Managing Forms
Overview
The Form Templates page in the Portal allows you to view and manage the Form Templates available to your Users. To access your Form Templates navigate to Admin > Form Templates.
Tutorial Video
A tutorial video is also available and covers most of this material if you prefer to watch how to manage your Forms.
Viewing Your Form Templates
Viewing Your Form Templates
The Form Templates page displays a list of all your available Form Templates. You can download a list of the Sent Forms currently displayed by clicking on the Excel or CSV button at the bottom of the page or the Export button at the top.
Hint: The M icon next to a Form Name indicates that there are Mandatory Recipients for the Form. The W icon next to a Form Name indicates that there is an active Workflow associated with the Form.
You can click on any of the column headers to change the order of your list. You can also apply filters to view Forms by Form Template Name, Associated Folder, Last Modified Date and Last Modified By.
Changing Folders
You have the ability to easily move a Form Template from one Folder to another.
Warning: Moving a Form Template to a new Folder will reset the current version of the form as version 1. It will also delete past versions of the Form Template which are stored in the Portal. If you wish to keep any past versions, download them before moving the Form Template to a new Folder.
1. Click on the Select an Action button for the Form Template you wish to move.
2. Select Change Folder. This will open the Change Folder window.
3. Select the Folder you wish to move your Form Template to.
4. Click the Submit button.
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.
Downloading a Form Template
You have the ability to download the current Form Template as a .eform file. You can then open the Form Template with our Forms Designer software and make edits as necessary.
1. Click on the Select an Action button for the Form Template you wish to download.
2. Select Download.
Note: You should always download and use the most recent version of the Form Template from Form Templates page to your local PC before making any changes. This ensures that you are working with the current Form Template.
Editing Mandatory Recipients
You have the ability to set up or edit Mandatory Recipients for a Form. Mandatory Recipients receive an email with the PDF every time the Form is submitted from the field. Please read the article on Managing Form Recipients for more details on the various options for sending e-mails of a Form.
1. Click on the Select an Action button for the Form Template you wish to edit.
2. Select Edit Recipients. This will open the Edit Recipients page.
3. By default, Forms submitted from all Senders will be e-mailed to the Mandatory Recipients but you also have the option to set Mandatory Recipients for a single Sender.
4. Select the desired Mandatory Recipients from the Possible Recipients drop-down list to add them.
5. You can select a current Recipient and click the Remove Selected button if you wish to remove any Recipients.
6. Click the Save button.
Editing an E-mail Template
You have the ability to customize the e-mail that is sent to Recipients of this Form.
1. Click on the Select an Action button for the Form Template you wish to edit.
2. Select Edit E-Mail Template. This will open the E-Mail Template page for the Form Template.
See the article on Managing E-Mail Templates for more details on how to create custom E-Mail Template. It is beneficial to have some knowledge of HTML to edit any formatting, add images and links. You can also engage our Professional Services team to create custom E-Mail Templates company-wide or for any of your Sent Forms.
Editing the Retention Period
You have the ability to customize how long you would like to retain Sent Forms for a specific Form Template. This period cannot exceed the retention period set for your company. For example, if your company-wide retention period is 1 year, you could set a specific Form to be retained for 1 month if you know you will not need to keep those Forms for the full year.
1. Click on the Select an Action button for the Form Template you wish to edit.
2. Select Edit Retention Period. This will open the Edit Form Retention Period window.
3. Change the Retention Period by clicking on Use a Standard Retention Period and selecting from the drop-down or by clicking on Use a Custom Retention Period and entering a number of days.
4. Click the Submit button.
Editing the Workflow Auto-Cancel Setting
You have the ability to set a time period after which pending Forms in Workflow will be canceled for individual Form Templates. The Form specific time period will supersede the company-wide setting.
This option is only available if the Auto-Cancel system setting has been set for your company. The option to Auto-Cancel Forms in Workflow is not enabled by default.
1. Click on the Select an Action button for the Form Template you wish to edit.
2. Select Edit Workflow Auto-Cancel Setting. This will open the Edit Workflow Auto-Cancel Setting window.
3. Change the Auto-Cancel Period by clicking on Use a Standard Interval and selecting from the drop-down or by clicking on Use a Custom Interval and entering a number of days.
4. Click the Submit button.
Enabling the Auto-Cancel System Setting
1. Navigate to Admin > Company Profile > System Settings.
2. Check the "Enable Auto-Cancel of Pending Forms in Workflow" setting.
3. Enter the time period (in days) after which you would like any pending Forms to be cancelled company-wide.
4. Click the Save button.
Note: Once you set an auto-cancel interval, all pending Forms currently in Workflow past that period will be cancelled.
Creating a Shared Form
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 external individuals who are not Field2Base Users.
1. Click on the Select an Action button for the Form Template you wish to create a Shared Form for.
2. Select Share Form. This will open the Create Shared Form Link window.
Please read the article on Shared Forms for steps on how to create a Shared Form and for details on Shared Form options.
Note: Each submitted Shared Form incurs a per use cost. Contact your Account Manager to find out about the Shared Forms cost for your company.
Viewing the Download Report
You have the ability to view the Tablet Download Report which will list the devices that have downloaded the most recent version on the Form Template. This is useful for ensuring that all of your Users are using the most current version of the Form.
1. Click on the Select an Action button for the Form Template you wish to view reporting for.
2. Select Traffic. This will open the Tablet Download Report for the Form Template.
Viewing the Form Template Description
This option is only available if the Form Template has a description available. Form Descriptions can be set during Form design to provide additional information about a Form Template.
1. Click on the Select an Action button for the Form Template you wish to view reporting for.
2. Select View Description.
Viewing Region Filters
You have the ability to view or create Region Filters for the Form Template. Please read the article on Region Filters for more details on how to set up and use Region Filters.
1. Click on the Select an Action button for the Form Template you wish to view reporting for.
2. Select View Region Filters. This will open the Region Filters page for the Form Template.
Accessing Past Versions
You have to ability to view and download all previous versions of the Form Template that have been published to the Portal.
1. Click on the Select an Action button for the Form Template you wish to view reporting for.
2. Select View Past Versions. This will open the Past Versions window for the Form Template.
3. Click the Download button to download the .eForm file of any past Form Template versions.
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 to make it available for your Users in the field. There are two options for uploading a Form. You can publish a Form from the Forms Designer application or you can upload a Form from your PC to the Forms page through the Portal.
Publishing From Forms Designer
1. Click on the file icon in the upper left corner.
2. Click on Publish.
3. Choose the Folder you want to publish your Form to and click OK.
Note: The first time you publish a Form from Forms Designer, you will be asked to provide your credentials. If your Field2Base username or password change, you will need to update your credentials in order to publish from Forms Designer.
Uploading From the Portal
1. Click the Upload Form button on the Form Templates 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 named the same as your Form Name.
4. Click the Upload button.
Deleting a Form
You have the ability to delete single or multiple Form Templates. Deleting a Form Template will also delete the Form on all Users' devices. The next time each User’s device syncs with Field2Base, the Form will be removed from the Blank Forms section of the Mobile Forms application.
1. Click on the checkbox next to the Form Template(s) you wish to delete.
2. Click the Delete button.
Note: If the Form has an associated workflow, the workflow will automatically get disabled. If the Form has a Shared Form link enabled, that link will get automatically get disabled.
Reverting Back to a Previous Version of a Form
The Mobile Forms Portal keeps track of your Form Template versions. Each time you upload a Form Template, the version number will increase by 1. You can revert back to prior versions of your Form Templates one version at a time.
1. Select the Form Template(s) you wish to revert by checking the box next to the Form Template Name.
2. Click on the Revert button to go back to the 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.
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