9 3 UG:Create Forms

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[edit] Forms Designer Overview

Forms are an easy way to capture and track data about a Project. Data in the project may include issues, defect reports, change requests etc. It makes it easy to sort information for analysis.

Forms in Project.net provide facility to attach a document to a form record. These form records can be auto routed to workflows or can be attached to a workflow manually. Any type of document can be attached to a form record. There is no limit to the size and type of document to be attached. It also allows saving the documents externally.

[edit] Use of Forms

Forms help make data entry easier, and are used in Project.net to gather data into a database.

Some examples of reasons to use a form include:

  • Reporting bugs in a Software application
  • Recording decisions made during a project.
  • Storing Contact or Vendor Information

For more information on Forms Designer, refer More on Forms Designer

[edit] What are Form Lists

Data thus provided can be viewed in Custom lists. The [Forms List] option allows you to create various views of a database. This helps to select the fields that appear in the list view, designate the order that the fields appear, and sort on the different fields.

At least one list must be created for a form design to be activated.

For more information on Forms List, refer More on Forms List

[edit] What is a form meta data?

In addition to the data contained in a form record, P.net preserves quite a bit of useful meta-data, such as who created the record and when it was created. This feature will allow users to include form record meta-data in a form record list view and enable them to search form record meta-data. Apart from the form record of the current version Project.Net also maintains a record of all previous versions of Form record that can be used in future.

[edit] What are the list of the Form meta data maintained by Project.Net?

1. Who created a Form

2. Who created a Form record

3. When a Form record was created

4. When a Form record was modified

5. From what Project the Form record was created

[edit] What are the form meta data that is related to Assignable forms?

1. Current Assignor

2. Current Assignee

3. Hours Assigned, completed etc

4. History of Assignments

[edit] Can I Search for a Form?

The search option facilitates search of any specific form in the list. Search can be based on any field in the list. Results on this search are saved as Custom Search Results that can be accessed at a later stage whenever required.

For more information on custom search of form data, refer Custom Field Search

[edit] How is Form meta data used in search?

Very similar to the regular form fields, the user will be able to search for meta data like the creator of the record, when it was created, when it was modified and who modified it etc.

If the form is a Shared Form, the user will have the option of searching the field containing the names of the project where the form records were created.

[edit] What is Form data?

Data is entered into the forms through the form design. All members of the Project can access the form and enter data. Form data can also be accessed for modification if any within them.

[edit] Who can access the Form data?

All members of the project can access the Form data. Even people who are not registered within the project can access the forms and enter data. This is made possible with the External Access Forms (EAF) option in the Forms Module.

[edit] Where does the data come from?

Form data is generally entered manually by the user. However, data saved from excel can be read in to the selected form by importing the Form data.

For more information on adding data to a form, refer Import Form data

[edit] Can I also export form data?

Yes, data that is available in a form can be exported. On exporting the form data, the data is stored in a comma-delimiter format that can be read by Microsoft Excel.

[edit] Form Data Process

Form data can be assigned to someone, the same as a task. Say, for example, that you had a form that project members could use to record an issue about the project. Once someone entered an issue, that issue record could be assigned to someone to resolve.

Form records can be used in a workflow, where they are automatically routed from person to person through an approval process. For example, if you had a form that project members used to enter project expenses a workflow could route each expense to the appropriate person for approval.

From the Form Designer, create a new Form and designate the workflow to be used for this form. Each form that you create with this Form design automatically includes the selected workflow, and the workflow envelope is sent to the participants in the initial step of the workflow.

For more information on adding a form to a workflow, refer Add a Form to a Workflow

[edit] More Help

[edit] Project.net User Guide

[edit] On-line Help

[edit] Project.net FAQ

[edit] Project.net User Forum

It is our belief that Project.net users know what they want in their Project.net documentation, therefore, we encourage you to edit this Wiki page and contribute your corrections and additions. If you read something that is not clear make a note of it on the Discussion tab.

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