Assetas support

Form Designer

The “Form Designer” section allows users with access to create and configure Form Types for data capture.

Add a new form type | Add a section | Manage sections | Add a question | Manage questionsManage form types | Related topics

  1. Expand the "Configuration" menu on the sidebar navigation. 

  2. Select the "Form Designer" menu.

  3. Select "Add" to add a form type.

  4. Populate the fields.  Data fields with an asterisk (*) are required.

  5. Select "Save" upon completion.

Add a new form type
 
Create New Form Type

Populate the following fields:

  • Name*: Enter the name of the form type.   

  • Version:  Enter the version of the form type

  • Category*: Select the category grouping of the form type.

  • Description: Enter a description of the form type.

  • External Identifier: Enter a unique identifier that represents this record in an external system.

Form type sections capture groupings of questions for customized data capture.

​​If you have just finished adding a new form type, skip to Step 4.

  1. Expand the "Configuration" menu on the sidebar navigation. 

  2. Select the "Form Designer" menu.

  3. Select the "Edit" button for the desired form type.

  4. Select "Add Section" in the Sections and Questions section.  The section will group a collection of questions.

  5. Populate the fields.  Data fields with an asterisk (*) are required.

  6. Select "Save" upon completion.

Add a section
 
Create New Section

Populate the following fields:

  • Name*: Enter the name of the form section.

  • Position*: Enter the position of the section (in relation to other sections), which must be an integer between 0 and 255. Sections with the same position are then sorted alphabetically by name.

  • Expanded: Toggles if this section is expanded by default or collapsed.

  • Repeating: Toggles if the section can be repeated, allowing the user to answer all the contained questions multiple times.

  • Description: Enter a description of the section.

  • External Identifier: Enter a unique identifier that represents this record in an external system.

If you have just finished adding a new section, skip to Step 4.

  1. Expand the "Configuration" menu on the sidebar navigation. 

  2. Select the "Form Designer" menu.

  3. Select the "Edit" button for the desired form type.

  4. Within the "Section and Attributes" section, expand the "Actions" menu.

  5. Select the appropriate option for managing your sections:

    • Edit this Section:  This option will allow you to edit the details of the section.

    • Copy this Section:  This option will duplicate the section and questions.  

    • Delete this Section: This option will delete the section, questions, and associated data within the deleted section.

    • Add a Question:  See the Add a question section below.

Manage sections
 

Questions are created to capture customized information.

​​If you have just finished adding a new section, skip to Step 4.

  1. Expand the "Configuration" menu on the sidebar navigation. 

  2. Select the "Form Designer" menu.

  3. Select the "Edit" button for the desired form type.

  4. Expand the "Actions" menu in the Sections and Attributes section.

  5. Select "Add a Question".

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add a question
 
Create New Question

Populate the following fields:

  • Position*: Enter the position of the question (in relation to other questions), which must be an integer between 0 and 255. Questions with the same position are then sorted alphabetically by name.

  • Question*: Enter the question to ask on the form.

  • Data Type*: Enter the type of data that you want to store for this question’s answer. Selecting a Data Type will expand additional fields specific to that Data Type, which are covered in the information section below.

  • Hide Always: Toggle if this question and answer should not show when editing, on the form detail page, or reports.

  • Hide in Reports:  Toggle if this question and answer should not show in the form detail page and reports.  It will still show when editing the form.

  • Allow Photos:  Toggle if the question allows the user to attach photos to the answer.

  • Allow Comments:  Select if the attribute allows the user to enter comments alongside the value.

  • Description: The description of the form question.  This displays when the user hovers over the form question when viewing or editing.

  • External Identifier: Enter a unique identifier that represents this record in an external system.

Depending on the data type selected, there may be additional fields to configure the question.​
Additional fields

Populate the following fields:​

  • Required:  Toggle this if the attribute does not allow for blank or null values.

  • Read Only:  Toggle this if the value cannot be modified.

  • Allow Multiple Answers: If the question allows the user to store more than one answer for the question.

  • Default:  The default data to populate this attribute the first time it is edited.  Either enter the direct text to use or one of these variables: {Current User}, {Now}, {Today}.

  • Searchable:  Select if this answer may be searched to locate the form.

  • Size: The number of alphanumeric characters in text or number fields (must be an integer between 0 and 400).

  • Precision: For numeric fields, this specifies how much of the size is allocated to the right of the decimal place (must be an integer between 0 and 20).

  • Minimum: The minimum value allowed for the question. The following formats apply:

    • Date:  YYYY-MM-DD

    • Money: Two decimals

    • Month:  YYYY-MM

    • Number:  Any number

    • Time:  HH:MM:SS (24-hour)

    • Week: YYYY-W# (where the # is between 1 and 52)

  • Maximum: The maximum value allowed for the question. The formats above apply to this field as well.

  • Pattern: The regex pattern to use to validate the entered data.  To learn more, please visit https://www.w3schools.com/tags/att_input_pattern.asp.

  • List: The pre-defined list of values to use for this question.

  • List Values: The pipe-separated list of values to use for the drop-down list or radio button data type.

  • Associate Form to Asset: If this question’s asset answer should be linked to an asset.

  • Associate Form to Contact: If this question’s contact answer should be linked to a contact. 

  • Use as Form Date: If this question’s date answer should be used as the primary date of the form (only select for one question on the form).

  • Use as Form Name: If this question’s answer should be used as the name of the form (only select for one question on the form).

If you have just finished adding a new question, skip to Step 4.

  1. Expand the "Configuration" menu on the sidebar navigation. 

  2. Select the "Form Designer" menu.

  3. Select the "Edit" button for the desired form type.

  4. Within the "Section and Attributes" section, locate the table of questions.

  5. Select the appropriate option for managing your questions:

    1. Edit this question:  This option will allow you to edit the question.

    2. Copy this question:  This option will duplicate the question in this section.  

    3. Delete this question: This option will delete the question and the associated answers.

Manage questions
 
  1. Expand the "Configuration" menu on the sidebar navigation. 

  2. Select the "Form Designer" menu.

  3. Select the appropriate option for managing your form types:

    • View or edit:  This option will allow you to view or edit the form type.
    • Copy:  This option will copy and duplicate the form type as a new form type.

    • Download: This option will download the form type definition for importing into another database.  

    • Delete: This option will delete the form type, which will include the sections, questions, and answers.

Manage form types
 
Related topics