Create a new template

This page provides steps and field definitions for the Create New Template page, as well as a video example for building a template. For more information on building templates see the Components and Template editor tools help topics.

Use the Create New Template page to create templates from scratch or to create a template by copying from an existing template. To copy from an existing template, select a template to copy from the Copy From Existing Template field of this page.

Steps

In the Templates area, click Create New Template. The Create New Template page will appear.
In the Template Properties tab, complete the following fields:

Field	Definition
Template Name	The name that will appear on the template in the system. This is name that will show up in the Templates area when looking for your template and in your form library when you search for your published template.
Template Category	The category your template will be filed under. Any form that is filled out based on a template will inherit the template's category. Depending on your permissions, you may not be able to add/edit categories. Template categories can also be managed from the Template Categories section of the Setup area. Choose a category from the menu or add a new category or subcategory: Add new category/subcategory Click Edit . Click Add New Category. Enter a category name and click Save. Your new category will now appear in the Manage Categories list. From here you can click Save and select your new category from the Template Category menu, or you can add a subcategory to the category by clicking Add Subcategory.
Group and Sub-Group	Group and Sub-Group organization example If a template creator wants the form filler to associate any form they fill out based on this template with a specific job name, the Template Creator will select the Group: Job. The sub-groups are a list of specific jobs. The Template Creator may leave the sub-group dropdown blank so the form filler can then select a specific sub-group when they fill out the form. A sub-group will only appear if it is a databound group. Note: These groups are managed in the Template and Form Groups section of the Setup area.
Template State	(Read only) Shows the state of the template, either in Draft or Published.
Template Size	Select from Letter, Legal, or Tabloid sizes.
Template Orientation	Select from Portrait or Landscape.
Make this form available for mobile	Select Yes to make this form available to fill out on the Inform Mobile App.

In the Template Workflow & Security tab, fill out the following fields:

Field	Definition
Who can fill out this form? Section
User Groups	Click the User Groups field to select from the list of User Groups that will have permission to fill out this form. Only user groups that have been granted the Form Create (eligible) permission will show up in this field. Learn more about User Groups.
Individual Users	Click the Individual Users field to select users who will have permission to fill out this form. Only individual users that have been granted the Form Create (eligible) permission will show up in this field.
Approve / Reject Workflow Section
Allow Form Filler to Copy Previously Filled Forms	(This field only appears when the Allow copying from previously filled out forms setting is active in Application Settings). Select Yes to allow form fillers to copy previously filled out forms for this template. Select No to prohibit copying previously filled out forms for this template.
Requires Approval	Selecting Yes to require approval for this form. Select No for forms that do not require approval. Users who fill out forms based on a template requiring approval will not be able to submit their form until at least one form approver has been selected.
Allow Form Filler to Choose from the Following Approvers	(Only appears if Requires Approval setting is set to Yes). By default, “All Eligible User Groups” and “All Eligible Individual Users” are selected for this field. Click the X next to the user group or user to remove it from the list. Only user groups and individual users that have been granted the Form Approver (eligible) permission will appear for selection. Click the User Groups field to select from the list of User Groups whose members will appear in the list of approvers for this form. Click the Individual Users field to select specific users who will appear in the list of approvers for this form. The approvers selected in the User Groups and Individual Users fields will appear in the Approval Sequence tab of the Form Properties dialog box. The form filler will be able to select one or more eligible approvers from the list.
Define Approval Sequence	(Only appears if Requires Approval setting is set to Yes). Selecting this option allows you to define a fixed approval sequence for a template. Select the Approver 1 dropdown to choose the first form approver. Additional approvers can be added by clicking Add Another Approver. Form fillers cannot be defined as an approver.
Allow form fillers to recall approved forms	(Only appears when the Allow users to recall forms that have been approved setting is active in Application Settings). Select Yes to allow form fillers to recall forms that have been approved. Select No to prohibit form fillers to recall forms that have been approved.

Click Create to begin building your template using components and the Template Editor.

Notes

Handling a Defined Approval Sequence Conflict

If a user has been included in a pre-defined approval sequence for a template and is then added to a user group which has been granted form filling rights for the same template, the following safeguards will trigger to ensure that the user cannot fill out and approve their own form.

For the Approver/Form Filler
When a user opens their Form Library and selects a form to fill out where this conflict exists, the user will be presented with a dialog stating:

“FORM UNAVAILABLE – This form is unavailable because you are not permitted to approve your own forms. If you require access to this form, please contact your B2W Inform administrator and request that they review the defined approval sequence in the form template.”
For the Template Owner
An In-App notification will be sent to the Template Owner informing them that a workflow conflict has occurred and why.

Handling Removing the Form Approver (eligible) Permission from a User Who is in a Defined Sequence

If a user has been included in a pre-defined approval sequence for a template (draft or published templates), the user’s Form Approver (eligible) permission will not be able to be removed until the pre-defined approval sequence is changed and the template re-saved or re-published.

Handling Changing Properties for Approve/Reject Workflow Settings and How This Affects Recalled Forms

1) Changing Template Properties from Require Approval with Allow Form Filler To Choose to Does Not Require Approval

When a form filler recalls a form that had an approval sequence, the form filler will still have to re-submit the form for approval.
New forms filled out based on the most recent template version will be able to be completed by the user without any approval process.

2) Changing Template Properties from Require Approval with a Defined Sequence to Not Require Approval

When a form filler recalls a form that had a defined approval sequence, the form filler will still have to re-submit the form for approval, but will be able to edit the sequence, if needed. There will be a check done to ensure that the approvers in the sequence are still active and have the appropriate permissions.
New forms filled out based on the most recent template version will be able to be completed by the user without any approval process.

3) Changing Template Properties to Require Approval with Allow Form Filler To Choose to a Defined Approval Sequence

When a form filler recalls a form that had approvers the form filler selected, the form filler will still have to re-submit the form for approval, but the newly defined approval sequence will be populated.
New forms filled out based on the most recent template version will default to the defined approval sequence that was set in the template.

Video example: B2W Inform - Building Templates

The following video will take you through the process of building templates. Click to begin viewing.

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