Creating forms

Creating forms

In order for your ISMS or KMS to function properly, you need forms. For example, to report complaints, to be able to make supplier reviews or to be able to participate in inspection rounds. Therefore, you can use the forms editor to create as many forms as you want. In this article we explain how to do that.


The Forms editor

To create a new form, go to the forms editor in the left menu.
Notes
Please note: You must be logged in as a system administrator.


To create more space, you can fold the left menu by clicking on the icon on the top left:


This way you can see everything on one screen. The left bar (with field types) automatically jumps to 1 or 2 columns depending on your screen size.
But if you work on a small screen and you still have too little space, you can also click on the enlarged button in the top right. Once you do this, the first two columns use the full width and the form preview (the 3rd column) appears below it:


Once you do this, you can also make the first column wider or narrower.

Create a new form

To create a new form, click on theNew +button. As soon as you do this, you will be asked to name your new form.


Once you have entered a name and youSaveIf you clicked, the form will be created immediately:


You can now see the preview in the right column and as you can see the form currently has no fields.
In other words, there is nothing to fill in for users yet.
You can also see this by clicking on the yellow icon at the top:


Here you can see all the notifications out there regarding your form.

Add fields

You can use the first column to add fields to your form. You do this by dragging a field type to the middle column:


Once you do this, you will be asked to name your field a name/title:


Notes
Please note that this name is converted directly to an ID. The ID of each field must be unique. So if you get the message that this ID is already being used, please enter a different title. You can always change it later.
Once you have done this, your field has been added and you will see it appear in the preview form where you can test it:


There are all kinds of field types like:
  1. Text areas
  2. Numerical fields
  3. Date fields
  4. Multiple choice fields
  5. Colors voters
  6. Location fields
  7. Annex fields
  8. Signature fields
  9. And much more
The full list can be found inThis article

Adjusting fields

Once you have added a field, you can change the title directly in the overview:


In addition, you can click on the green pen to change the field properties. As soon as you do this, you will end up in this popup:


Here you will find all the properties that this field has. These are divided into 4 groups:
  1. General
    1. Here you will find properties such as making a field mandatory, the label of the field and in which group you place the field when you useField groups
  2. Values
    1. Here you will find properties regarding the values that can be filled in the field. This way you can give a placeholder, a standard value, or enforce certain values.
  3. Visibility
    1. Here you will find features with which youfield can hide.How to hide fields from certainUser typesOr, for example, depending on what the user chooses in other fields.
  4. Other
    1. Here you will find other features such as a help text that you can offer with a field for users.
Notes
Note: Depending on the field type, you will see certain properties here. Every field has the propertyLabel. Not all field types have Dependencies.
Once you have added your fields, you can test your form.
You can fill out the form, the results go to the results tab where you can sort and filter by each field.
If you use dropdown, checkbox or color picker fields, you can also use them in Automations and inFilters of your graphs.

Form access form

Now that your form has been created, you probably want to share it with multiple people. But maybe not everyone can see everything. Therefore, go to the form settings to indicate which user types are allowed what:


For example, here you can indicate that viewers may fill out the form, but not the results and whether the graphs are allowed to see the graphs.
Managers may be allowed to see the results, but not the graphs.
And the manager can see everything.
Once you have granted these rights right, one more thing has to be done. The form must be linked to a page from your manual.
Go to the page in your manual and click on thegear:


Once you do this, the popup opens and you can enter theFormsTab, add your new form:


Once you have done this, the form is linked to an active page and the form itself becomes active (and therefore available to users):


You can also see this directly in the form itself by hovering over the green, yellow or red dot with your mouse in the form:

In this case, you will see that this form is visible to everyone.
But, if we indicate that viewers are not allowed on any tab, we see this:

The dot turns yellow and it indicates why it is yellow.

It can also be yellow for other reasons. For example, to the following:


If the dot is red, no one can reach it. For example, because it is not yet linked to an active page.

Activate your form in the app

When you go to the settings of the form, you can activate the form in the app.
Notes
Please note that the form must be a standing form for this.


Once you have done this, you can also simulate a mobile device in the forms editor with theSimulateBut button at the bottom:



Share your form

Once your form is available, you can share it in different ways.
  1. It is now linked to an active page and therefore available in your environment. So anyone who can access it from the form settings form can log in to the environment and go to your form. You can communicate about this.
  2. You can also use the formEmbedding on your intranet. Users must log in (ideally viaSingle Sign on)
  3. You can also use the formPublishing. Users do not have to log in, but the form has limited functionality.
  4. You can have anQR codePrinting your form, which refers directly to your form via the form settings.

Notifications

As soon as someone fills out your form, you probably want to get a message from it. You do this through workflows. You can read more about thisThis article.

Let forms work together

Now that you have created your form and people can fill it out, you will find that making forms work together is often useful.
If you ask users which supplier it was, you can do so with a free text field, but then you can not base charts on it because it is free data.
Now you can adjust the field to, for example, a checkbox field in which you define the choices for, but maybe you also have another form, in which you also want users to choose a supplier. And you don't want to keep a list of suppliers in two places simultaneously. In fact, the list of suppliers must be automatically filled from your ERP system.
We use dependencies for this. More about this can be found inThis article.

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