created
  3. Click on 'Edit Version' to build the form.
  4. Use the form builder to build the required form. See available form components for a description of available form components.
  5. Click 'Save' to save the form.


Preview Version

Click on the 'Preview Version' button to preview how the form will look on an Tablet and Mobile device.  


Clone Version

Click on the 'Clone Version' button to create a copy of this version as a new version. 


Publish

Click on the 'Publish' button to allow users to use this version when the create forms. 


Unpublish

Click on the 'Unpublish' button to stop users using this version. Once a user has used a version to create a form it can no longer be unpublished.   


Delete Version

Click on the 'Delete Version' button to delete this version. A version cannot be deleted if it has been published.