Forms are used to post information in a standard, simplified manner, using fields and attachments stored in a database.
To post a form, you must upload it, list the attachments and enter the general information, among other information.
A form can be an HTML document, created in an HTML editor, or can be prepared on Studio and exported to be posted on the platform.
01. After clicking on the option New form in the location where it will be created, enter a description.
02. In the tab Publishing files, click on Select file – to select a form from the workstation - or Copy ECM file – to select a form that has already been posted elsewhere on the platform.
The form can be prepared on Studio and exported to document browsing to be posted later.
03. Find and select the desired form.
04. Define which will be the main file of the form and which will be its attachments.
To delete the files from the upload area after the publication, check the option "Clear upload directory when posting".
05. Click on the General information tab.
06. Enter the required information.
Required information:
Author
User that is the author of the form being posted.
Dataset name
Name to be assigned to the dataset that the form will become.
Store in
Storage format of data in the dataset. The available options are:
- Database tables;
- In a single table.
List active records only
When checked, it determines that only form records of the active version will be displayed in the dataset. This field is only enabled when filling the field "Dataset name".
Document expires?
When checked, this option determines that the form will expire on the date entered in the field "Valid until". If not, the form does not expire and the date entered in the field "Valid until" is not considered. This option will be displayed as checked when the field “Document expires?"– from the Parameters feature of the General tab in the Control Panel – is checked.
Expiration period
Time - in days - within which the form will expire.
Valid from
Date from which the form will be available for users to answer it - according to their access permissions. This date allows the form’s author to schedule its viewing to the other users of the platform, as it will only be displayed as of that date. When the form is valid only as of a future date, it is displayed to the author with a red arrow that represents that is a future document. The future publication date cannot be less than the current date and the future publication does not send notification e-mails (approval, new version/review of the document etc.).
Valid until
The date from which the form will be considered expired when the option "Document expires?" is checked. The expiration date is suggested considering the field "Document expiration days" – from the Parameters feature under the General tab of the Control Panel – if it has a set value. If the field "Document expires" of that feature is not checked, that date is disregarded.
Version/review
Number of the start version/review of the form being posted. This field is only enabled when adding a form and when the "Manual control of the start version" field of the Parameters feature under the General tab in the Control panel is checked. When the Control panel field is not checked, the version/review "1000" is automatically assigned to the form, and you cannot change it. This field format is numeric (999,999) and the first three numbers represent the version and the other three represent the review. After the first publication, the platform automatically controls the progress of the versions and reviews, and numbers cannot be changed. After the first publication, the platform automatically controls the progress of the versions and reviews, and numbers cannot be changed. As you select this field, the contents of the document can be changed and its original creation date is changed to the date it was last changed due to the creation of a new version/review.
Icon type
Graphic element to represent the form.
Allow more than one form record per user
When checked, this option determines that a user can reply to the same form more than once, if necessary.
Version/review description
Description for the current form version/review.
Comment
Brief description with relevant information about the form.
Tags
Labels assigned to the form for easy searching later.
07. Click on the Main description of form records.
08. Define the required information.,
Use default description
When checked, it determines that the description of the form records is the default one, that is, the date on which it was replied to and the name of the user who replied to it.
Change all active form records to the last update date
When checked, it determines that the description of the active form records will be changed to the default description (date + user who answered the form) considering the date of the last update made to the form record. This option is displayed only when you check the option "Use default description" as you edit the properties of a form that until then used a field as description of its records.
Change the description in all active form records
When checked, it determines that the description of all active form records will be changed in order to contain the value of the selected field, replacing the default description. This option is displayed only when you uncheck the option "Use default description" as you edit the properties of a form that until then used the default description in its records.
Select a field for form registration description
Field to be the description of the form records. The fields on the form are only enabled for selection when the field "Use default description" is unchecked.
09. Click on the Approval tab.
10. Define the approval criteria for the form.
For more information about the procedure, see Define approval criteria for folder or document.
11. Click on the Security tab.
12. Define the security criteria for the form.
For more information about the procedure, see Define security criteria for folder or document.
13. Click on the Datasets tab on the form.
14. Click on Link dataset as offline.
15. In the field shown, select the dataset that will be related to the form as offline.
To exclude a dataset that has been added, simply click on the bin icon, located to the right of the dataset name.
16. Click on Confirm.
01. Find and click on the name of the form you wish to access.
02. View form records.
01. Find the form for which you wish to request additional permissions.
02. Place the mouse over the form name.
03. Click on Request additional permissions, located in the table displayed with the form's general information.
Clicking on this option opens a window in which you can request additional permissions for the form. For more information, see Request additional permission for a folder or document.
01. Find the form for which you wish to view the attachments.
02. Click on View attachments, located to the right of the form name and represented by a paper clip.
Clicking on this option opens a window in which you can view the form attachments. For more information, see View document attachments.
01. Find the form for which you wish to define priority.
02. Enter the desired priority for the form in the Priority column
For more information about form priority, see Define priority for a folder or document.
If the Priority column is not displayed in the folder containing the form, you can enable it by following the steps of the alternative path View folder content priority under Folder..
01. Find the form that you wish to define as a favorite.
02. Click on the Add favorite icon, represented by a star, located below the form name.
For more information about the Favorites feature, see Define folder or document as favorite.
01. Find the form that you wish to rename.
You need to have modify permission for the form in order to rename it.
02. Click on More options, located to the right of the form name.
03. Click on Rename.
Clicking on this option opens a window in which you can rename the form. For more information, see Rename folder or document.
01. Find the form that you wish to edit.
02. Click on More options, located to the right of the form name.
03. Click on Properties.
Clicking on this option opens a window in which you can edit the form. For more information, see Edit folder or document properties.
01. Find the form for which you wish to restore an older version.
02. Click on More options, located to the right of the form name.
03. Click on Properties.
Clicking on this option opens a window in which you can restore an older version of the form. For more information, see Restore document version.
01. Find and select the form for which you wish to create a mirror document.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Mirror.
Clicking on this option opens a window in which you can finish creating a mirror document of the form. For more information, see Mirror document.
01. Find and access the form containing the posted records that you wish to change in bulk.
02. Select the form records that will be changed in bulk.
03. Click on Bulk modification, located in the action bar on the top left of the window.
Clicking on this option opens the window in which you can change the properties of multiple form records in bulk. For more information, see Changing documents in bulk.
01. Find and access the form for which you wish to filter the records.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Filter.
Clicking on this option opens the window in which you can define the data by which the form records will be filtered. For more information, see Filter content of a folder or form.
01. Find and access the form for which you wish to view the priority of records.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Show priority.
Clicking on this option opens the Priority column, next to the Code column, in which you can view and define a numerical priority for the form records, as well as sorting them by priority. To do that, simply click on the column to sort the content.
01. Find and access the form for which you wish to hide the priority of the content.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Hide priority.
Clicking on this option hides the Priority column for the form records.
01. Find and access the form for which you wish to add a record.
02. Click on New form record, located in the action bar on the top left of the window.
Clicking on this option opens a window in which you can add a form record. For more information, see Form record.
01. Find and select the form you wish to delete.
02. Click on More, located in the action bar on the top left of the window.
03. Click on Delete.
Clicking on this option opens a message stating that the form has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. When Quota control is active, the space occupied by the form in the folder will be freed only when the form is deleted from the Bin. For more information on how to restore or definitively delete the form from the platform, go to the Bin.
Please note!
This documentation is valid as of the 1.5.10 update. If you use a previous update, it may contain information different from what you see on your platform.
