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Forms

Create and edit forms on the Manage Forms page in the System Administrator Dashboard. Forms help you collect data and save it for tracking. Configure forms for different purposes to help meet requirements and standards.

Go to Admin > Company Administration > Manage Forms .

Create a form

  1. Add a form type and enable it for the entities that will use the form.

    If the form is part of a workflow, select Work Flow Field Set when you add the form type.

  2. Add form fields.

  3. Add a form layout.

ClosedBest practices

  • Keep colors consistent. Use one color for instructions and another color for required inputs.

  • Design with the user's screen size in mind.

  • Use headers to separate logical groups of information.

  • Create a standard form header sub-page layout for all forms. At a minimum, include:

    • Entity Name

    • Address

    • Store Number

    • Logo

  • If you create multiple forms that use the same data, use sub-page layouts to reduce the work needed to build each form.

  • Include a Title on every form to help you identify different form instances.

  • Use label fields at the top of each form to describe its purpose.

  • Use label fields to add instructions for everyone who interacts with the form.

  • Set informational fields to read-only.

  • For fields that must be populated, either include them on the form or link to a record that needs to be updated.

    For example, if users need to add members to an entity, provide instructions for where to go and how to add the member.

  • Use field filters to control what appears in fields.

  • Configure fields to show additional information such as phone numbers, addresses, and job titles.

  • Use document fields to manage document creation and submittal.

Notes

  • When you add a form to an entity, the Form Layout Name appears in the Select Form field, not the Form Name.

  • Entity fields will automatically populate on a form.

  • Once you create and save a form type, you can't change the WORK FLOW field set? option in the future.

  • If the form uses a custom email, add one of these fields to the form:

    • Assignees

    • Assignees / Managers

    Custom emails are sent each time the form is saved or updated.

  • Changing a field label on the form layout doesn’t change it anywhere else.

  • Forms that start a workflow do not appear in Select Form on the Forms tab. Instead, they appear in Select Work Flow Kickoff Form on the Work Flow tab.

  • Only the creator and assignee of a form can check out and edit the form.

  • A form can only be checked out by one person at a time.

  • Checked out forms cannot be closed. They must be checked in first.

  • Any user with access to forms can reply to an existing form.