To create a new generic form definition

The procedure to create a new generic form definition is as follows:

1. Navigate to Quick Menu > Forms > Configuration > Form Definition. The Form Definition window is displayed.
2. Click on New Form 1. All fields are activated ready for data entry.
3. Enter a generic Form name into the field provided 2.
4. Use the Form description field to add contextual data in support of the new generic form definition.
5. Using the Form main entity drop-down field, select a system component or focus area pertinent to the structure and purpose of the generic form i.e. Allocation Enquiry, Appointment, ASB Notice, Contact, Homelessness Case, Rent Agreement, etc. Where the selected entity supports additional levels of granularity, choose the desired filtering options using the Available for drop-down field, or activate the adjacent tick box to encapsulate all options 3.
6. Using the Companies drop-down field, multi-select all companies applicable to this generic form definition, or choose the All option, as required 1.
7. Choose an Effective from date for this generic form definition i.e. the date on which it came into effect 4.
8. Choose an 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 definition will be continually valid.
9. Use the Active tick box provided to determine the operational status of the generic form definition.
10. Where instances of the generic form will be accessible through a partner integration service, activate the Definition externally available tick box provided; the associated External agencies must also be specified using the adjacent drop-down field 5.
11. Where instances of the generic form will be transferred to an Electronic Document Management system, activate the Send to EDM tick box provided; the relevant form categorisation must also be mapped using the adjacent EDM document types drop-down field 6.
12. Using the Roles drop-down field, multi-select all overarching access permission roles, 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.
13. Where subsequent revisions to recorded data held on a completed form is not permitted, activate the Read only when completed tick box provided.
14. Where a new case file needs to be initiated upon completion of a form instance, activate the corresponding Trigger case on submission tick box provided; the relevant Case classification source must also be mapped using the adjacent drop-down field 7.
15. 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 Upon first access, all fields are automatically activated ready for data entry; hence the New Form button is inactive.

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 This is the default setting for the generic form definition; hence the attribute must be deactivated before a subset can be specified.

4 The Effective from date defaults to the current system date and cannot be left blank.

5 All system user accounts configured with the API User attribute will be available for selection.

6 An Integration Management service configured for an incumbent EDM system supplier must also be operational.

7 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 clone a 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