A form record is a set of data entered when answering a form. They are published within the form to which they belong, in the same format and with the same data, corresponding to the existing fields on the form.
01. After clicking the New form record option on the form of your choosing, enter the required information in the Publishing files tab.
02. Click on the General information tab.
This tab allows you to define the general information for the form record being posted.
03. Enter the required information.
Required information:
Comment
Brief description with relevant information on the form record and its content.
Tags
Labels assigned to the form record for easy searching later. Tags act as keywords and allow the form record to be tagged in a more personal and informal manner. You can find the form record by browsing or searching. Enter with or without the character “#” to enable auto complete of the tags in the tags field. The auto complete retrieves a drop-down list of the five most used tags based on the characters typed after the character "#".
Version/review description
Description of the current form record version/review.
Version/review
Number of the start version/review of the form record being posted. This field is only enabled when adding a form record 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 you do not check the Control Panel field, the version/review "1000" is automatically assigned to the form record, 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.
Document expires?
When it is checked, the form record expires on the date entered in the “Valid until” field. If not, the form record does not expire and the date entered in the “Valid until” field 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 notification period
Advance period – in days – from which expiration notification for the form record will be issued. If you enter zero (0), it will consider the number of days entered in the platform's general parameters.
Valid from
Date from which the form record will be available to users – according to their access permissions. That date allows the form record’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 record is valid only as of a future date, it is displayed to the author with a red arrow representing that is a future document. The future posting date cannot be earlier than the current date and the future post does not send notification e-mail (document approval, new version/review, etc.).
Valid until
The date from which the form record 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.
Document type
Type to which the form record belongs.
Subject
Subject to which the form record is related.
Icon type
Graphic element to represent the form record. When the icon is not selected, a standard icon is assigned.
Author
User that is the author of the form record being posted.
Language
Language to which the form record will be related. The language is used to index the information from the form record Indexed information is used in searches by content. As default, the language determined is shown in the user preferences function. If it is not defined in the user profile, the standard language defined in the General Parameters of the platform is suggested.
Notify?
When it is checked, users who have the subject related to the form record as a subject of interest will be notified when it is posted. If the subject related to the form record is a mandatory subject, all active users will be notified, regardless of whether or not it is a subject of interest to these users.
04. Click on the Related documents tab.
This tab allows you to define the general information for the form record being posted.
05. Click on Add.
06. Find and select the document to be related to the form record being posted.
07. Click on Confirm.
08. Click on the Approval tab.
This tab is only displayed if the form for which the form record is being created does not have approval criteria.
09. Define the approval criteria for the form record.
For more information about the procedure, see Define approval criteria for folder or document.
10. Click on the Security tab.
11. Define the security criteria for the form record.
For more information about the procedure, see Define security criteria for folder or document.
12. Click on Confirm.
01. Find and click on the name of the form record to be viewed.
02. View your content.
You can perform some actions when viewing the form record, such as viewing its properties, viewing social information, copying its link, among others. For more information, see View document.
01. Find the form record on which to request additional permissions.
02. Place the mouse over the form record name.
03. Click on Request additional permissions, located in the table displayed with the general information on the form record.
Clicking on this option opens a window in which you can request additional permissions on the form record. For more information, see Request additional permission for a folder or document.
01. Find the form record for which to define priority.
02. Enter the priority of your choosing for the form record in the Priority column.
For more information on form record priority, see Define priority for a folder or document.
If the Priority column is not displayed on the form containing the record, you can enable it by following the steps in the alternative path Viewing folder content priority under Folder..
01. Find the form record for which to perform a social action.
02. Click on the icon corresponding to the social action of your choosing, located in the social actions area, to the right of the form record name.
For more information on the social actions that can be performed for a form record in document browsing, see Support folder or document, Comment on folder or document and Share folder or document.
01. Find the form record of which to check the status.
02. Click on the Notify icon, located after the social actions area to the right of the form record name.
For more information on the Follow feature, see Follow document.
01. Find the form record to be defined as favorite.
02. Click on the Add to favorites icon, represented by a star and located to the right of the form record name.
For more information about the Favorites feature, see Define folder or document as favorite.
01. Find the form record to be renamed.
You need to have modify permission on the form record in order to rename it.
02. Click on More options, located to the right of the form record name.
03. Click on Rename.
Clicking on this option opens a window in which you can rename the form record. For more information, see Rename folder or document.
01. Find the form record for which to edit the properties.
02. Click on More options, located to the right of the form record name.
03. Click on Properties.
Clicking on this option opens a window in which you can edit the form record properties. For more information, see Edit folder or document properties.
01. Find the form record for which to restore an older version.
02. Click on More options, located to the right of the form record name.
03. Click on Properties.
Clicking on this option opens a window in which you can restore an older version of the form record. For more information, see Restore document version.
01. Find and select the form record for which to create a mirror document.
02. Click on Mirror, located in the action bar on the top left of the window.
Clicking on this option opens a window in which you can finish creating a mirror document of the form record. For more information, see Mirror document.
01. Find and select the form record to be deleted.
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 record has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. If Quota control is active, the space occupied by the form record in the folder will be freed only when that form record is deleted from the Bin. For more information on how to restore or definitively delete the document from the platform, go to the Bin.
Attention!
This documentation is valid as of the 1.5.11 update. Previous updates may contain different information than what you see on your platform.
