As the variations in required generic form definitions may be only minimal, it is possible to clone existing forms, retaining all the attributes and configuration settings for the entity focus area, external accessibility permissions, electronic document management folder mappings, etc. and apply the relevant changes to the new copy. Most significantly, all inherent template variants are retained as part of the cloning process - preserving the format, layout and custom styling - therefore saving time and effort in their construction.
The procedure to clone a generic form definition is as follows:
- Navigate to Quick Menu > Forms > Configuration > Form Definition. The Form Definition window is displayed.
- Expand an entity heading and select a generic form definition from the alphabetical list, or type its name into the Search Forms field. By default the list is filtered to show Current form definitions. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations
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- Click on Clone Form. The Form Definition window is populated with all the attributes of the source generic form.
- Enter a generic Form name into the field provided 2.
- Amend the Form description field to reflect the required contextual data in support of the cloned generic form definition.
- Using the Companies drop-down field, ensure that each selected company is applicable to this cloned generic form definition, and apply any required changes, or choose the All option, as required
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- Amend the Effective from date for this generic form definition, as required i.e. the date on which it came into effect 3.
- Amend the Effective to date if the generic form definition is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the cloned definition will be continually valid.
- Ensure that the Active tick box reflects the operational status of the cloned generic form definition.
- Where instances of the generic form will be accessible through a partner integration service, ensure that the Definition externally available tick box is activated; the associated External agencies must also be specified using the adjacent drop-down field 4.
- Where instances of the generic form will be transferred to an Electronic Document Management system, ensure that the Send to EDM tick box is activated; the relevant form categorisation must also be mapped using the adjacent EDM document types drop-down field 5.
- Using the Roles drop-down field, ensure that each selected permissions role, representing the subset of user accounts to whom ownership for form completion may be assigned (e.g. Housing Options Service Advisor, Tenant Liaison Coordinator, etc.) is still applicable to this cloned generic form definition, and apply any required changes.
- Where subsequent revisions to recorded data held on a completed form is not permitted, ensure that the Read only when completed tick box is activated.
- Where a new case file needs to be initiated upon completion of a form instance, ensure that the corresponding Trigger case on submission tick box is activated; the relevant Case classification source must also be mapped using the adjacent drop-down field 6.
- Click on Save.
Tip
1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.
Note
1 The Search Forms field will match against any element of the generic form description.
2 System validation rules ensure that the name entered for each generic form definition is unique for the selected entity classification, within the same effective period.
3 The Effective from date defaults to the current system date and cannot be left blank.
4 All system user accounts configured with the API User attribute will be available for selection.
5 An Integration Management service configured for an incumbent EDM system supplier must also be operational.
6 Additional module-specific categorisation fields will be revealed, ready to refine the desired case type or ownership rules.
See related topics...
Understanding generic forms
To create a new generic form definition
To create a new user account
To create a new Serengeti EDM integration service
To create a new Alfresco EDM integration service
