Managing Forms

This passage will tell you how to manage your forms in details.

What is Form Management?

In an App, an admin who has permissions to manage the App can edit and configure forms in many ways. Form management includes operations like editing, deleting, copying, sorting and so on.

Prerequisite

To configure basic settings for forms, you should get permissions first. Only admins who have permissions to manage Apps can configure forms. Members can only visit the permitted forms and dashboards.
To set up continuous printing, you must build a form first. If you haven’t done these, you can build your own or follow the steps below to build a form.

What Actions can I Do when Managing Forms?

Adding a New Form

1. Add to Apps with data.

If an App already has forms and dashboards, click beside the search bar and add new forms in the following ways:

Create from Scratch: design a form from scratch.
Create from Excel: import an Excel file with existing data.

2. Add to Apps with no data.

If the App is empty, you will see the following page. Then you can click New Workflow Form or New Form to add forms.

Editing a Form

You can go to the form design page and edit forms through the following two ways:

1. Click beside the form and click Edit.

2. Select the form you want to edit and click Edit at the top of the page.

Note:

Only members with the App managing permission can edit forms.

Renaming a form

If you want to rename a form, click beside the form and then click Edit Name & Icon. After the settings, click OK.

Copying a Form

By copying a form, you can easily adjust the form to apply in another scenario with the same configuration. You can copy a form to the current App or another App.

Here are the copy rules of forms:

Form Content/Settings	Copy Rule
Fields and field properties	Copy all fields and field properties.
Form settings and form properties	Copy form settings and form properties.
Workflow configuration	Copy all workflow configurations.
Data collaboration	Copy all configurations.
Form publish permissions	Only copy views and permission sets. If you copy a permission set, the selected members in the set will not be copied to the new set, but which is turned on by default.
Dashboard data permission configuration	Do not copy.
Notifications	Copy all configurations of notifications. Notifications will be turned off after the copy.
Webhook	Copy all configurations of Webhook. Notifications of Webhook will be turned off after the copy.

Note:

1. When you copy a form that links fields within itself, fields in the copied form will link to fields in the new form rather than the original form.

2. When you copy a form that links fields from other forms, the copied form will maintain the same field links to the linked forms.

Moving a Form

Click beside the form or folder, and select Move from the drop-down list. Then you can move the form or folder to the target folder.

Sorting Forms

You can move or sort forms and folders by dragging and dropping them. You can also move a form or subfolder out of the current folder.

Favoriting a Form

If you need to frequently visit a form/workflow form, click and then Favorite to add the form to the My Favorites group. Then arrange it in Set up Default Workspace, thus facilitating form filling and checking.

Deleting a Form

Here are the deleting rules for forms and folders:

Deleting form: You need to enter the full name of the form.
Deleting folder: A folder with data cannot be deleted. You can only delete it when you move all forms/dashboards out of the folder.

When a form is referenced by other forms through the following features, you can click View Details to see the reference list when deleting the form. This helps to avoid affecting other business processes.

Option: Lookup
Data Linkage: linkage condition and linkage field
Formula: referenced fields
Query Data: display fields and filter conditions
Select Data: display fields, filter conditions, and data filling
Front-End Event: triggered field, response value – response field, and header/body – header/body field
Automations Pro: trigger node and action nodes
Automations: triggering form and target form.
Permission Set: data permission

Restoring a Form

If your form is deleted by mistake, you can initiate a request to contact our Support Team for paid restoration.

Checking Form Referenced View

In some complex scenarios, a form is usually connected with other features to facilitate data collaboration. Referenced View lets you see how the form is associated with other features, thus allowing you to better manage the data.

Click beside the form and click Check Referenced View from the drop-down list.

In Referenced View, you can see the Reference Relationship with the current form through the connection lines. You can zoom in and out of the view with the touchpad and mouse or by clicking the zoom button in the upper right corner.

Note:

1. Bidirectional arrows in a reference view indicate mutual referencing relationship.

2. On the left side of the current form, the system showcases items that are referenced by the form. The display is capped at a maximum of 100 items, with a specific limit of 50 for workflow forms. Moving to the right side, the system exhibits those that reference the current form, with a maximum display limit of 50.

View Reference Details

Reference Details shows how a feature is associated with another feature. In Referenced View, you can query the following reference details:

Feature that References Data	Feature that is Referenced	Reference Relationships that Support Querying
Form	Form	Single Select: Lookup. Select Data and Query Data: Forms to be joined. Data Linkage: Linked form.
Aggregate table	Form	Data source: Joined form.
Data stream	Form	Input: Input source.
Automations Pro	Form	Trigger node Action nodes
Automations	Form	Triggering form. Target form.
Form	Aggregate table	Initial Value: Data Linkage. Select Data and Query Data: Forms to be joined.
Form	Data stream	Initial Value: Data Linkage. Single Select: Lookup. Select Data: Forms to be joined.

The number on the connecting line represents the number of references between the two features. You can click the number to view the reference details.

Where to Edit

In Referenced View, click beside the feature name to go to the editing page. On the detailed page, you can see how the form is referenced and adjust the settings.

Modifying the Form Icon

Click beside the form and then click Edit Name & Icon. Click the icon to choose another icon from the drop-down list.

Switching Form Types

Regular forms allow you to collaborate on the collected data, and workflow forms allow you to transfer data to different approvers for review. You can switch between the two types according to your needs.

Click beside the form and click Switch to Workflow Form or Switch to Regular Form.

Adding New Folder

When there are too many forms in your App, you can add a folder. Then, you can manage your forms in categorized groups.

1. Create a folder.

Click and select New Folder from the drop-down list. Rename the folder and click OK.

2. Rename a folder.

If you want to rename a folder, click beside the folder and then click Rename. After renaming the folder, click OK.

3. Create a subfolder.

Click beside the folder where you want to create a subfolder and select New Subfolder from the drop-down list.

4. Add new forms in a folder.

Click beside the folder where you want to create a form and select New Form or New Workflow Form from the drop-down list.

I have finished reading. 🏆

👉I can't wait to MANAGE MY FORMS.

👉I need more HELP in Discord Forum.