Topics Covered In This Section

• Managing Forms - how to add and remove forms in a project.
• Modifying Forms - links to sections that how to change a form's workflow, state managers, visiblity and incoming email settings.
• Form Properties - how to set properties (e.g. form order, instruction messages at top of Add/Delete/Edit pages) for forms.
• Form Visibility - how to configure which user groups can access the forms in a project.

Managing Forms

Multiple forms can be associated with a single project. The forms available for a project can be configured from the Projects section.

To manage the forms for a project:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Projects link
4. Select a project in the Projects pulldown at the top. The page will be refreshed with the properties of the selected project
5. Click on the Manage link to the right of Forms
6. Any forms currently used by the project will be listed in the Forms In Use column. Any forms not currently used by the project will be listed in the Forms Not In Use column. The forms available in the Forms Not In Use column are created in the Forms section.

   To add a form to be used by the project, click on the form in the Forms Not In Use column, then click on the Add button.

   To remove a form so that it is no longer used by the project, click on the form in the Forms In Use column, then click on the Remove button. If there are any records that have been added using the selected combination of Project and Form, a warning will be displayed to note that removing the form from the project will remove all its records (with related information such as History, Attachments, Record Security, Source Code Files, Alerts, Discussion Threads, etc.) as well as permanently remove any related State Manager, Incoming Email settings, Saved Queries and Saved Charts.

   If the form you are trying to remove is the only form selected in system defined saved queries that cannot be removed from the system (e.g. the saved query "Assigned To Me [Users]"), you will not be able to remove the form from the project until you edit the saved query to select a form other than the one you are trying to remove.

   If the form you are trying to remove is the only form selected in system defined charts that cannot be removed from the system (e.g. the chart "Project Status (Default) [Users]"), you will not be able to remove the form from the project until you edit the saved chart to select a form other than the one you are trying to remove or select *.

   If the form you are trying to remove is the only form selected in any saved queries or charts other than the system defined reports, these reports will be deleted when you remove the form from the project. If any users had these affected reports configured as their Home Page reports, the reports will be replaced with "<No Report>". If any saved charts had one of the affected saved queries selected for "Default Input Records", the query will be replaced with "<All Records>".

   Click OK to remove the form from the project. Click OK again when the confirmation is displayed.

7. Click OK to return to the Projects section or click on a form in the Forms In Use column and click on Properties, Workflow, State Managers or Visibility buttons to modify the form's properties.

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Modifying Forms

The forms in use by a project can be modified. Expanding a form in the Forms section of a project will display the form's workflow, visibility, state managers and incoming email settings. Or, you can set some general properties for each form.

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Form Properties

Some general properties can be set for forms:

Form Order - When a project has multiple forms in use, the order in which the forms are displayed in the Form field can be set using this option. Enter a number for this field to determine the order the form will be displayed in the Form field with respect to other forms. Entering the same order for multiple forms will sort the forms alphabetically.

History Comment Type - This option controls whether the History Comment is required, optional or not displayed on the Edit Page. If a record is edited via the Edit Page and this option is set to "Required", the user will not be able to complete the edit operation until something is typed into the History Comment field. If this option is set to "Optional", entering text into the History Comment field not mandatory. If this option is set to "Do Not Display", the History Comment will not be displayed on the Edit Page.

History Comment Position - This option controls whether the History Comment will be located on the top or bottom of the Edit Page.

Add Page Instruction Message - You can enter text that will be displayed at the top of the Add page for this form. Up to 1000 characters of text can be entered as way of providing the user customized information on how to proceed with adding a record of this form. An example of the Add Page Instruction Text is the "Note: To ensure accurate information..." text in the Adding Records help section. You can utilize format tags such as bold, italics and others as part of the instruction message. A complete list of available tags can be found here.

Edit Page Instruction Message - You can enter text that will be displayed at the top of the Edit page for this form. Up to 1000 characters of text can be entered as way of providing the user customized information on how to proceed with editing a record of this form. An example of the Edit Page Instruction Text is the "Note: Please be careful..." text in the Editing Records help section. You can utilize format tags such as bold, italics and others as part of the instruction message. A complete list of available tags can be found here.

Delete Page Instruction Message - You can enter text that will be displayed at the top of the Delete page for this form. Up to 1000 characters of text can be entered as way of providing the user customized information or warnings about deleting a record of this form. By default, this will be set to display "Please enter an optional history comment below and click "Delete" button to delete the record <formnumber>." on the Delete page. You can utilize format tags such as bold, italics and others as part of the instruction message. A complete list of available tags can be found here.

To configure the properties of a form:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Projects link
4. Select a project in the Projects pulldown at the top. The page will be refreshed with the properties of the selected project
5. Click on the Manage link to the right of Forms
6. Click on a form in the Forms In Use column
7. Click on the Properties button
8. Enter an order and make selections for the available options
9. Click OK to save the change
10. Click OK to return to the Forms section

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Form Visibility

A form can be made visible to certain user groups. This allows you to select which forms a user groups can access such that users can only see forms that are applicable to their role in the project.

To edit the visibility of a form:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Projects link
4. Select a project in the Projects pulldown at the top. The page will be refreshed with the properties of the selected project.
5. Click on the "+" icon to the left of the Visible to User Groups heading in the Forms section to see a list of user groups to which the form is currently visible. Click on the Edit link to the right of the Visible to User Groups heading to add or remove user groups from the list of user groups to which the project is visible.
6. All user groups available in the workgroup will be displayed in the Make Visible (Available) To These User Groups field. To select or de-select a user group, click on the user group. To select or de-select multiple user groups, hold down the Ctrl button on your keyboard while selecting/de-selecting user groups. To select all user groups, click on the All button to the right of the user group list. To remove all user groups, click on the None button to the right of the user group list. Click Reset if you wish to reset the list to how it was set when the list was last saved (the last time the OK button was clicked to save the user group selections). The Admins user group is not available for selection because that user group is given visibility to all forms.
7. Click OK to save the changes. When removing user groups, fields that are only visible to the groups that were removed will also be removed from any saved queries, report layouts, charts or chart layouts where this form is selected.

   If there are any saved queries or charts created for the user group being de-selected (or created by users that are members of that user group) and the saved queries/charts only have this combination of project and form selected, those saved queries/charts will be deleted. Saved queries that have this project and form selected in addition to others will be modified to remove the project and form from the query criteria.

   If the Users group is being de-selected (removed), any system defined queries that only have this combination of project and form selected must be edited to select * or another combination of Project and Form. Similarly, if the Users group is being de-selected (removed), any system defined charts that only have this combination of project and form selected must be edited to select * or another combination of Project and Form.

8. Click OK to return to the Projects section

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