# Understanding Forms #### Creating a New Form When new forms are created, a form creator has options regarding basic form settings, advanced form settings, and form styling options. Reference the How To: Create a New Form for a detailed explanation of each setting.
How To: Create a New Form {{@386}}
#### Preview Mode When new forms are created in KAStrack, the form originates in a Not Live - Preview Mode. This allows the form to be designed, setup and configured before it is live. It is recommended that you use preview mode until you are sure that your form has been setup correctly. Entries can be made when a form is in Preview Mode, but a message will be displayed on the webform modal that states that the form is not yet live and that any submissions made can be deleted.

The form can also be designed, setup and configured after it is live, but there will no longer be the option to Delete All Entries..

#### Deleting Testing Entries It is a best practice to delete all testing entries by selecting the “Delete All Entries” option from the three-dot icon to the right of a form title on the Home Page that opens the Form Table context menu. This option will only be available when a form is in preview mode. The intent is to allow easy cleanup of sample testing data prior to going live.
How To: Delete All Testing Entries {{@392}}
#### Making a Form Live To make a form live, select “Make Form Live” from the Form Table Context menu. Once a form is live, you will not be able to return to preview mode or bulk delete entries. Once live, a warning will be displayed and must be cleared for further editing.
How To: Make a Form Live {{@404}}
#### Viewing a Form's Report (in the Report Module) When forms are submitted in KAStrack, the form entries can be viewed in the Reports Module. Each entry will be recorded with a database entry ID, approval status, the username of the individual who submitted the entry if they are a KAStrack system user, the entry date, and the most recent entry update. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/scaled-1680-/vWKimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2026-01/vWKimage.png) A PDF of the form entry is also generated by the system and is accessible via the form specific context menu option “Download PDF” or the PDF Icon in the Form Report Table.

You can access the form report, by going to the Home Page of the Forms Module and select the three-dot icon to the right of the specific form and select “View Entries”.

There are icons to the right of the Form Page header that act as quick links for efficient action. The icons are explained in the Form Page Icon Table below.
**Form Report Icon Explanations**
**Icon** **Explanation**
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/X85image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/X85image.png) The spreadsheet icon converts the table into a datatables table format (allowing for sorting/filtering by column and pagination of the table).
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Qypimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Qypimage.png) The PDF icon opens a web-based PDF of the report in the same browser tab.
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/827image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/827image.png) The excel icon will download the report in an excel (.xlsx) file to your personal device.
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/nFOimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/nFOimage.png) The download icon opens the Download Modal which allows an individual to select from seven different formats to download the report from a dropdown menu. Possible download formats are listed to the right.
How To: Download a Report To download a report, go to the Home Page of the Reports Module. There are two icons to the right of the Report Title that allow an individual to download a report.
**Download Report Icons**
**Icon** **Explanation**
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/dlUimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/dlUimage.png) The excel icon will download the report in an excel (.xlsx) file to your personal device.
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/3Fcimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/3Fcimage.png) The download icon opens the Download Modal which allows an individual to select from seven different formats to download the report from a dropdown menu. Possible download formats are listed to the right. Comma Separated Values (.csv)
Tab Separated Values (.tsv)
Other Separated Values (.txt)
Open Document Format (.ods)
Excel 97 (.xls)
Excel 2007 and later (.xlsx)
PDF
Selecting the excel icon will automatically download the report to your personal device. Selecting the download icon will open the Download Modal. There are seven different download options to choose from on the dropdown menu. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Cvuimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Cvuimage.png) Select the “Generate” button and KAStrack will download your report based on the method of your choosing.

The icons to download a report can be found within a specific report and the Manage Reports Page (for individuals with an Admin access level).

Comma Separated Values (.csv)
Tab Separated Values (.tsv)
Other Separated Values (.txt)
Open Document Format (.ods)
Excel 97 (.xls)
Excel 2007 and later (.xlsx)
PDF
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/chOimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/chOimage.png) The chart icon opens the Chart Wizard Modal, allowing an individual to create a chart from the data generated by the report.
Hot To: Create a Chart To create a chart, go to the Home Page of the Reports Module and open the report you wish to use for the necessary chart data.
How To: Run a Report To run a report, go to the Home Page of the Reports Module. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/uGAimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/uGAimage.png) Click the name of the report you wish to run. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/mXdimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/mXdimage.png)
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/bPximage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/bPximage.png) Select the chart icon to the right of the report title header. This opens the Report Module Chart Wizard Modal.

The chart icon for a specific report is also accessible on the Home Page of the Reports Module.

[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/NUMimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/NUMimage.png)
**Chart Wizard Modal Explanation**
**Input** **Comments**
Data Type (required) Representative Trending\*
Chart Type (required) **Options are based on the data type.** Bar Chart (Vertical) Line Chart
Bar Chart (Horizontal)
Pie Chart
Line Chart
Doughnut Chart
Column for Labels (required) For representative data, any field can be selected as your independent axis. \*For trending data, the label (independent axis) should be a value representing the date.
Column for Values (required) The dependent axis must be linked with a column that contains numeric values for a chart to be made.
Merge Columns with the same label Checkbox When the merge columns with the same label checkbox is selected, the numeric values input will be added together and the total shown on the chart as opposed to individual values.
Chart Size (required) Options: Small, Medium, Large, X-Large, Max
Tags Select open, restrictive, or permissive tags as desired.
Share this chart Checkbox If you share this chart, anyone who can view the report will have access to the chart, but they will only see data they have access to.
View Chart Selecting the View Chart button will expand the Chart Wizard Modal and show a preview of the chart being generated.
After specifying the appropriate inputs for the chart, select “View Chart” to see a preview of the representation of the data. If no additional changes are needed, select “Save Chart”. A confirmation modal states, “The chart has been saved.” [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/Ja6image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/Ja6image.png) The new chart is now visible on the Charts Page of the Reports Module.
[![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/nDAimage.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/nDAimage.png) The external link icon opens the External Connection Modal which offers a detailed explanation on how to transmit report data to Power BI. [![image.png](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/scaled-1680-/9P2image.png)](https://kaswiki.kastrack.com/uploads/images/gallery/2025-12/9P2image.png)