Forms area

This page provides an overview of Forms including:

• How to navigate the Forms area
• Form roles and permissions
• Overview of form actions

About Forms

Forms are published templates ready to be filled out. The Forms home page displays a list of recently worked on forms organized by status. To fill out a new form, click Fill Out a Form at the bottom right of the page.

Looking to create a new form? Check out Templates.

How to navigate the Forms area

The Forms area displays a list of recent forms in Draft status by default. There are several different status tabs in the Forms area:

• Drafts – Saved but not complete.
• Complete – Finished. Does not require approval.
• Pending – Submitted. Not reviewed.
• Rejected – Reviewed but needs changes.
• Approved – Reviewed and accepted.

Form status

Choose the status of the form you are searching for by choosing one of the form status tabs:

Find forms

Forms can also be found through the search, sort, and filter functions.

• Learn about searching, sorting, and filtering actions

Form roles and permissions

Role	Permissions
Form Viewer	Read-only access to all forms in the system.
Form Filler (Eligible)	Fills out forms and the following: Save as Draft when a form requires additional work. Complete form that does not require approval. Submit when form is ready for approval. Ability to Recall a submitted form. Ability to Delete a form they authored. A Form Filler can only see and edit their forms in any state. A Form Approver can see their own forms as well as view forms in read-only.
Form Approver	Approves or rejects submitted forms.

Overview of form actions

Fill out a form

Complete the fields on the form as necessary. Note that some fields require certain types of data and may need to follow a specific format (such as MM/DD/YYYY for dates). Learn more about validated data entry.

When you click Submit, each field is checked:

• Does it contain the correct type of data?
• Have all required fields have been completed?

• Learn more about filling out forms

Fix form errors

When you complete or submit a form, each field is checked. If your form is submitted without the required or correct type of data, the Form Errors box will appear with a list of issues to resolve. You will need to correct these errors before the form can be completed or submitted.

Here are some common errors:

• All required fields were not completed.
• A field was completed using the wrong format. Example: Dates follow the MM/DD/YYYY format. For accepted component formats see Validated Data Entry.
• Databound filtering and auto-populating error: A required selection was not chosen. Example: A job number was not chosen from the provided menu.

Edit a form

• Open a form from the Drafts tab.
• Click the form Properties button on the toolbar above the form.

Copy forms

See the Copy a Form help topic.

Delete forms

The delete button appears on the right of each item on the listing page on the Drafts tab and is visible only to users who are allowed to delete.

Other form actions

Use the action buttons in the Forms Toolbar. Note that depending on the approval process setup for a form and your user permissions you may not see certain action buttons.

• Learn more about form actions

Keyboard shortcuts for the Forms area

Action	Keyboard shortcut
Save as Draft	CTRL + S

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