Shared Forms

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 external individuals who are not Field2Base Users for your company.  If you make updates to a Form Template, those updates will also be updated in the Shared Form.
Note: You must have Mobile Forms Administrator Role to view and create Shared Forms.

Creating a Shared Form

You can create a Shared Form from the Shared Forms page or from the Form Templates page. 

From the Shared Forms Page

1. Navigate to Admin > Shared Forms.


2. Click the Share Form  button to display the Create Shared Form Link window.

From the Forms Page

1. Navigate to Admin > Form Templates.


2. Click the Select an Action button for the form you want to share.
3. Select Share Form to display the Create Shared Form Link window.

1. Fill out the necessary information to create your Shared Form.

A. Form Name (required)- Select the Form that you want to share.
B. Link Name (required) - Enter a name for the link. We recommend using a name that makes the purpose of the Form clear to the link recipient.
C. Set Sender of this Form Link - The default sender is "Anonymous" but you can change this to show the link recipients who are sharing the form with them.
D. Link Type - The default is "Unlimited Use". Choosing "One Time Use" will limit this Shared Form to one submission. 
E. Enable Submit Button - The default is "Yes". You should only disable the submit button if there is already a submit button as part of the Form design.
F. Enable Page Navigation Buttons - The default is "Yes". You should only disable the page navigation button if there are already page navigation buttons as part of the Form design.
G. Display Page Border - The default is "Yes". You can check "No" if you would like to remove the border around the Form.
H. Set Reload Page Timer - This setting is only available for Unlimited Use Shared Forms. The default is 60 seconds. You can edit the time between submitting a Shared Form and a new blank Form loading. If you set this to 0, a new Form will not load after submitting.
I. Enable Submit Another Button - This setting is only available for Unlimited Use Shared Forms. The default is "Yes". You can check "No" if you would like to remove the button to submit another Form from the confirmation page once a Shared Form is submitted.
J. Custom Confirmation Message - You have the ability to customize the confirmation message that is displayed once the Shared Form is submitted.
2. Click Submit. 
3. The link to your Shared Form is now available on the Shared Forms page. 


Managing Shared Forms

The Shared Forms page displays a list of of your Shared Form links. You can download a list of Shared Forms currently displayed by clicking on the Excel or CSV button at the bottom of the page or the Export button at the top.

The default view shows all "Active" Shared Forms but can use the filters to modify your list as needed. You have the ability to filter by Shared Link Name, Link Type, Status, Associated Folder, Form Template Name, Creation Date and Last Modified Date.

You have a choice between a link to the Form that includes the Field2Base header on the page (F2B Header Link) and one that does not include any header (Embedded Link). Click on the Copy URL button to copy the link. You can then use this link anywhere that you want to share the Form.


Viewing Shared Form Details

1. Click the Select an Action button for the Shared Form you wish to view details for.


2. Select Details.

Creating a Shared Form Work Order

Shared Form Work Orders are one-time use Shared Forms which have been pre-filled for external recipients to review and complete as needed. Please refer to the Dispatching Work Orders article for more details on Work Orders.

1. Click the Select an Action button for the Shared Form you wish to pre-fill.


2. Select Create Work Order. This will open the Create Work Order page.

3. Fill out the necessary information to create your Shared Form Work Order.

A. Work Order Type - Select "Shared Form" as the Work Order Type. Default is "Standard".
B. Shared Form Link - Select the Shared Form you wish to pre-fill. You can refer to the Shared Forms for steps on how to create a Shared Form.
C. Recipient - Select the recipient for the e-mail with the Shared Form link.
D. Work Order Name - Create a name for your Work Order. This is the name that will appear in the lists of Work Orders and Shared Forms in the Portal.
E. E-Mail Subject-  Enter a subject for the e-mail.
F. E-Mail Body- Enter the body of the e-mail as needed. You must include the {SharedFormWorkOrderURL} tag which will insert the Shared Form Work Order link into the e-mail body so that the recipient can access the online Shared Form.
4. Click the Continue button at the bottom of the page.

5. Fill out the desired fields on the Form. You have the ability to edit this information through the Work Order Admin page later if needed.

6. Click the Submit Work Order button.

You have the ability to disable a Shared Form link when it is no longer needed. This will prevent anyone with that link from submitting Forms (and incurring associated fees) that you no longer want. You can re-enable the Shared Form link at a later time.

1. Click the Select an Action button for the Shared Form you wish to disable. 

2. Select Disable.

1. Click the Select an Action button for the Shared Form you wish to edit.


2. Select Edit. This will open the Edit Shared Form window.


3. Edit your Shared Form link as needed.

4. Click the Submit button.

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