Using Forms Manager
From the DocuPhase Form Manager screen, you can perform all functions related to the creation, editing, mapping, testing, and implementation/deimplementation of Forms.
BEST PRACTICE
It is highly recommend that when using any of the features (Manage, Design, Map Fields, etc.) available within Forms Manager, that you be sure to use 
, rather than the browser "Back" button to return to the main Forms Manager screen. Using the browser "Back" button, completely exits Forms Manager .
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Accessing Forms Manager
Depending upon your Permissions settings, you can find Forms Manager using one of two menus: A) Forms, and/or B) Administration, as shown below:
Forms Manager Screen Elements
| Element | Use it to... |
|---|---|
|
display the Form Definition screen where you can enter/select a name, description, associated application, visibility setting. |
| Form Name | give each form a unique, but obvious name to make it easily identifiable and differentiated from other forms (e.g. New Vendor). |
|
Icon |
choose a representative icon from a list. This icon provides an extra at-a-glance visual clue when you are using the Forms Tiles |
| Description | enter a concise, but descriptive summary to remind you, or let others know the purpose and/or intended use of the Form (e.g., used to code and approve new vendors). |
| Application | identify the name of the Application in which the Form resides. |
| Visibility | identify whether or not the form is available to those with access to the associated Application, anyone logged into the system, or to any one using a URL. Tell me more... |
Implemented ( ) |
know that the Form is Implemented (i.e., available for use as designated by Visibility). NOTEForms must be implemented to be available; however, the Design or Field Mapping of a Form cannot be added or changed unless the Form is Deimplemented first (see below). |
| Manage | display the Edit Form screen when you want to change the name and/or description of a Form, as well as change the Visibility settings. In addition, this is where you can apply a Category to a Form and Implement/Deimplement a Form.NOTE
WARNING!!!You will also see |
| Implement/DeImplement | make forms accessible (implement ). Once a Form is implemented, you must de-implement it to make changes to the design or field mapping. Implementation and Deimplementation of Forms is always performed from within the Forms Manager.IMPORTANT!No one can view/access a Form until it is Implemented. Also, remember that even once implemented, the User Permissions and Visibility must be set appropriately to allow approved users to view and/or access a Form. |
on this screen. However, you cannot delete a Form if information has already been submitted to the database using this Form. If there is an unused Form available for deletion, please use this feature with care as once a Form is deleted, it cannot be recovered.Form Visibility
Once Permissions have been set for a user, access to individual Forms is then based on the Visibility setting; as noted in the previous section, Permissions and Visibility work in concert in determining who can do what with a Form. Visibility is determined at the Form level, usually when a Form is created. However, Form Visibility can be changed at any time. Visibility options are as follows:
IMPORTANT!
The Application Access Permissions and Application Form Visibility settings are dependent upon each other in order for a user to see/have access to a form. Be sure to review the table above to find out what settings need to be made to allow a specific user to have the appropriate access (Read-only, edit, fill, etc.). It won't matter what you set as the Visibility option if the appropriate access has not been given at the Application level, and vice versa.
| Visibility Setting | Use it to... |
|---|---|
|
Application |
allow only users with permissions to access the Application in which the form resides can access the form.EXAMPLEIf a form is created for Employee Annual Reviews, and associated with the Human Resources Application, only Users/Groups with Permissions to access the Human Resources Application have access to the forms (based in combination with other settings as described above. |
|
System |
give access to the form to anyone logged into your DocuPhase system.NOTEThis option is notdependent upon Application Access or Form Settings. EXAMPLEYou may have a Supply Requisition Form that everyone in your company needs to be able to access in order to request office supplies, etc. All they have to do to have access is to log into DocuPhase. |
|
Global |
make a Form available via URL: anyone with access to the URL has access to the Form. Such users cannot be initially identified. The URL for such a form can be made available in an Email or from a website, etc.NOTE
EXAMPLELet's say a Form is used as a kind of portal where users can access the form to check on an order or personal information (e.g., patient records, financial information, etc.). They can enter credentials that are saved; thus creating a kind of account. This allows them to come back in and "sign in" using those credentials. |
Form Categories
Form Categories provide you with a way to quickly and easily access your Forms easily via the Forms menu. Categories can also be used to organize and group forms for a specific project or group of users (HR Forms, Internal Forms, Training Forms, etc.). You can use the Manage feature in Forms Manager to add Categories to a Form at any time. Tell me more...
Tell me how to...
Create a Form
BEST PRACTICES
Form configuration should always include the following for the most efficient Form identification and selection in any view (i.e., by Application or Category):
- a unique, but easy-to-identify name (e.g., Resumes, Expense Reports, etc.)
- an appropriate icon that provides a clear representation of how/where/when the Form is used (e.g.,
for Job Applications/Resumes, 
for Expense Reports, etc.) - a concise but informative description that includes the name of the process that the form Form kicks off (where applicable), as well as the name of the Application and/or Ad Hoc Process to which the Form submits (e.g., This HR form is used for anyone applying for a position with Purchasing; or, This Expense Reports form allows staff to enter the details of expenses paid for during company business/activities)
- a relevant, discernible category (e.g., Job Applications, Travel Expenses, etc.)
From the Forms Manager screen:
1) Click Manage to display the Edit Form screen.
In the Definition area of the Edit Form screen:
2) Enter a name for the Form (e.g., Job Application-Purchasing, Expense Report Details, etc.).
3) Select an appropriate icon.
4) Enter a unique description for the Form.
5) Select the Application in which this From is going to reside.
6) Set/Change the Visibility.
TIP
Remember that you can always use the Edit Form screens (via in Forms Manager) to change the Visibility settings at any time.
7) Add Categories as needed.
TIP
Remember that you can always use the Edit Form screens (via in Forms Manager) to add and/or delete Categories at any time. Tell me more...
8) Click 
to save changes.
AND/OR
If this is a new Form:
9) Click 
to make the Form ready for use, and return to the Forms Manager.
Manage (Edit) Form Settings
BEST PRACTICES
Form configuration should always include the following for the most efficient Form identification and selection in any view (i.e., by Application or Category):
- a unique, but easy-to-identify name (e.g., Resumes, Expense Reports, etc.)
- an appropriate icon that provides a clear representation of how/where/when the Form is used (e.g., for Job Applications/Resumes, for Expense Reports, etc.)
- a concise but informative description that includes the name of the process that the form Form kicks off (where applicable), as well as the name of the Application and/or Ad Hoc Process to which the Form submits (e.g., This HR form is used for anyone applying for a position with Purchasing; or, This Expense Reports form allows staff to enter the details of expenses paid for during company business/activities)
- a relevant, discernible category (e.g., Job Applications, Travel Expenses, etc.)
From the Forms Manager screen:
1) Click Manage to display the Edit Form screen.
From the Edit Form screen:
2) Change the icon.
AND/OR
3) Make changes to the Description
AND/OR
4) Change the Visibility setting.
AND/OR
5) Add Categories as needed.
6) Click to save changes.
7) Implement the Form, if appropriate.
Add or Remove Categories from a Form
From the Forms Manager screen:
1) Click Manage to display the Edit Form screen.
2) Enter the name of a category you want to add.
3) Click to 
add the Category and display it in the Categories section.
AND/OR
4) Click 
next to any existing Category that you want to delete.
5) Click to save changes.
