Managing Forms

Managing Forms

Overview

This article describes the options for managing your forms library. The Forms page in Admin Portal allows you to manage your Company's Forms. To access your Forms, select the Admin tab from the Portal navigation bar then select Forms from the drop down menu.


 


Viewing Your Forms Library

The Forms page will provide a list of all your available Forms. You can click on any of the hyperlinked (blue) column names to change the order of the Forms. You can also apply filters to view Forms by Folder, Form name, last modified date, or who submitted the Form.



Select an Action: Clicking the arrow for this dropdown provides the user with a list of actions to take for the selected form (details below).


Change Folder: Selecting this option allows you to move a form from one folder to another. 
Moving a form to a new folder will reset the current version of the form as version 1, deleting past versions of the form. If you wish to keep past versions of the form, download them before moving the form to a new folder.
      
Note: When moving a Form Template to a new Folder, you may be asked if you would like to update the Folder Association for the Shared Form Link(s) associated with that Form Template (if a Shared Form for that Template exists). Clicking Yes will move both the Form Template and the Shared Form Link(s) to the new Folder. Clicking No will implement no change to either the Form Template or Shared Form Link Folder Association.


Download: This option allows you to download a copy of the Form (as an eform file) to your PC  and opened with our Forms Designer software. This feature is helpful if you are using Forms Designer on multiple PCs or you need to update an existing Form.
Note: We strongly recommend that you download and use the most recent version of the form from Field2Base Admin to your local PC before opening in Forms Designer and making any changes. This ensures that you are working with the form currently being used and keeping the version consistent across your Company.

Edit Attachment Name: This option allows you to change the name of the PDF attachment included in the email to form recipients.
      

Edit E-mail Format: This feature is for Windows 7 legacy clients and is now deprecated.

Edit Recipients: This option allows you to set up Mandatory Recipients for a particular form. Learn more about Mandatory Recipients here.

Edit E-mail Template: This allows you to customize the email that is sent to Recipients of this Form.

Edit Retention Period: This option allows you to customize how long you would like to keep your sent form data. You may need to speak with your Account Manager to set up extended Retention Periods.
      

Share Form: This option lets you set up a Shared Form link. More info on Shared Forms here.

Traffic: This option will show you every Device that has downloaded the most recent version on the Form. This feature is useful for ensuring that all of your Users are using the most current version of the Form.  

View Region Filters: This option will take you to the Region Filters associated with this Form.

View Past Versions: This option allows you to download previous versions of a form without having to revert to a previous version.
      
 


Uploading a New or Updated Form

Once you have created or updated a Form using the Forms Designer application, you must upload it to your Portal. Your Form will then be pushed to your Devices in the field. There are two options for uploading Forms to your Portal. You can publish a Form from the Forms Designer application or you can upload a Form from your PC to the Forms page in Portal.

To Publish a Form from Forms Designer

1. Click on the file icon.
2. Click on Publish.



3. Choose the Folder you want to publish your Form to and click OK. 
   

To Upload a Form to the Portal 

1. Click on the Upload Form button on the Forms page.


2. Select the Folder you want to upload the Form to.

3. Select the Form (eform file) you want to upload from your PC.

Note: By default, eform files are stored in the “Documents\My Forms” folder on your local PC and are typically named the same as your Form Name.
4. Click the Upload button.
 

Deleting a Form

You can delete Forms from the Forms page of your Portal. Deleting a Form from your Portal will also delete the Form on your Users' Devices. The next time a User’s Device syncs, the Form will be removed from the Blank Forms section of the Mobile Forms application. 

1. Click on the checkbox next to the Form(s) you wish to delete.

2. Click the Delete button.

 

Reverting to a Previous Version of a Form 

The Portal will keep track of your Form versions. Each time you upload an updated Form, the version number will be increased by 1. You can revert back to prior versions of your Form from your Forms page.

1. Select the Form you wish to revert by checking the box next to the Form.
2. Click on the Revert button to go back one previous version.

 Note: You can go back as many versions as wish but the Revert button only goes back one version at a time so you may need to click multiple times to go back several versions.


    • Related Articles

    • Managing E-mail Templates

      Overview Field2Base Admins have the ability to edit Email Templates for all automated emails sent from the Field2Base system, as well as create new Email Templates that can be sent using Custom Workflows.  Editing or Creating a Template To edit an ...
    • How to Replace a Live Version of a Form with a Test Version

      Overview When making updates to an existing Form, we recommend cloning your live Form to create a new version of the Form so that you can make changes and test your changes without affecting the Users who are using the live Form. See the article ...
    • Form Data Files

      Overview When you have a drop-down region on your form, the data can be populated in several ways. One of the most common ways is to use the Form Data File functionality native to the Field2Base application. Form Data Files are the MS Excel™ (.xls or ...
    • Shared Forms

      Overview The Shared Forms feature allows you to share any of your published Forms through links (URLs) that can be posted on your website or e-mailed to individuals. This link opens a web-based version of your Form which can be filled out by ...
    • Managing Users and Recipients

      Overview This article describes the options for managing your company's Users and Optional Recipients. To access your company's Users, select the Admin tab from the Admin Portal navigation bar then select Users from the drop down menu.   User vs. ...