Managing Forms
Overview
This article describes the options for managing your forms library. The Forms page in the Portal allows you to manage your Company's Forms. To access your Forms 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 Published Forms
Viewing Your Published Forms
The Forms page will provide a list of all your available Forms. You can click on any of the hyperlinked (white) column names to change the order of the Forms. You can also apply filters to view Forms by Folder, Form name, Form Template Version, last modified date, or who submitted the Form. 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.
Select an Action
Provides the user with a list of actions to take for the selected form (details below).
Change Folder: Allows you to easily move a form from one folder to another.
Warning: Moving a form to a new folder will reset the current version of the form as version 1. This will delete past versions of the form which are stored in the Portal. If you wish to keep any 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: Allows you to download a copy of the Form (as an eform file) to your PC. You can then open the Form with our Forms Designer software and make edits as necessary.
Note: We strongly recommend that you download and use the most recent version of the form from Field2Base Admin to your local PC before making any changes. This ensures that you are working with the form currently being used and keeping the version consistent across your Company.
Edit Recipients: Allows you to set up Mandatory Recipients for a particular form. Mandatory Recipients receive an email with the PDF of the selected Form every time it is submitted from the field. Read the article on Managing Mandatory Recipients for more details.
Edit E-mail Template: Allows you to customize the e-mail that is sent to Recipients of this Form including the name of the PDF attachment. See the article on Managing E-Mail Templates for more details or contact f2bps@field2base.com if you would like to engage our Professional Services team to create custom e-mail templates for you.
Edit Retention Period: This option allows you to customize how long you would like to keep the sent form data for a specific Form.
Edit Workflow Auto-Cancel Setting: Only available if the Auto-Cancel of Pending Forms in Workflow system setting has been enabled for your company (Admin>Company Profile > System Settings). Allows you to set a time period (in days) to automatically cancel pending Forms in Workflow for individual Form Templates if you want to set different time periods per Form.
Note: Once you set a time period, all pending Forms in Workflow past that period will be cancelled.
Share Form: Allows you to set up a Shared Form link which can be sent out to external users to complete forms without creating a User account in your Company. Read the article on Shared Forms for more details. Each submitted Shared Form incurs a per use cost. Contact your Account Manager to find out about the Shared Forms cost for your Company.
Traffic: Shows the Tablet Download Report so that you can view every Device that has downloaded the most recent version on the Form. This is useful for ensuring that all of your Users are using the most current version of the Form.
View Description: Shows you the Form description if included during Form design.
View Region Filters: Show you the Region Filters (if any) associated with the selected Form. Read the article on Region Filters for more details.
View Past Versions: Allows you to view and download all previous versions of the selected Form that have been published to the Portal.
Warning: If you delete a Form or change the Folder for a Form, all previous versions will be deleted and you will no longer be able to access them in the Portal.
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.
To Publish a Form 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.
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 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. All previous versions of that Form will also be deleted and cannot be retrieved.
1. Click on the checkbox next to the Form(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 Portal keeps 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 one at a time.
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.
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