Forms Module

Documentation of the new forms module.

Forms Admin

The Forms options allow users to communicate with the organization about special requests.

Please note: The Forms module has been refactored, and has new functionality. New Forms are only operational on the OPS-COM app. Existing form data is not compatible with the new format, which means any old forms will need to be recreated in the new form format.

Quick Steps:
  1. Hover over the User Management icon then List Forms.
  2. On the Forms page you can view or edit existing forms or +Add Form to create a new form.

Make sure admins have Edit Forms and View Forms permissions enabled.

Step-by-Step Instructions:
  1. Hover over the User Management icon then List Forms. This will show the Forms module.
  2. You will now have two options:
    • Edit Form: In the list of all the forms you have created, click the Edit icon.
    • Add Form: This allows you to create new forms for your users.

Viewing Form Entries


Accessing User Form Entries

Access the forms module under the menu tree:

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Click on the entries button for the form in question.

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Form Entries Search Form

The form entry search page will be presented.

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Several search options are available.

 

Additional search options can be shown by clicking the toggle more options button in the top right.

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Any fields marked searchable will appear here, providing a text box a search query can be placed in.

This can be used to narrow the search to specific values on each field.

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The search results will show the selected columns in the output.

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From the search results, each individual entry can be viewed to see the entirety of the user’s submission, including fields not marked as searchable.

Entries can also be deleted from here.

 

Entry View

The submitter’s information will be displayed at the top of entry, and their answers below.

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The field entries can be edited as needed, and values can be added to any admin-only fields.

To save any changes, press the button at the bottom of the menu.

 

Admin-Only Fields

Form fields marked as admin-only will be marked by a blue border.

Hovering the mouse over top of the border will show a tool-tip about the field.

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Replying to User Submissions

An email can be sent in response to a user entry by clicking the prepare email button at the top of the entry menu.

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This will open the email users page, pre-filling the user’s information into the email form.

The form name will be set as the email subject line.

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Form Field Types


Introduction

A variety of field types are available when building form questions.

The functions of each field are detailed here.

 

Field Types

Checkbox Group

Used to allow the user to choose one or more options from the options listed.

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Date Field

Used to get a date from the user.

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When the user clicks on the date field, they get a calendar date picker.

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Header

Used to set a header or subheader for the form.

This is a field used to display information to the user, and is not editable by them.

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Number

Used to input only numerical digits.

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Paragraph

Used to set a paragraph of text.

This is a field used to display information to the user, and is not editable by them.

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Radio Group

Used to allow the user to choose one option from the options listed

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Select Menu

Presents a drop-down list the user can select an option from.

This is similar in function to radio-groups and checkbox groups, ideally used when there are many options to choose from to save screen space.

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Text Field

Used to allow the user to input text.

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Text Area

Similar to a text field, but allows for a larger area to enter text.

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Forms

Introduction

The forms module has been refactored, and has new functionality.

Existing form data is not compatible with the new format, which means any old forms will need to be recreated in the new form format.

Accessing Forms

The forms module can be found under the menu tree:

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Forms List

This will open the forms list page.

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Several options are presented to the user from this page.

Creating a New Form

To create a new form, click on the Add Form button.

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Upon opening the add new form screen, the user is presented with a menu with three tabs.

Form Basics

The initial form setup.

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Clicking one of the orange boxes next to a text field will open a modal where the translation for the field can be set for each language installed on the site.

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Post Form Actions

Set the actions to take after the user submits the form.

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Questions

Under this tab is where the form questions are built.

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The right side of the form builder contains the field types that can be added to the form. This can be done by dragging and dropping the fields from the box on the right into the questions area on the left.

After the question has been created, the details can be filled in.

Each field can be removed, edited, or copied by using these buttons:

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Question Types

For a detailed breakdown of form field types, refer to the Form Fields Type wiki documentation.

Checkbox Group - presents the user with a list of checkboxes, from which they can choose multiple options.

Question Options

When editing a field, there are some common attributes to lookout for:


Form Options

Editing a Form

A form should only be edited when it doesn’t have any user entries, as it may cause existing entries to display their data incorrectly.

If changes need to be made to an existing form, it should be copied first, and the changes be made on the copy while it doesn’t have any entries.

Archiving a Form

Archiving acts as a form of deletion for forms.

When a form has been archived, the form and all its entries will be removed from view and can no longer be accessed.

Exporting a Form

Exporting a form will take all user entries given for a form and place the contents into an Excel document that will be downloaded by the browser.

Viewing Form Entries

User form submissions can be viewed by clicking on the view entries button next to the form title.

Further details can be found in the Viewing Form Entries wiki documentation.