Forms: Module Pages Forms Home Page The Home Page of the Forms Module contains the Forms Table, where all existing forms built within your organization’s subdomain are stored and can be accessed. A “Show forms in groups” checkbox allows a user to customize their view of the Forms Home Page for efficient use. When Forms are displayed in groups, quick links allow you to collapse and expand all groups as well as hide empty groups that do not currently contain Forms. Forms can be filtered by all but archived, preview mode, live, closed, and archived. Buttons at the top of the Home Page All for new forms to be created, databases to be converted to forms, and new groups to be created. If there are existing form entries that require your approval, they will show in a table at the top of the Forms Home Page. In order for form entry approval to be required, you must establish a Form Rule. How To: Require Form Entry Approval To require that form entries are approved, go to the Home Page of the Forms Module. Select the three-dot icon to the right of the specific form you want to require entry approvals for and select “Rules” from the context menu.  This opens the form specific Rules Tab. Select “New Rule” opening the New Form Rule Modal. Input the name of the new rule and set the status as “Active”. The rule can be conditional, or it can always be run for the specific form. Click the plus icon to the right of action, expanding the modal. Select the Workflow Category option “Require Approval”.  This rule will apply for the initial entry submission. Select who can grant approval: direct supervisors, all supervisors, or specific users. A form entry will be approved as soon as any individual who can approve it does. Only one individual needs to approve the entry pending approval. Requiring approval from an individual will give full access too all entries the individual needs to approve, even if the individual does not have access to the form itself. Specify the number of days after a form entry is submitted when the pending approval will turn red. Select “Save” to save the action, which will now show in the New Form Rule Modal. Select “Save” at the bottom of the modal and the rule to require approval for form entries will now be active and shows on the form specific Rules Tab. How To: Approve a Form Entry Pending Approval To approve a form entry pending approval, go to the Home Page of the Forms Module. Select “View Entry” from the Actions column of the Form Entries Pending Approval Table opening the view form entry modal. Select the “Approve” button opening a confirmation modal that states, “Are you sure you want to approve this entry?” Select “Confirm” and a confirmation modal states, “Approved”. How To: Reject a Form Entry Pending Approval To reject a form entry pending approval, go to the Home Page of the Forms Module. Select “View Entry” from the Actions column of the Form Entries Pending Approval Table opening the view form entry modal. Select the “Reject” button opening a Confirmation Modal that states, “Are you sure you want to reject this entry? Select “Confirm” and a confirmation modal states, “Rejected”. Forms Table Context Menu Option Explanations Option Explanation Overview Selecting Overview from the context menu will open the Overview Tab related to the specific Form. The Overview Tab includes Form Stats (# of drafts, # of entries, # of pending approvals), the form status, form access (URL Link and QR Code) as well as a URL link for PDF submission info. Webform (popup) Selecting Webform (popup) from the context menu will open a modal allowing an individual to input another form entry. If the form is not live, the modal will state so in bold under the header. Any submissions made before a form is live can be deleted. This modal will vary, as it opens the a unique form. Form Properties Selecting Form Properties from the context menu will open the Form Properties Modal, allowing an individual to make changes to the Form Title and Tags, as well as the Basic / Advanced Settings and Form Styling established when the form was created. How To: Edit a Form To edit a form, go to the Home Page in the Forms Module. Click the three-dot icon to the right of the form you wish to edit opening the specific form’s context menu. Select “Form Properties”. This opens the Form Properties Modal. The title, tags, groups, and modules for integration can be altered from this modal, as well as advanced settings and form styling. A detailed explanation of these options can be found in the explanation of how to create a form. How To: Create a Form To create a new form, open the Home Page in the Forms Module from the Main Menu and select the Create Form button beneath the page header. This will open the New Form Modal. Input the Form Title (a required field), form notes, and any open/permissive/restrictive tags to be associated with the form. There are three additional sections to the New Form Modal that expand when clicked with additional options for customization. Modal images and explanations of each input are included below. Basic Settings Section New Form Modal: Basic Settings Section Explanation Modal Input Explanation Group A dropdown menu will list all existing form groups. The form will automatically be placed in the group selected. Allow Public Entries Checkbox If the checkbox is selected, public entries (individuals not registered with KAStrack) will be allowed to submit form entries. URL Link A URL Link is used to share the form publically. KAStrack will autofill the URL Link with the form title, but this can be customized if desired. You cannot use spaces or symbols in the URL link. They will replaced with a hypen if used. The next two checkboxes are specific to the PDF options for form entries that are not submitted via a PDF. To understand which option is better for this specific form, be sure to read about the relationship between PDFs and Forms. Use KAStrack Generated PDF If you have a PDF entry on file but do not want the downloaded form entry to utilize the customized PDF form, select this checkbox and KAStrack will use the generic PDF format. Use the Appropriate Uploaded PDF Revision If you have a PDF entry on file and want the downloaded form entry to utilize the customized PDF form, select this checkbox and KAStrack will use the most recent version of the PDF submitted. Allow Integration With Allow integrations with is a dropdown menu that lists all modules you can use a form for. Selecting a module here will enable this form to be visible in the modules selected. Possible uses are listed below. Module Purpose Assets Attach to Task Attendance Integrate with the Attendance Log Module Datbase Reference from Database Dispatch Include in a Dispatch Documents Add to Photo Forms Reference from a Form Grid Integrate with the Grid Module Kanban Integrate with the Kanban Module People Use as activity for certification Advanced Settings Section New Form Modal: Advanced Settings Section Explanation Modal Inputs Explanation Allow Payment Checbox (Expands when selected) Payment Profile Select “All Enabled Configurations” from the dropdown menu for payments to be allowed. Payment Description This description is what will show on a payment receipt. Default Pattern for Entries This textbox uses mail merge fields. Allow the User to Save AS Draft Checkbox (Expands when selected) Allow Logged Out User to Save as a Draft Selecting this checkbox will allow logged out users and public entries to save their response as a draft and come back to the form (on the same device). Validate Fields when Saving as Draft Fields with validation don’t validate on a draft, so inputting fields here tells the system to validate fields when the draft is saved. Save Draft Button Text The form creator can customize the text on the Save button. Auto Save When auto-save is enabled, any edits made to a field will automatically be saved. When auto-save is disabled, the information will only be saved when the save draft button is clicked. Allow Default Access Checkbox When Selected The form will follow module level permissions in regards to what access an individual will have. If allow default access is not selected, the additional form specific permissions are now required. The system will ignore module level distinctions for this form and will be guided by the form specific permissions listed below. Admins A checkbox allows for admins to be prohibited from viewing entries. Users or roles listed here will have admin level permissions for this form. This includes editing and deleting the form, managing the form fields and (unless prohibited) managing entries. Manage Entry Permissions Users or roles listed here have manage level permissions for this form. This includes adding, editing and deleting entries. Manage Pending Approval Entry Permissions Users or roles listed here can edit entries that are pending approval. Show in the Dashboard Forms Widget Users and certification roles selected here will show this form in the Dashboard Forms Module Summary Widget. Form Styling Section New Form Modal: Form Styling Section Modal Inputs Explanation Save Button Text Change the verbiage on the save button by inputting other text here. Cancel Button Text Change the verbiage on the cancel button by inputting other text here. Submission Message Change the verbiage on the form submission message by inputting other text here. Show Green Checkmark Checkbox Selecting the show green checkmark with submission message checkbox will show a green checkmark to the left of the submission message when a form is submitted. Show the Form Title Checkbox Select the Show the Form Title Checkbox will show the form title for a logged-out entry. This does not impact a system, modal based entry. Apply Whole Form SCSS to Logged Out Only Select “Logged Out Only” if the styling doesn’t correspond with a popup modal or the regular form page. This would result is SCSS styling only applies to public entries. Logged In Only Select “Logged In Only” if you only want to apply the SCSS formatting to the logged in, internal users. Always Selecting “Always” applies the SCSS formatting that has been established in both internal and external forms. SCSS for Whole Form This is the textbox where scripting language should be input, that allows for greater customization than what is generally available. Select the Save button on the New Form Modal after customizing your form and the system will direct you to the form's Fields Tab where you can begin to input Form fields. How To: Import Fields from a PDF Field Import Importing fields from a PDF Field Import has multiple purposes. Not only will the form fields be generated through this process, the PDF will also be saved by the system, so that future form entries can be downloaded into this PDF, allowing for customizable outputs. A form must have already been created with no fields added for this method to work. If a field has already been added to the form, you are no longer able to bulk import form field names from a PDF Field Import. You are now required to enter each field name individually. Regardless, you can still upload a PDF Form that the system will use for future form entry downloads. How To: Create a Form {{@386}} How To: Add a Field to a Form {{@373}} How To: Upload a PDF Form {{@408}} To import field names from a PDF file, go to the Home Page of the Forms Module. Select the three-dot icon to the right of the Form Title opening the Form’s context menu. Select “Form”. This opens the Fields Tab for a specific form. Select the “PDF Field Import” button. This opens the PDF Field Import Modal. To import fields using a PDF, use the “Prepare Form” tool in Adobe Acrobat Pro. Add the fields you wish to use for your form. Add a button on your document. Within the button properties, click on the Actions Tab. On the “Mouse Down” trigger, add the “Submit a Form” Action. Use the URL link provided on the PDF Field Import Modal in KAStrack. Confirm that the Export Format is “PDF The complete document”. Open the PDF and submit the form to generate the fields here. You do not need to fill in any of the fields, and you must not sign it. Select “Allow” and the PDF will confirm that the fields were added to the database. Go to the Fields Table in the database Monday, and a warning now states that a PDF is associated with the form and that adding/editing or deleting fields may result in the PDF no longer being compatible. How To: Import Form Fields from a CSV File To import form entries from a CSV, form fields must have already been created. How To: Add a Field to a Form {{@373}} How To: Import Form Fields from a CSV File {{@402}} How To: Import Fields from a PDF Field Import {{@400}} To import form entries from a CSV, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form you wish to import entries into. Select “Manage Entries”. This opens the Manage Entries for (FORM NAME) Page. Click the “Import Entries” button beneath the page header. This opens the Upload CSV for (FORM NAME) Modal. Click the “Download Template” link at the top of the modal and a CSV file will be downloaded to your personal device. Notes have been provided if you are using the downloadable template to Upload bulk CSV form entries. Notes Regarding the Downloadable Template for Uploading CSV Files The first row of the CSV file is for each of the form fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not form fields: Entry ID and Modify Existing Entry. If you are importing form entries and no entries have been added to the form yet, leave these columns blank in your upload. If form entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave this column blank if the entry is new. After creating your Forms Entries CSV file, save it as a CSV UTF-8 for importing. Click the “Choose File” button on the Upload CSV Modal and open the relevant file from your personal device. Confirm that the correct CSV file now shows in the Upload CSV Modal. Select the “Upload” button. The entries imported from the CSV file will now show on the Upload CSV for (FORM NAME) Page. The system automatically indicates to ignore the first row. Click “Import Now” if there are no errors. A summary of the import will now show on the CSV Upload Page. Click the “Entries for (FORM NAME)” link to see all imported entries on the Manage Entries Page. How To: Upload a PDF Form Uploading a PDF allows an individual to create a customized output for form entries. In order to do so, the PDF must be created on Adobe Acrobat Pro (or comparable software) and have made use of form fields. A PDF can be created and uploaded after a form is in use, however no additional fields can be created at this time. To upload a PDF form to be used for form entry outputs, go to the Home Page of the Forms Module. Click the three-dot icon to the right of the form title opening the context menu and select “Upload PDF”. This will open the Upload PDF Form Modal. Select “Choose File” to retrieve the PDF from your personal device. Input a title for the PDF or select the clickable “Use Filename” link to have the system use the filename as the title. The revision date will automatically show the current day, but can be altered. Select the appropriate checkbox if the document is to be public, or if it is a 360 degree photo. You can select individuals or certification roles as the document owner(s). Select “Save” and a confirmation modal will appear stating, “File was uploaded.” Confirm you wish to edit the form by clicking the “Save” button. Selecting “Cancel” will return you to the Forms Home Page. Copy Form Selecting Copy Form from the context menu will open the Copy Form Modal, which allows an indivual to give a new title to the copied form. If there are any PDF versions of a copied form, they will need to be updated with the new submission URL and uploaded to the copied form. Entries will not be copied. How To: Copy a Form To copy a form, go to the Home Page of the Forms Module and select the three dot icon to the right of the form title you wish to copy. Select “Copy Form” from the context menu opening the Copy (FORM NAME) Modal. Input the desired name for the newly copied Form and select “Copy”. The copied form will now show on the Forms Home Page. Close Form Selecting Close Form from the context menu is an option if the form is live and will open a confirmation modal that states, “Are you sure you wish to close this form? Any draft entries will be deleted, and new entries will only be able to be added via manage entries.” How To: Close a Form To close a live form, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form that you wish to close. This opens the Form’s context menu. Select “Close Form”. This opens the Close Form Confirmation Modal which states, “Are you sure you wish to close this form? Any draft entries will be deleted, and new entries will only be able to be added via manage entries.” Select “Confirm” and an Update Status Modal appears stating, “The form is now closed.” The status of the form will now show as closed in the Forms Table. Archive Form Selecting Archive Form from the context menu will open the Archive Form Confirmation Modal, which requires confirmation that the closed form is to be archived. How To: Archive a Form To Archive a form, it cannot be live. You must close the form first. How To: Close a Form To close a live form, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form that you wish to close. This opens the Form’s context menu. Select “Close Form”. This opens the Close Form Confirmation Modal which states, “Are you sure you wish to close this form? Any draft entries will be deleted, and new entries will only be able to be added via manage entries.” Select “Confirm” and an Update Status Modal appears stating, “The form is now closed.” The status of the form will now show as closed in the Forms Table. To archive a closed form, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form that you wish to archive. This opens the Form’s context menu. Select “Archive Form”. Selecting “Archive Form” will open a confirmation modal stating, “Are you sure you wish to archive this form? Any draft entries will be deleted, no new entries will be added and the form will no longer be available to reference.” Select “Confirm” and an Update Status Modal will appear. Click the “Close” botton and return for the Forms Home Page. The form will no longer be visible on the Home Page. Fields Selecting Fields from the context menu will open the Fields Tab for a specific form, where all existing fields are listed and where new fields can be added and managed. If a form is live, a checkbox will have to be selected in order for fields to be edited. How To: Add a Field to a Form To add a field to a form, go to the Home Page of the Forms Module. . Click the three-dot icon to the right of the form title that you want to add a field to opening the Form context menu. Select “Fields”. This opens the Fields Tab for the specific form of interest. There are two ways to add an individual field to the Fields Table from here. Click the “New Field” button opening the New Form Field Modal. The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Form Field Modal will vary based on the Field Type. Possible field types in the Forms Module include Form Fields, Formatting Fields, Utility Fields, Account Fields, and Reference a Database Entry. For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Forms Module in the User Manual. A form field can only have on field type. If you need to utilize another (e.g., formatting purposes), you can set the displayed label to be the same but the field label must be unique. Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Fields Table on the Fields Tab. Fields can also be imported in bulk into a Form from a CSV file or PDF Field Import. How To: Import Form Fields from a CSV File To import form entries from a CSV, form fields must have already been created. How To: Add a Field to a Form To add a field to a form, go to the Home Page of the Forms Module. . Click the three-dot icon to the right of the form title that you want to add a field to opening the Form context menu. Select “Fields”. This opens the Fields Tab for the specific form of interest. There are two ways to add an individual field to the Fields Table from here. Click the “New Field” button opening the New Form Field Modal. The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Form Field Modal will vary based on the Field Type. Possible field types in the Forms Module include Form Fields, Formatting Fields, Utility Fields, Account Fields, and Reference a Database Entry. For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Forms Module in the User Manual. A form field can only have on field type. If you need to utilize another (e.g., formatting purposes), you can set the displayed label to be the same but the field label must be unique. Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Fields Table on the Fields Tab. Fields can also be imported in bulk into a Form from a CSV file or PDF Field Import. How To: Import Form Fields from a CSV File {{@402}} How To: Import Fields from a PDF Field Import {{@400}} How To: Import Form Fields from a CSV File To import form entries from a CSV, form fields must have already been created. How To: Add a Field to a Form {{@373}} How To: Import Form Fields from a CSV File {{@402}} How To: Import Fields from a PDF Field Import {{@400}} To import form entries from a CSV, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form you wish to import entries into. Select “Manage Entries”. This opens the Manage Entries for (FORM NAME) Page. Click the “Import Entries” button beneath the page header. This opens the Upload CSV for (FORM NAME) Modal. Click the “Download Template” link at the top of the modal and a CSV file will be downloaded to your personal device. Notes have been provided if you are using the downloadable template to Upload bulk CSV form entries. Notes Regarding the Downloadable Template for Uploading CSV Files The first row of the CSV file is for each of the form fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not form fields: Entry ID and Modify Existing Entry. If you are importing form entries and no entries have been added to the form yet, leave these columns blank in your upload. If form entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave this column blank if the entry is new. After creating your Forms Entries CSV file, save it as a CSV UTF-8 for importing. Click the “Choose File” button on the Upload CSV Modal and open the relevant file from your personal device. Confirm that the correct CSV file now shows in the Upload CSV Modal. Select the “Upload” button. The entries imported from the CSV file will now show on the Upload CSV for (FORM NAME) Page. The system automatically indicates to ignore the first row. Click “Import Now” if there are no errors. A summary of the import will now show on the CSV Upload Page. Click the “Entries for (FORM NAME)” link to see all imported entries on the Manage Entries Page. How To: Import Fields from a PDF Field Import Importing fields from a PDF Field Import has multiple purposes. Not only will the form fields be generated through this process, the PDF will also be saved by the system, so that future form entries can be downloaded into this PDF, allowing for customizable outputs. A form must have already been created with no fields added for this method to work. If a field has already been added to the form, you are no longer able to bulk import form field names from a PDF Field Import. You are now required to enter each field name individually. Regardless, you can still upload a PDF Form that the system will use for future form entry downloads. How To: Create a Form {{@386}} How To: Add a Field to a Form {{@373}} How To: Upload a PDF Form {{@408}} To import field names from a PDF file, go to the Home Page of the Forms Module. Select the three-dot icon to the right of the Form Title opening the Form’s context menu. Select “Form”. This opens the Fields Tab for a specific form. Select the “PDF Field Import” button. This opens the PDF Field Import Modal. To import fields using a PDF, use the “Prepare Form” tool in Adobe Acrobat Pro. Add the fields you wish to use for your form. Add a button on your document. Within the button properties, click on the Actions Tab. On the “Mouse Down” trigger, add the “Submit a Form” Action. Use the URL link provided on the PDF Field Import Modal in KAStrack. Confirm that the Export Format is “PDF The complete document”. Open the PDF and submit the form to generate the fields here. You do not need to fill in any of the fields, and you must not sign it. Select “Allow” and the PDF will confirm that the fields were added to the database. Go to the Fields Table in the database Monday, and a warning now states that a PDF is associated with the form and that adding/editing or deleting fields may result in the PDF no longer being compatible. To import form entries from a CSV, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form you wish to import entries into. Select “Manage Entries”. This opens the Manage Entries for (FORM NAME) Page. Click the “Import Entries” button beneath the page header. This opens the Upload CSV for (FORM NAME) Modal. Click the “Download Template” link at the top of the modal and a CSV file will be downloaded to your personal device. Notes have been provided if you are using the downloadable template to Upload bulk CSV form entries. Notes Regarding the Downloadable Template for Uploading CSV Files The first row of the CSV file is for each of the form fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not form fields: Entry ID and Modify Existing Entry. If you are importing form entries and no entries have been added to the form yet, leave these columns blank in your upload. If form entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave this column blank if the entry is new. After creating your Forms Entries CSV file, save it as a CSV UTF-8 for importing. Click the “Choose File” button on the Upload CSV Modal and open the relevant file from your personal device. Confirm that the correct CSV file now shows in the Upload CSV Modal. Select the “Upload” button. The entries imported from the CSV file will now show on the Upload CSV for (FORM NAME) Page. The system automatically indicates to ignore the first row. Click “Import Now” if there are no errors. A summary of the import will now show on the CSV Upload Page. Click the “Entries for (FORM NAME)” link to see all imported entries on the Manage Entries Page. How To: Import Fields from a PDF Field Import Importing fields from a PDF Field Import has multiple purposes. Not only will the form fields be generated through this process, the PDF will also be saved by the system, so that future form entries can be downloaded into this PDF, allowing for customizable outputs. A form must have already been created with no fields added for this method to work. If a field has already been added to the form, you are no longer able to bulk import form field names from a PDF Field Import. You are now required to enter each field name individually. Regardless, you can still upload a PDF Form that the system will use for future form entry downloads. How To: Create a Form To create a new form, open the Home Page in the Forms Module from the Main Menu and select the Create Form button beneath the page header. This will open the New Form Modal. Input the Form Title (a required field), form notes, and any open/permissive/restrictive tags to be associated with the form. There are three additional sections to the New Form Modal that expand when clicked with additional options for customization. Modal images and explanations of each input are included below. Basic Settings Section New Form Modal: Basic Settings Section Explanation Modal Input Explanation Group A dropdown menu will list all existing form groups. The form will automatically be placed in the group selected. Allow Public Entries Checkbox If the checkbox is selected, public entries (individuals not registered with KAStrack) will be allowed to submit form entries. URL Link A URL Link is used to share the form publically. KAStrack will autofill the URL Link with the form title, but this can be customized if desired. You cannot use spaces or symbols in the URL link. They will replaced with a hypen if used. The next two checkboxes are specific to the PDF options for form entries that are not submitted via a PDF. To understand which option is better for this specific form, be sure to read about the relationship between PDFs and Forms. Use KAStrack Generated PDF If you have a PDF entry on file but do not want the downloaded form entry to utilize the customized PDF form, select this checkbox and KAStrack will use the generic PDF format. Use the Appropriate Uploaded PDF Revision If you have a PDF entry on file and want the downloaded form entry to utilize the customized PDF form, select this checkbox and KAStrack will use the most recent version of the PDF submitted. Allow Integration With Allow integrations with is a dropdown menu that lists all modules you can use a form for. Selecting a module here will enable this form to be visible in the modules selected. Possible uses are listed below. Module Purpose Assets Attach to Task Attendance Integrate with the Attendance Log Module Datbase Reference from Database Dispatch Include in a Dispatch Documents Add to Photo Forms Reference from a Form Grid Integrate with the Grid Module Kanban Integrate with the Kanban Module People Use as activity for certification Advanced Settings Section New Form Modal: Advanced Settings Section Explanation Modal Inputs Explanation Allow Payment Checbox (Expands when selected) Payment Profile Select “All Enabled Configurations” from the dropdown menu for payments to be allowed. Payment Description This description is what will show on a payment receipt. Default Pattern for Entries This textbox uses mail merge fields. Allow the User to Save AS Draft Checkbox (Expands when selected) Allow Logged Out User to Save as a Draft Selecting this checkbox will allow logged out users and public entries to save their response as a draft and come back to the form (on the same device). Validate Fields when Saving as Draft Fields with validation don’t validate on a draft, so inputting fields here tells the system to validate fields when the draft is saved. Save Draft Button Text The form creator can customize the text on the Save button. Auto Save When auto-save is enabled, any edits made to a field will automatically be saved. When auto-save is disabled, the information will only be saved when the save draft button is clicked. Allow Default Access Checkbox When Selected The form will follow module level permissions in regards to what access an individual will have. If allow default access is not selected, the additional form specific permissions are now required. The system will ignore module level distinctions for this form and will be guided by the form specific permissions listed below. Admins A checkbox allows for admins to be prohibited from viewing entries. Users or roles listed here will have admin level permissions for this form. This includes editing and deleting the form, managing the form fields and (unless prohibited) managing entries. Manage Entry Permissions Users or roles listed here have manage level permissions for this form. This includes adding, editing and deleting entries. Manage Pending Approval Entry Permissions Users or roles listed here can edit entries that are pending approval. Show in the Dashboard Forms Widget Users and certification roles selected here will show this form in the Dashboard Forms Module Summary Widget. Form Styling Section New Form Modal: Form Styling Section Modal Inputs Explanation Save Button Text Change the verbiage on the save button by inputting other text here. Cancel Button Text Change the verbiage on the cancel button by inputting other text here. Submission Message Change the verbiage on the form submission message by inputting other text here. Show Green Checkmark Checkbox Selecting the show green checkmark with submission message checkbox will show a green checkmark to the left of the submission message when a form is submitted. Show the Form Title Checkbox Select the Show the Form Title Checkbox will show the form title for a logged-out entry. This does not impact a system, modal based entry. Apply Whole Form SCSS to Logged Out Only Select “Logged Out Only” if the styling doesn’t correspond with a popup modal or the regular form page. This would result is SCSS styling only applies to public entries. Logged In Only Select “Logged In Only” if you only want to apply the SCSS formatting to the logged in, internal users. Always Selecting “Always” applies the SCSS formatting that has been established in both internal and external forms. SCSS for Whole Form This is the textbox where scripting language should be input, that allows for greater customization than what is generally available. Select the Save button on the New Form Modal after customizing your form and the system will direct you to the form's Fields Tab where you can begin to input Form fields. How To: Import Fields from a PDF Field Import {{@400}} How To: Import Form Fields from a CSV File {{@402}} How To: Upload a PDF Form {{@408}} How To: Add a Field to a Form To add a field to a form, go to the Home Page of the Forms Module. . Click the three-dot icon to the right of the form title that you want to add a field to opening the Form context menu. Select “Fields”. This opens the Fields Tab for the specific form of interest. There are two ways to add an individual field to the Fields Table from here. Click the “New Field” button opening the New Form Field Modal. The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Form Field Modal will vary based on the Field Type. Possible field types in the Forms Module include Form Fields, Formatting Fields, Utility Fields, Account Fields, and Reference a Database Entry. For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Forms Module in the User Manual. A form field can only have on field type. If you need to utilize another (e.g., formatting purposes), you can set the displayed label to be the same but the field label must be unique. Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Fields Table on the Fields Tab. Fields can also be imported in bulk into a Form from a CSV file or PDF Field Import. How To: Import Form Fields from a CSV File {{@402}} How To: Import Fields from a PDF Field Import {{@400}} How To: Upload a PDF Form Uploading a PDF allows an individual to create a customized output for form entries. In order to do so, the PDF must be created on Adobe Acrobat Pro (or comparable software) and have made use of form fields. A PDF can be created and uploaded after a form is in use, however no additional fields can be created at this time. To upload a PDF form to be used for form entry outputs, go to the Home Page of the Forms Module. Click the three-dot icon to the right of the form title opening the context menu and select “Upload PDF”. This will open the Upload PDF Form Modal. Select “Choose File” to retrieve the PDF from your personal device. Input a title for the PDF or select the clickable “Use Filename” link to have the system use the filename as the title. The revision date will automatically show the current day, but can be altered. Select the appropriate checkbox if the document is to be public, or if it is a 360 degree photo. You can select individuals or certification roles as the document owner(s). Select “Save” and a confirmation modal will appear stating, “File was uploaded.” To import field names from a PDF file, go to the Home Page of the Forms Module. Select the three-dot icon to the right of the Form Title opening the Form’s context menu. Select “Form”. This opens the Fields Tab for a specific form. Select the “PDF Field Import” button. This opens the PDF Field Import Modal. To import fields using a PDF, use the “Prepare Form” tool in Adobe Acrobat Pro. Add the fields you wish to use for your form. Add a button on your document. Within the button properties, click on the Actions Tab. On the “Mouse Down” trigger, add the “Submit a Form” Action. Use the URL link provided on the PDF Field Import Modal in KAStrack. Confirm that the Export Format is “PDF The complete document”. Open the PDF and submit the form to generate the fields here. You do not need to fill in any of the fields, and you must not sign it. Select “Allow” and the PDF will confirm that the fields were added to the database. Go to the Fields Table in the database Monday, and a warning now states that a PDF is associated with the form and that adding/editing or deleting fields may result in the PDF no longer being compatible. Rules Selecting Rules from the context menu will open the Rules Tab for a specific form, where existing field rules are listed and where new rules can be added and managed. If a form is live, a checkbox will have to be selected in order for field rules to be edited. How To: Create a New Form Field Rule To add a form field rule, go to the Home Page of the Forms Module. Click the three dot icon to the right of the form title that you want to create a rule for opening the Form context menu. Select “Rules”. This opens the Rules Tab containing the Rule Table. If your form is already live, you will be asked to enable editing before you can add a new rule to your form. After enabling editing (if required), select the “New Rule” button opening the New Form Rule Modal. Input the Rule Name and Rule Status (both required fields). Click the plus icon to the right of Conditions to add a condition to the rule, expanding the section for the input of the trigger, what must be true, and what happens if it is true. Once the condition has been entered, select “Save” to return to the New Form Rule Modal. The condition created will show in the modal. As many conditions as desired can be entered, as well as none at all. Click the plus sign to the right of Actions to add an action to the rule, expanding the section for the configuration of the action to be taken when the conditions are met. Once the rule has been entered, select “Save” to return to the New Form Rule Modal. The action will now show in the modal. Select “Save”. A popup will confirm that the rule was saved stating, “Rule was saved.” The rule will now show in the Rules Table. Upload PDF Selecting Upload PDF from the context menu will open the Upload PDF Form Modal. How To: Upload a PDF Form after Fields are Created Uploading a PDF allows an individual to create a customized output for form entries. In order to do so, the PDF must be created on Adobe Acrobat Pro (or comparable software) and have made use of form fields. A PDF can be created and uploaded after a form is in use, however no additional fields can be created at this time. To upload a PDF form to be used for form entry outputs, go to the Home Page of the Forms Module. Click the three-dot icon to the right of the form title opening the context menu and select “Upload PDF”. This will open the Upload PDF Form Modal. Select “Choose File” to retrieve the PDF from your personal device. Input a title for the PDF or select the clickable “Use Filename” link to have the system use the filename as the title. The revision date will automatically show the current day, but can be altered. Select the appropriate checkbox if the document is to be public, or if it is a 360 degree photo. You can select individuals or certification roles as the document owner(s). Select “Save” and a confirmation modal will appear stating, “File was uploaded.” Download PDF Selecting Download PDF from the context menu will download the PDF that have been associated with the form. How To: Download a PDF Form While this option will show on the context menu, you can only download a PDF if a PDF has been associated with the specific form selected. To download a specific form PDF, go to the Home Page of the Forms Module and click the three-dot icon to the right of the Form Title opening the Form Table context menu. Select “Download PDF” and the form pdf will automatically be downloaded to your personal device. The download will show all form fields without any entry information being input. Clear PDF Cache Selecting Clear PDF Cache from the context menu will clear the PDF cache and force the system to recreate the form PDF (forcing the system to recreate the PDF with the current data). How To: Clear a PDF Cache To clear the PDF cache, go to the Home Page of the Forms Module. Click the three-dot icon to the right of the form title opening the Forms Table context menu. Select “Clear PDF Cache”. This opens the Clear PDF Cache Modal. Select between two options: “Clear Only” or “Clear and Rebuild”.  If you choose to clear and rebuild, the process can take time to complete if you have a lot of entries. Select “Clear Now” and a confirmation modal will appear stating, “The cache has been cleared.” Drafts Selecting Drafts from the context menu will open the Form Drafts Page showing the form draft history. View Entries Selecting View Entries from the context menu will open the Form Entries Page displaying all entry responses to date. Manage Entries Selecting Manage Entries from the context menu will open the Manage Form Entries Page which displays the Form Entries Table. Entries can be added, imported, and exported from this page. Bulk edits can also be enabled for efficiency. How To: Edit a Form Entry To edit a form entry, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form that you wish to edit an entry in. This opens the Form’s context menu. Select “Manage Entries” from the context menu opening the Entries for (FORM NAME) Page. To the right of every Entry ID is a three-dot icon. Click the three-dot icon for the entry you wish to edit opening the Forms Entry Context Menu. Select “Edit Entry”. Selecting “Edit Entry” from the Forms Entry Table opens the Edit Form Entry Modal. Make changes as desired to edit the entry and select the “Save” button. Your edits will now show in the Forms Entry Table. How To: Delete a Form Entry To delete a form entry, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form that you wish to delete an entry in. This opens the Form’s context menu. Select “Manage Entries” from the context menu opening the Entries for (FORM NAME) Page. To the right of every Entry ID is a three-dot icon. Click the three-dot icon to the right of the entry you wish to delete opening the Forms Entry context menu. Select “Delete Entry”. This opens the Delete Form Entry Confirmation Modal that states, “Are you sure you want to delete this Form Entry?” Select “Delete” to confirm deletion of the form entry. A confirmation modal stating, “This form entry has been deleted,” appears. The form entry no longer shows on the Manage Entries Page. Delete Form Selecting Delete Form from the context menu will open a confirmation modal that allows you to confirm deletion of the selected form. How To: Delete a Form To delete a form, go to the Home Page of the Forms Module. Click the three dot (…) icon to the right of the form you want to delete to open the Form’s context menu. Select “Delete Form” opening the Delete Form Confirmation Modal which displays the Form Title and states, “Are you sure you want to delete this Form? This will delete the form and all entries. This cannot be undone!” Select “Delete” to confirm you wish to delete the form and a confirmation modal will appear stating “This Form has been deleted.” Make Form Live Selecting Make Form Live is only an option on the context menu when a form is still in preview mode. When selected, the system will automatically change the form from Preview Mode to Live Status. An Update Status Modal will appear, confirming that the form is now live. Once a form is live, bulk entries can no longer be deleted. How To: Make a Form Live To change a Form Status from Preview Mode to Live, , go to the Home Page of the Forms Module and select the three-dot icon to the right of the form title you wish to make Live. This opens the Forms Table Context Menu. Confirm that you have deleted any testing entries before you convert the form to Live status. How To: Delete All Testing Entries To delete all entries made while a form is in Preview Mode, go to the Home Page of the Forms Module and select the three dot icon to the right of the form title you wish to delete entries in. A form must be in preview mode to bulk delete existing entries. Select “Delete All Entries” from the context menu opening the Deletion Confirmation Modal. The modal states, “Are you sure you wish to delete all entries from form (FORM NAME)? Any sequential number fields will be reset. Entries linked to object from other modules will also be deleted. This cannot be undone.” Click the “OK” button and the Delete All Entries Modal stating “All entries have been deleted” appears. Click the “Close” button and return to the Forms Module Home Page. The Forms Table will now show that there are 0 entries associated with the Form. Select “Make Form Live”. This opens the Update Status Modal which states, “This form is now live.” Click the “Close” button to return to the Forms Table on the Home Page. The Form Status will now show as Live. Delete all Entries Selecting Delete all Entries is only an option on the context menu when a form is still in preview mode. When selected, a deletion confirmation modal will appear. How To: Delete All Testing Entries To delete all entries made while a form is in Preview Mode, go to the Home Page of the Forms Module and select the three dot icon to the right of the form title you wish to delete entries in. A form must be in preview mode to bulk delete existing entries. Select “Delete All Entries” from the context menu opening the Deletion Confirmation Modal. The modal states, “Are you sure you wish to delete all entries from form (FORM NAME)? Any sequential number fields will be reset. Entries linked to object from other modules will also be deleted. This cannot be undone.” Click the “OK” button and the Delete All Entries Modal stating “All entries have been deleted” appears. Click the “Close” button and return to the Forms Module Home Page. The Forms Table will now show that there are 0 entries associated with the Form. Manage Form Entries Page The Manage Entries Page is utilized to add, edit, import, and export form entries. Bulk edits can be enabled on this page for efficiency by selecting the Enable Bulk Edit Mode checkbox below the filter. You can access a form's Manage Entries Page by opening the Forms Module Home Page and clicking the three-dot icon to the right of a form name. Selecting Manage Entries from the Forms Table Context Menu will open the specified form's Manage Entries Page. There are three icons on the Manage Entries Page. Each icon is explained in the table below. Manage Entries Page Icon Explanations Table Icon Explanation The spreadsheet icon converts the table into a datatables table format. The plus sign icon expands all form columns, showing all information collected by the form that might have be truncated because of space limitations. Individual entry rows can expand / collapse by selecting the clickable Less/More links in a cell. The minus sign collapses all form columns, reverting back to truncated formatting. Individual entry rows can expand / collapse by selecting the clickable Less/More links in a cell. The three-dot icon to the right of the page header opens the Manage Entries Page Context Menu. This options on the context menu are explained in the Forms Home Page . The context menu in the Forms Entries Table offers different options than the Manage Entry Page Context Menu. A detailed explanation of all options are included in the Forms Entry Context Menu Explanations Table below. Form Entry Context Menu Explanations Options Explanation View Entry Selecting “View Entry” from the Forms Entries Table context menu will open the View Forms Entry Modal, showing all of the form field inputs for a specific entry. You can select the “Edit” button from this modal to open the Edit Database Modal and make any desired changes. View Single Entry in Reports Selecting “View Single Entry In Reports” from the Form Entries Table context menu will open the single entry in the Reports Module with a table listing all fields and the inputs associated with the specific entry. Download PDF Selecting “Download PDF” from the context menu will download the PDF that have been associated with the form. How To: Download a PDF Form While this option will show on the context menu, you can only download a PDF if a PDF has been associated with the specific form selected. To download a specific form PDF, go to the Home Page of the Forms Module and click the three-dot icon to the right of the Form Title opening the Form Table context menu. Select “Download PDF” and the form pdf will automatically be downloaded to your personal device. The download will show all form fields without any entry information being input. Edit Entry Selecting “Edit Entry” from the Forms Entries Table context menu will open the Edit Form Entry Modal where an individual can edit any entry inputs. How To: Edit a Form Entry To edit a form entry, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form that you wish to edit an entry in. This opens the Form’s context menu. Select “Manage Entries” from the context menu opening the Entries for (FORM NAME) Page. To the right of every Entry ID is a three-dot icon. Click the three-dot icon for the entry you wish to edit opening the Forms Entry Context Menu. Select “Edit Entry”. Selecting “Edit Entry” from the Forms Entry Table opens the Edit Form Entry Modal. Make changes as desired to edit the entry and select the “Save” button. Your edits will now show in the Forms Entry Table. Tags Selecting “Tags” from the Forms Entries Table context menu will open the Forms Entry Tags Modal where an individual can add open, permissive, and restrictive tags to the forms entry. How To: Create a New Tag from an Entity in Another Module To create a new tag while creating or editing a new entity in a module other than tags, type in the desired new tag name in the tag field for the entity.  For aid in visibility, emojis can be used in the tag name. How To Determine if a New Tag Can be Created when an Entity is Created / Edited Some modules allow for a new tag to be created when an entity is being created or edited. You can identify if this feature is enabled for an entity by typing in the desired tag name. If this feature is enabled, you will see a line under the Tags Field that states, “Press Enter to add new tag.” If this feature is not enabled, you will see a line under the Tags Field that states, “No options”. Possible Not Possible Press “Enter” after typing in the new tag name. Finish creating / editing the entity as desired. After saving your changes to the entity, the Tag will be created. By default, the new Tag will have Open behavior, and be assigned the “uncategorized” category. To make changes to these settings, go to the Manage Page of the Tags Module. The newly created tag will be available on the Tags List on the Tags Tab. Click the vertical dot icon on the far right opening the tag context menu. Select “Edit” opening the Edit Tag Modal. Alter the Tag Title, Category and Behavior as desired. How To: Edit a Tag To edit a tag, go to the Manage Page in Tags Module. Select the Tags Tab. Click the vertical three dot menu to the far right of the tag you wish to edit. Select “Edit” from the context menu opening the Edit Tag Modal. Alter the title, category, and behavior as desired. If the tag is permissive or restrictive, you can alter who it is visible to. Select the “Update Tag” button to save the changes. A confirmation modal appears at the bottom of the Manage Page, indicating the tag was successfully updated. Select the “Update Tag” button and your changes will be saved. Send to Communications Selecting “Send to Communications” from the Forms Entries Table context menu will open the Send Communications Page in the Communications Module. The form entry will be attached to a communications email with options to store the entry in documents, require acknowledgement, and require acknowledgement at Login. Audit Log Selecting “Audit Log” from the Forms Entries Table context menu will open the read only Audit Log that shows the date and time a user completed an action in regard to a form's entry. Delete Entry Selecting “Delete Entry” from the Forms Entries Table context menu will open the Delete Forms Entry Confirmation Modal that states, “Are you sure you want to delete this Form Entry?” How To: Delete a Form Entry To delete a form entry, go to the Home Page of the Forms Module and click the three-dot icon to the right of the form that you wish to delete an entry in. This opens the Form’s context menu. Select “Manage Entries” from the context menu opening the Entries for (FORM NAME) Page. To the right of every Entry ID is a three-dot icon. Click the three-dot icon to the right of the entry you wish to delete opening the Forms Entry context menu. Select “Delete Entry”. This opens the Delete Form Entry Confirmation Modal that states, “Are you sure you want to delete this Form Entry?” Select “Delete” to confirm deletion of the form entry. A confirmation modal stating, “This form entry has been deleted,” appears. The form entry no longer shows on the Manage Entries Page. Notes Regarding the Downloadable Template for Uploading CSV Files The first row of the CSV file is for each of the form fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not form fields: Entry ID and Modify Existing Entry. If you are importing form entries and no entries have been added to the form yet, leave these columns blank in your upload. If form entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave this column blank if the entry is new. Form Groups Page The Groups Page in the Forms Module is accessible on the Main Menu. The Groups Page is utilized for organizational function and allows forms to be grouped together for efficiency and ease of use. New Groups are created on the Manage Groups Page by clicking the New Group button. How To: Add a Forms Group To add a group in the Forms Module, select Groups on the Main Menu and go to the Manage Groups Page in the Forms Module. Select the “New Group” button opening the New Group Modal. Input the name of the new group. Select “Save” and the new group will now show in the Form Groups Table on the Manage Groups Page. The Groups Table on the Manage Groups Page lists all groups in alphabetical order. When clicked, the three-dot icon to the right of the group name opens a context menu. The options included in the context menu are explained in the table below. Groups Table Context Menu Option Explanations Option Explanation View Group Selecting View Group from the context menu opens the View Group Modal that states the group name. Group Properties Selecting Group Properties from the context menu opens the Group Properties Modal that allows an individual to change the group name. How To: Edit a Forms Group To edit a group in the Forms Module, select Groups on the Main Menu and go to the Manage Groups Page in the Forms Module. Click the three-dot icon to the right of the forms group you wish to edit opening the form group context menu. Select “Edit Group” opening the Edit Group Modal. Edit the group name as desired and select “Save” when done. The name change will now be reflected in title on the Form Groups Table. Delete Group Selecting Delete Group from the context menu opens the Delete Group Confirmation Modal, which, when confirmed, will delete the group. How To: Delete a Forms Group To delete a group in the Forms Module, select Groups on the Main Menu and go to the Manage Groups Page in the Forms Module. Click the three-dot icon to the right of the forms group you wish to delete opening the form group context menu. Select “Delete Group” opening the Delete Group Confirmation Modal which states, “Are you sure you want to delete this Group?” and includes the group name. Select “Delete” and a confirmation modal will confirm “This group has been deleted.” The group name will no longer show on the Form Groups Table. Form Settings Page The Module Levels Tab of Settings Page can be accessed from the Main Menu. The system default module levels for the module are visible in the Module Levels Table. New module levels with customizable permissions can be created and managed on this tab. There are four system default module levels associated with the Forms Module. An explanation of the permissions associated with each default module level are shown in the Forms Module Level Permissions Table below. System default module levels cannot be customized. Forms Module Level Permissions Table Module Level Permissions Admin Convert database to from, delete, add form, Customform (delete / edit / view / upload pdf / list / delete all customform, manage submissions, change status, design, download pdf), Admin (manage roles), Distribute, Create Form, View Submissions, Can Skip Payments, Can Edit Payment Form Entries, Formgroup (list / add / edit / delete / view formgroup) Guest Customform (view / list customform, download pdf), View submissions Manager Add form, Customform (edit / view / upload pdf / list customform, manage submissions, design, download pdf), Create Form, View Submissions Staff List Customform, View Submissions New Module Levels can be created in order to customize module level permissions to suit your organization's needs. An explanation of the icons associated with customized module levels have been provided in the table below. Module Level Customization Icons Icon Explanation The eyeball icon allows you to view users assigned to the module level as well as the permissions assigned to them. The bulleted list icon allows you to assign permissions to customized module levels. The pencil icon opens the Edit Module Level Modal. The trashcan icon opens the Delete Module Level Confirmation Modal. How To: Add a New Module Level (Forms Module) To add a new module level in the Forms Module, go to the Settings Page and select the “New Module Level” button. This opens the New Module Level Modal. Input a name for the new module level and select the “Save” button. The new module level will now show in the module level table on the Settings Page. Module levels created by your organization can be customized. The table below explains the action icons shown to the right of the custom module level. Module Level Customization Icons Icon Explanation The eyeball icon allows you to view users assigned to the module level as well as the permissions assigned to them. The bulleted list icon allows you to assign permissions to customized module levels. The pencil icon opens the Edit Module Level Modal. The trashcan icon opens the Delete Module Level Confirmation Modal. Select the bulleted list icon to add permissions to the new module level. Click the checkboxes for the permissions you would like to be granted to the new module level. Select “Save” when done added permissions. A complete list of all permissions associated with the Forms Module have been provided below.