Understanding Form Fields and Rules Understanding Fields: Form, Formatting, and Utility Field Explanations Fields are the individual data elements that makeup forms. You can think of them as a container for a type of information. They are the building blocks the Forms Module uses to collect, store, and process data in a structured way. Every field has properties (or metadata) that define it: a Name/Identifier (what the field is called internally), the Data Type (what kind of data it can hold), Constraints (the rules that limit what data is valid), Default Value (what to use if no data is entered), and Validation Rules (checks to ensure the input meets expectations, e.g., email format, numeric range). In KAStrack, individuals with Admin permissions can define custom fields that appear as form inputs that can be utilized in structured formats. There are three field types utilized in the Forms Module: form fields, formatting fields, and utility fields. Users can also reference data from a database in a field. A form typically contains multiple fields to match the data collection requirements. Using fields effectively, allows the form to be highly customized. One of the advantages of using KAStrack Forms to collect and store data is the integration of the Reports module, allowing custom reports that can be used to analyze and trend the information collected. Form Fields A form field is an individual input element within a digital form that allows a user to enter, select, or submit data. Each form field captures a specific piece of information after the form (or modal) is submitted. The table below shows the type of form fields (that indicate the type of data/information to be input) utilized in the Forms Module and the customizable choices associated with them. Form Field Type Choice Explanations Form Field Type Customizable Choices Comments Text Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Force Capitalization Selecting “Force Capitalization” will convert inputted text to all capital letters. Treat As Link When selected, the input becomes a clickable link. A checkbox selection forces the link to open in a new tab. Text Box Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Force Capitalization Selecting “Force Capitalization” requires the information input to be capitalized. HTML Text Box Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Checkbox Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Checked By Default If selected, the checkbox field created will be selected by default. Dropdown Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Add Blank Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link. Add "Other" Option If selected, “Other” will be included as a checkbox that when selected, opens a textbox for data input. Multiple If selected, allows a user to pick more than one item from the dropdown menu. Options Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link. Radios Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Options Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link. Date Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Date / Time Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. File Upload Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Max File Size If left blank, the maximum upload file size is 500 MB. Allowed Extensions Any extension Allow anything to be uploaded. Images .jpg, .jpeg, .png, .gif, .bmp, .svg Documents .doc, .docx, .odt, .pdf MS Word Document .doc, .docx Spreadsheets .xls, .xlsx, .csv MS Excel Spreadsheet .xls, .xlsx MS Powerpoint Presentation .ppt, .pptx Custom Allows the form creator to specify what can be uploaded Allow Multiple Files If selected, multiple files can be uploaded. Mandatory If selected, a file upload will be required. Image Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Max File Size If left blank, the maximum upload file size is 500 MB. Allow Multiple Files If selected, multiple images can be uploaded. Mandatory If selected, an image will be required. Password Start Hidden If selected, the field will be hidden when the modal first loads. Show in View / Manage Entries Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. Signature Field Start Hidden If selected, the field will be hidden when the modal first loads. Require 2FA 2FA stands for two factor authorization. If selected, KAStrack will require a second method of authorization. All field types include a checkbox option to "Include on Form" that is selected by default. The following information can also be used when creating a form field. Form Field Creation Inputs Field Explanation Default Whatever is input as the default will automatically be input into the form entry. The default can be replaced by the individual adding the entry. Placeholder Text The Placeholder Text textbox can be used to display greyed out text in a textbox that can be used as a hint in the field. It can be a maximum of 25 characters and will disappear when information is entered. Context Sensitive Help Context Sensitive Help will be visible when the blue question mark icon is clicked. Utilize this to include additional information needed to aid in completion of the field. Field Validation Field validation is the process of checking that the data entered into a form field meets specific rules or criteria before it is accepted or saved and is used to prevent typos, formatting errors, and missing information from entering the database. The Validation dropdown menu allows a user to select between Optional and Mandatory validation with specific formatting requirements, or a Custom Regular Expression. Selecting Mandatory from the dropdown menu requires that there is content in the field and that it fits a specific format. Validation Help Validation help (similar to context sensitive help) allows for a customized message to explain what/how something needs to be entered for field validation. CSS Classes CSS is a standardized system used to determine how web pages look. CSS classes are groupings of various styles (e.g. border, font color and size), and can be defined in KAStrack forms with whatever styles you like. When you assign a CSS Class to a form field, the field inherits all the styling associated with that class. Formatting Fields A formatting field refers to a field or placeholder in a form, database, or document template. Formatting fields apply style, structure, or output rules to data, controlling how data is displayed, structured, and presented rather than what the data actually is. When a formatting field is used in a database, it is defining the visual output. Withing KAStrack’s Forms Module, there are four formatting fields: Start Section, End Section, Tabs Start, Tabs End. Formatting Fields Explanations Field Explanation Section Start The Section Start formatting field is a control used in a database to signal the beginning of a new logical or visual section. It groups related fields on the same page and adds structure. If the start hidden checkbox is selected, the section formatting will be hidden when the field first loads. Note: If you select the start hidden checkbox, you will not be able to use a display CSS style for a section. Formatting options for the new section include: border, border radius, padding, margin, background color, background image URL, background image position, background image size, background image repeat, font, text color, and roation. Clicking “Show/hide advanced” opens a CSS Styling textbox. Note: All CSS styles must be valid CSS Styles. All Section Start Fields must have a corresponding Section End Field. Section End The Section End Formatting Field marks the end of a formatted section that started with a Section Start formatting field. It communicates to the system “Stop applying the formatting or logic that began at the Section Start.” All Section End Fields must be used with a corresponding Section Start Field. Tab Start A tab start formatting field indicates the beginning of a new tab container or page in a multi-section form or document. Tab start creates separate pages or panels within a single form and improves navigation and organization. When you add a tab start field, it creates a new tab header and defines where the content of that tab begins. When another tab start field is used, a new tab is created by the system. All Tab Start Fields must have a corresponding Tab End field. Between the two, you are required to have a section that contains fields. Tab End A Tab End formatting field indicates the end of the active tab container that began with a Tab Start formatting field. All Tab Start Fields must have a corresponding Tab End field. Between the two, you are required to have a section that contains fields. Utility Fields A utility field is a system-level field that performs a technical or aesthetic function such as spacing, visibility control, conditional logic, calculations, or layout consistency in the background. Think of it as a helper field that manages how information looks or functions. Utility Field Explanations Table Field Type Meaning / Purpose How It Works Field Creation Notes Information Displays non-editable text, notes, or instructions to guide the user Does not store data; it’s purely for communication or context within a form Add descriptive text or HTML formatting Not linked to a database column Excluded from exports Can include hyperlinks or help icons Calculated Automatically computes a value based on formulas or other field inputs Performs calculations dynamically when the form loads or data changes Define a formula Ensure source field exist and have proper data types Set decimal precision or rounding rules Can be updates automatically or when saved Sequential Number Generates a unique, automatically incrementing number Each new record triggers a sequence increment. (If the form entry requires approval, the number is assigned upon approval.) Define state number and increment step Option to include prefixes (e.g. INV-01) Ensures prevention of duplicates Read-only to users Hidden Field Stores data that is not visible to the user but is used by the system or workflows Data may be filled automatically by logic, user ID, timestamp, or lookup. Hidden from the user interface Used for internal references Ensures security Read Only Displays data that the user can see but not change Pulls values from the database or calculated results but locks editing Mark as non-editable Useful for summary or verification data Can still be exported Mail Merge Acts as a placeholder in document templates that pulls live data into generated files Replaces tags with actual field values during document generation Must match database field names Verify formatting (dates, currency, capitalization) Used in templates for Word, PDF, or HTML Ensures privacy when merging client data Copy Previous Entry Automatically fills a field with the value entered in the previous record When creating a new record, the system retrieves the last entered value for that field Choose which fields allow copying Ensure users can overwrite if needed Often used for reoccurring data Improves speed and data consistency Form Fields Tab When a form is in Live Status, you will be required to select a checkbox to enable editing of the form. You will not be able to access the Fields Tab and make changes until you do so. Selecting “Fields” from the Forms Table context menu will open a form’s Field Tab that contains the Fields Table. The Fields Table shows existing fields in the Form. Fields can be filtered for efficient access. The Fields Tab is where new fields can be added to your Form. The three dot icon to the right of the Rules Page header opens a context menu with options to view the Webform, the Webform (popup), Edit Form, Overview, Fields, Rules, Drafts, and Manage Entries. 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. Form Rules Tab When a form is in Live status, you will be required to select a checkbox to enable editing of the form. You will not be able to access the Rules Tab and make changes until you do so. Selecting “Rules” from the Forms Table context menu will open a form’s Rules Tab that contains the Rules Table. The Rules Table shows the conditions, actions, and status of a rule. Rules can be filtered for efficient access.  The Rules Tab is where new rules can be added to your Form. The three dot icon to the right of the Rules Page header opens a context menu with options to view the Webform, the Webform (popup), Edit Form, Overview, Fields, Rules, Drafts, and Manage Entries. In a form, fields are where individual pieces of data are stored. Form Rules define how each field behaves – the type of data it can hold, what is and is not allowed, as well as how it interacts with other fields. Within KAStrack, rules are required to have a Rule Name and Status (Active of Inactive). Conditions and Actions are optional fields in the New Forms Rule Modal. Multiple conditions and or actions as well as no conditions and / or actions can be used. Rule Conditions Conditions are what make field rules both powerful and flexible. They determine when, how, or if a rule applies. Conditions are what make field rules dynamic, allowing KAStrack to react to what a user enters or to what is stored in other fields. A condition is a logical statement that must be true in order for a field rule to activate. (You can think of it as “If X happens, then do Y.” When conditions are applied, rules will only be utilized if certain criteria are met. A conditional rule always has three parts, explained in the Structure of a Conditional Rule Table. The Structure of a Conditional Rule Part Description Example Trigger What the rule watches Status Condition What must be true = “Pending” Action / Result What happens if the condition is true “Make Compliance Data field required” Within KAStrack, a condition can be triggered by fields, the system, or steps. Conditional Triggers Main Parameter Modifier 1 Modifier 2 Condition Form Fields General Is Equal To Is Not Equal To Matches Regular Expression Does Not Match Regular Expression Is Blank Is Not Blank Is Updated Numeric < <= > >= System Current Time Is Before Is After User / On Behalf of User Is a Member of Certification Role Is not a member of Certification Role Is valid in Certification Role Is not valid in Certification Role Has access level Does not have access level Is logged in Is not logged in Is supervised by (direct) Is supervised by (all) User/ On Behalf of User: Username User/ On Behalf of User: Full Name General Is Equal To Is Not Equal To Matches Regular Expression Does Not Match Regular Expression Is Blank Is Not Blank Is Updated Numeric < <= > >= Logged In User Is a Member of Certification Role Is not a member of Certification Role Is valid in Certification Role Is not valid in Certification Role Has access level Does not have access level Is logged in Is not logged in Is supervised by (direct) Is supervised by (all) Logged in User: Username Logged In User: Full Name General Is Equal To Is Not Equal To Matches Regular Expression Does Not Match Regular Expression Is Blank Is Not Blank Is Updated Numeric < <= > >= Steps No Step Is the Current Step Is Not the Current Step Submitted Is the Current Step Is Not the Current Step Rule Actions There are different categories of Form Rule Actions: Field Management, Workflow, and Other. Forms Rules Actions Category Available Rule Actions Field Management Show / Hide Fields, Change Validation of Fields, Change the Value of Fields, Lock / Unlock Fields, Increment a Sequential Number Field, Add / Remove CSS Class, Configure a signature field Workflow Send an Alert, Require Approval, On Approval – Send to Communications, Show Save and Next button, Do Not Allow Submission, Do Not Allow Entry to be Approved, Do Not Allow Entry to be Rejected, Save Draft and Assign, Save Draft and Run Step, Create an Action Group from Template, Configure Submittal Message Save Draft and Assign allows you to create a form that has to be completed by more than one person before it is submitted. Using Save Draft and Assign requires the use of steps. The Save Draft and Run Step Action is used in conjunction with Save Draft and Assign as needed. Account Management Assign a Supervisor, Assign a Certification Role, Remove a Certification Role, Assign Other Required Certification, Remove Other Required Certification, Edit a Custom Account Field, Create a User Other Use An Alternate Filename For Entry PDF, Use an Alternative Entry PDF Integrated Module Assets – Create a Corrective Action, Assets – Update an Assets Type Field, Dispatch – Attach to a dispatch These options will only show if you have already configured the form to integrate with these modules. How To: Integrate A Form with Another Module To integrate another module into 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. Under the Basic Setting section, a dropdown menu follows “Allow integration With”. Select the modules you wish to integrate into the form. Select “Save” and the form will now be visible within the modules selected.