Manual: Forms Module

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[edit] Forms Module

Contents

The forms module offers user-defined forms for tracking issues, decisions, requirements, features, bugs, goals, risks, and other items. You use the form builder to create forms with prompts, text fields, selection menus, and checkboxes. Once created, each form is stored in the form library and can be used repeatedly. When a user fills in a form, the data are stored in a data set. You can review, search, sort, and filter all data created from a form.

After clicking the forms module in the navigation bar, you will see a list of all the available forms you have created.

The list includes the following information:

  • Abbreviation
  • Form Name
  • Description
  • Total - number of created data records of this Form

[edit] List View

Once a form has been created, at least one view will be created. If form data records have been filled out, you can view and sort the forms by the information important to you.

Figure 7-33
Figure 7-33

You can create as many views as you like for one form so that you are able to sort and, select the forms by different categories and information.

[edit] Form Data

By clicking on a form, you will be able to see a list of forms that have already had been filled out. These are called the form data or form data records, refer to Figure 7-33. In this manual, the phrase form data is usually used.

You will see the form data number and other details of each form data. You will also be able to view selected form data using the list view feature. You can click on each of the headings to sort by that heading. Exporting forms in an Excel spreadsheet is also an option.

Creating a form data (instance) is essentially filling out an existing form. Once a form has been created, any user can fill out the form to track the necessary items.

To enter a particular form data click on the Form Number.

[edit] Create a Form Data

To create a new form data, the following steps have to be done:

  • Go to the desired Workspace. It can be a business workspace as well as a project workspace.
  • Click the Form module on the navigation bar. The Forms listing page opens; refer to Figure 7-32.
  • Choose the form you would like to fill out. A list of the existing Form data records opens; refer to Figure 7-33.
  • In the action tool bar, click the Create button.
  • A new form data (instance) opens; refer to Figure 7-34.
  • Key in the information just as you would on a paper form.
  • Click the Submit button to finish creation (not displayed) and return to the Form Data listing page.

[edit] Modify a Form Data

Please note that you can only modify a form data (instance) of a form, or fill out a form data, if you have the security permission for this specific task. Otherwise, the form will be read only.

You are able to modify the properties of a form data in a form. To do this, follow the steps listed below:

  • Go to the desired workspace. It can be a business workspace as well as a project workspace.
  • Click the Form module on the navigation bar. The Forms listing page opens; refer to Figure 7-32.
  • Choose the form you would like to modify. A listing of the existing form data opens; refer to Figure 7-33.
  • Select the radio button of the specific form data you would like to modify.
  • In the action tool bar, click the Modify button.
  • Make the necessary changes.
  • Click the Submit button to finish your modifications and return to Form Data listing page.

[edit] Remove a Form Data

Please note that you can only delete form data if you have the security permission for this specific task.

To remove a form data from a form, use the following steps:

  • Go to the desired workspace. It can be a business workspace as well as a project workspace
  • Click the Form module on the navigation bar. The Forms listing page opens; refer to Figure 7-32.
  • Choose the form you would like to delete. A listing of the existing form data records opens; refer to Figure 7-33.
  • Select the radio button of the specific form data you would like to remove.
  • In the action tool bar, click the Remove button. A confirmation window opens; refer to Figure 7-10.
  • To remove the form data click the OK button, or
  • To abort click the “Cancel” button.
  • After clicking the OK button, the Form data is removed and you are returned to the Form Data listing page.

[edit] Search in Form Data Records

Figure 7-35
Figure 7-35

Please note that you can only search all form data records of a form.

Please note that the search results will be cleared if you leave the module or change to another form.

The search result will act like a list view; therefore, the search result will be named Custom Search Result ‘xx’. If you have done several search processes, the results will be numbered.

Figure 7-36
Figure 7-36

To search in form data records, use the following steps:

  • Go to the desired workspace. It can be a business workspace as well as a project workspace
  • Click the Form module on the navigation bar. The Forms listing page opens; refer to Figure 7-32.
  • Choose the Form you would like to search in. A listing of the existing form data records opens; refer to Figure 7-33.
  • In the action tool bar, click the Search button. The Form Search page with all available search fields of the desired forms opens; refer to Figure 7-35.
  • Key in the search criteria in the text fields or select the search criteria from the selection menus .
  • Click the Submit button to start searching (not displayed).
  • The Search result list with all matching form data records will display; refer to Figure 7-36.
  • Select the form data you would like to review.

[edit] Create Notification

There are several types of notifications available within the form module that can be configured individually for each user. The title of the notifications is self-explanatory to ease definition of new subscriptions and to allow a better overview of existing notifications.

Each subscription can be named individually and a unique subscription message can be added. Selecting the link notifications in the Setup module of each workspace can create the notifications. Another way to set up notifications is to select an object with the radio button and click on the notification symbol on the action tool bar. Creating a notification this way shows only those types of notifications that can be applied to this object.

The available notifications, which belong to a form type, are listed below:

  • Create form
  • Modify form
  • Delete form
  • Create form data
  • Modify form data
  • Remove form data

The available notifications for following events after selecting a form data are:

  • Create form data
  • Modify form data
  • Remove form data

For more information on how to use the Notification, please refer to 7.7 Notification

To create a notification for the ‘modify form data’, follow the steps below:

  • Go to the desired Workspace. It can be a business workspace as well as a project workspace.
  • Click the Form module on the navigation bar. The Form listing page opens.
  • Choose the form you would like to track. A listing of the existing Form data opens.
  • Select the radio button of the specific Form data for which you would like to receive notifications.
  • In the action tool bar, click the Notify button. The Create New Subscription page opens.
  • Select "modify form data" as a trigger event.
  • Click the Next button. The page for Defining Subscription Details opens.
  • Key in a subscription name and (optional) a subscription message.
  • Select the delivery schedule.
  • Choose the notification recipients. Note that external email addresses can also be added.
  • Click the Finish button. You are returned to the Document Vault.

[edit] Setting Object Permissions

The ability of team members to set permissions for individual objects (such as folders, documents, or forms) is determined by the permissions granted in the New Objects Permissions by the Space Administrator. Team members can modify security for the objects they created by clicking the Security button (when it is active) in the action tool bar.

To set object permissions for a form data:

  • Go to the desired workspace. It can be a business workspace or project workspace.
  • Click the Form module on the navigation bar. The Forms listing page opens.
  • Choose the form whose permissions you would like to change. A listing of the existing Form data opens.
  • Select the radio button of the specific Form data you would like to change.
  • In the action tool bar, click the Security button. The Edit Role Entry pop-up window appears.
  • To add or remove participants to/from the Permitted Actions, click the People tab. The names of the participants are displayed.
  • Select the check boxes from the People list to add participants, and then click the Add button.
  • To remove participants from the Permitted Actions list, select their check boxes, and then click the Remove button.
  • When you are finished with the settings, click the Apply All Changes button.
  • If you wish to change the roles assigned to ‘permitted actions’, click the Roles tab.
  • Select the check boxes from the Roles list for the roles to add, and then click the Add button.
  • To remove participants from the Permitted Actions list, select their check boxes and click the Remove button.
  • Click the Apply All Changes button. The pop-up window automatically closes.

We suggest only modifying an individual's permissions to a specific object if the person does not already have permissions through an assigned role.

For more information about object permissions, please refer to the Project.net Administrator’s Manual.

[edit] Add Workflows to Forms

Forms can be used with workflows. To do this, you have to define an already existing workflow to a form.

For more information on how to add workflows to a form, please refer to 7.5 Workflow Module.

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