Viewing Form(s) Under a Template
Each form template row acts as a container (folder) for form(s) created using that template. The forms within a template are accessible from the Forms screen.
- Move to the Forms screen and then click on a specific template to view all the form(s) created using that template.
- Click on the specific form template[highlighted in the screenshot above] to view all the forms saved under that template.
The screen above displays the draft forms (which are not yet submitted) [draft forms are displayed maximum of 2 in number, to see more user needs to click the ‘See all’ link] and submitted forms (with status pending, approved, and rejected).
Each form is displayed row-wise with the form number (this denotes the number of the form created from the template, for example, if the form is the 5th form created from the template, then this form number is 5), the date of form creation, the user who uploaded the form and the date on which the form is updated.
- Click on the [Download] button (only available for submitted forms with status pending, approved, or rejected) to download the form along with its meta-information (like form date, submitted date, submitted by, form status, approval type, and name of approvers) in the local computer.
- Click on the [Delete] button to delete the individual form from the application.
- Click on the [Duplicate] button to create a duplicate of the form. All data will be copied over to the new form except for those fields that are automatically populated (like form no. will be new and latest). All fields of the duplicate form will remain editable. The status of the duplicate file will be ‘Draft’. Users need to submit the form to change the status as per the approval type of the original form being duplicated.
This functionality will provide the user with a quick and easy way to duplicate information from a prior form and will minimize the required data entry. For instance, when filling a maintenance log for four machines of the same type. The user could duplicate a form, update the serial number, update any maintenance info and submit, rather than having to complete the entire form from scratch.
- Click on the [Create] button to create a new form based on the template (within which the user is currently present).
Exporting information of all forms under a template
- Click on the [More details] button and a menu will appear displaying the [Export] options.
- Click on the [Export] button to export the form information under this template in CSV format.
Sample CSV file opened in excel file:
Deleting Multiple Forms
- Move your mouse cursor over the form icon and a checkbox will appear instead of the icon.
- Click to select the checkboxes of multiple forms like this.
- Now, click on the [More details] button and a menu will appear displaying the [Export] & [Delete] options.
- Click on the [Delete] menu button to delete the selected forms simultaneously.
Viewing All Draft Forms
Click the ‘See all’ link to view all draft forms on a single screen.
Viewing Forms of Only Specific Status
You can click on the Draft, Pending, Rejected, Approved tab at the top to view the forms under this template with that specific status only. For example, if you click the [Pending] tab, then all the forms (under this template) with the status as ‘Pending’ are displayed.
Again, if you click the [Approved] tab, then all the forms (under this template) with the status as ‘Approved’ are displayed.
Click on the [Sort] to sort the forms based on form date, submitter name, last updated date & form number. The sort options are shown below.
Note: Clicking on the button will reverse the sort order. For instance, sorting by Form date would initially sort forms based on Descending date, clicking a second time would change the sort order to Ascending Date. Also, the default sort order for this page is Descending.
Viewing Draft Form
Click on a form with status [Draft] to view that form.
- Click on the [Submit form] button to submit the form to the selected approvers (if approval authorities are associated with the template) or can save the form as approved (if no approval authority is associated with the template).
Viewing an approved form that has no approving authority
The status of the form which has no approving authority associated with the template (using which the form is created) is marked as an approved form after submission. Click on an approved form (which has no approving authority) to view.
Note: The photo and file section will be displayed to the user only if the user had previously attached photos/files during form creation.
User will be able to view the info selected/entered in the template (non-editable – users won’t be able to change template info) based on which the form is created, the user to notify (if any), the files and images attached, and the status changes history & comments under the Activity section.
Click the arrow beside the file count and/or photos count to view the files/photos attached with the form.
Users can download the attached file to the local computer. Also, users can download the photo to a local computer or add the photo to ARC Facilities.
Note: Once a form is approved, the user cannot enter comments. User can only enter comments after it is submitted (before approval) or during creation.
Viewing a form that has pending approval
Users can click on a form with the status ‘Pending’ under the Submitted section on the form view screen to view that form. Or users can click the ‘Pending’ tab at the top, to view all the forms with status as pending and then click on the specific pending form.
If the form has been submitted to the approving authority with the Approval type associated with the template as ‘Single approval required’ but none of the users have approved the form yet, then the status of the form displayed is ‘Pending’.
As you can see in the screenshot above, both users in the approval list [highlighted in the screenshot above with red rectangle] have not approved the form (at least one user is required to approve the form to make the status change) hence the status remains ‘Pending’.
If the form has been submitted to the approving authorities with the Approval Type associated with the template as ‘All must approve’ (say the form has 3 approving authorities) but nobody or only one/two out of three have approved, then also the form status is displayed as ‘Pending’.
As you can see in the screenshot above, only one of the users in the approval list [highlighted in the screenshot above with red rectangle] has approved the form (all the users must approve the form to change the status of the form from ‘Pending’ to ‘Approve’) hence the status remains ‘Pending’.