Forms

Module Overview

The Forms module is a flexible tool for creating custom forms tailored to your organization's needs. It allows administrators to define form structures with various field types and configure who can fill them out and view them. Regular users then quickly fill in data according to pre-prepared templates.

Main advantages of the module:

• Creating unlimited custom forms without programming
• 19 different field types including texts, dates, files, lists or nested tables
• Flexible access rights system at the form and individual field level
• Automatic sending of email notifications upon completion or approaching deadlines
• Export data to Excel and print completed forms
• Change history for each record
• Ability to share forms with external persons using a public link

The module is designed for all types of organizations needing to record structured data. It is typically used for surveys, checklists, evaluations, protocols, reports or recording specific data not covered by standard system modules.

Settings

User Access Rights

Access to the module is configured in the Settings - Forms section in the Application Users tab. For each user, you can define a global access level:

• No access - user does not see the Forms module
• Write and read own only - user sees only forms they filled out themselves
• Write and read own and selected people - user sees their forms and forms of selected colleagues
• Write own and read all - user can fill out a new form and view all completed forms
• Write and read all - user can fill out and edit all forms
• Write, read, delete and restore all - full administrator rights including deleting records

For the Write and read own and selected people access level, use the Select users for reading and Select users for writing buttons to specify particular individuals.

Creating a New Form

Create a new form in the Settings - Forms section in the Forms tab by clicking the Add form button. Enter basic information:

• Form name - internal name for orientation in the system
• Active - enable or disable the form for users
• Dialog window width - form extent when filling out (normal, wide or maximum)

Form Field Definition

After creating the form, go to its settings by clicking the pencil icon in the forms list. In the Fields tab, define individual form fields. For each field, set:

• Field name - label displayed to users when filling out
• Field type - selection from 19 available types (text, number, date, file and others)
• Required field - whether it must be filled out before saving
• Display in table - whether the value is displayed in the main overview columns
• Function - option for automatic sum of numeric values in the overview
• Who can fill out - restriction of field visibility only to selected users

Available field types include single or multi-line text fields, integer and decimal numbers, dates with deadline notification options, checkboxes, selectboxes with value lists, file and photo uploads, links to companies from CRM or orders, user selection and even nested tables from other forms.

Specific Rights for Form

In the Rights tab, you can override global access rights for a specific form. Set the access level individually for selected users or entire groups. These specific rights take precedence over global settings.

In the Who can view forms by positions section, specify that a user can view forms filled out by people with certain positions regardless of other rights.

Automatic Notifications

In the Notifications tab, configure automatic email sending:

• Send completed to email - select users who will receive notification upon each form completion
• Send completed to creator - whether the form author should receive a copy of the email
• Save and send - adds a button to the form for delayed email sending instead of automatic sending

User Interface

Module Main Screen

After opening the Forms module, an overview of available form types is displayed at the top of the page as folders. Click on a folder to select a form type and below it a table with all completed records of that type will be displayed.

The table contains columns according to the form settings - typically record ID, completion date, author and selected fields from the form. The last column contains icons for actions such as viewing detail, editing, copying, printing or deleting.

Filtering Records

Above the table is a filter for narrowing down displayed records. You can filter by year, entry date and person who filled out the form. Open or close the filter by clicking the plus or minus icon in the Filter section header.

Use quick search in displayed records using the Search field in the upper right above the table. The system searches all table columns in real-time while typing.

Action Buttons

In the upper right above the table are buttons for main actions:

• Enter new - opens dialog to fill out a new record
• Bulk edit - allows editing selected fields in multiple records at once
• Import from XLSX - uploads data from Excel file
• Deleted - displays trash with deleted records for possible restoration

The checkbox Display all form fields in table adds all form fields to the overview regardless of the Display in table setting for individual fields.

Basic Operations

Filling Out a New Form

Create a new record by clicking the Enter new button. A dialog window with an empty form opens. Fill out fields according to instructions:

1. Fill out text fields by typing from keyboard
2. For date fields, use the calendar by clicking in the field
3. Check or uncheck checkboxes by clicking
4. For selectboxes, choose a value from the dropdown list
5. Upload files by dragging to the designated area or clicking and selecting a file
6. For nested tables, add rows with the Add another row button

Fields marked with an asterisk are required and must be filled out before saving. The system automatically highlights unfilled required fields in red when attempting to save.

Save the form with the Save or Save and send button depending on configuration. After saving, the dialog closes and the new record appears in the overview table.

Viewing Record Detail

View a completed form detail by clicking on the record ID in the table or the eye icon in the last column. A page opens with a complete overview of all filled-in data.

At the top of the detail are buttons for editing, printing and possibly deleting the record according to your access rights. The Back button returns you to the overview table.

Below the filled-in data you will find a History section with records of all form changes including date, author of change and description of edits made.

Editing Existing Form

Edit a record by clicking the pencil icon in the table or the Edit button in the record detail. The same dialog window as when filling out opens, but with pre-filled values.

Edit the necessary fields and save with the Save button. The system automatically records changes made in the record history. You can only edit records for which you have permission according to your access rights and form settings.

Copying Record

Quick creation of a similar record is done using the copy function. In the record detail or table, click on the two papers icon. A form opens with pre-filled values from the original record except for automatically generated fields such as sequence numbers.

Edit the necessary data and save as a new record. The original record remains unchanged.

Deleting Record

Delete a record by clicking the cross icon in the table or the Delete button in the record detail. The system displays a confirmation dialog asking whether you really want to delete the record.

Deleted records move to the trash. View them by clicking the Deleted button above the table. In the trash you can permanently remove a record or restore it by clicking the back arrow icon.

Printing Form

Print a completed form by clicking the printer icon in the table or the Print button in the detail. A new browser window opens with a print version of the form optimized for paper output.

Use your browser's print function or save the page as PDF using a virtual PDF printer.

Advanced Functions

Bulk Record Editing

Make changes to multiple records at once using bulk editing. First, in the table check the checkboxes for records you want to edit. You can use the Select all button to select all displayed records.

Click the Bulk edit button above the table. In the dialog window, select the field you want to change and enter a new value. All selected records will be updated to the specified value.

Importing Data from Excel

Bulk upload records by importing from an XLSX file. Click the Import from XLSX button. In the dialog, upload a prepared Excel file where the first row contains field names exactly matching the names in the form definition and subsequent rows contain data.

The system processes the file and creates records for each row. After import completion, a summary is displayed with the number of successfully imported records.

Custom Form Design

By default, form fields are displayed vertically in two columns. In the form settings in the Design tab, you can create a custom field layout in a grid using drag and drop.

This function allows creating more compact forms with clearer layout corresponding to printed forms or your organization's specifics.

Sharing Form with External Persons

You can make a form accessible to people without a system account using a public link. In the form settings in the Sharing tab you will find a URL address that you can send by email or publish on websites.

Anyone with this link can fill out the form without logging in. Data is saved to the system the same as forms filled out by logged-in users. For forms filled out this way, Public form is listed as the author.

Nested Tables in Forms

The Table - another form field type allows inserting a nested table with repeating records into a form. It is typically used for invoice items, checklist items or enumeration of related data.

When filling out a form, add rows to the nested table with the Add another row button. Each row contains fields according to the nested form definition. You can remove rows with the Remove row button.

Automatic Deadline Notifications

For the Date with deadline monitoring field type, you can set automatic notification sending before an approaching date. When filling out the form, for such a field you enter the date, number of days for advance notification and users who should be notified.

The system automatically sends email notification the specified number of days before the stated date to selected persons. This function is useful for recording inspections, document expirations or planned events.

Workflows

Scenario 1: Equipment Maintenance Checklist

A company needs to record regular inspections of production machines. The administrator creates a Machine Checklist form with the following fields:

• Machine number - selection from list
• Inspection date - date
• Technician - user selection
• Checkpoints - nested table with fields Inspection name (text), Result (checkbox OK/NOT OK), Note (multi-line text)
• Next inspection on - date with deadline monitoring
• Photo documentation - photo upload
• Signature of responsible person - required field with user selection

Technicians fill out the form for each machine every month. Thanks to the nested table, they can quickly check off individual checkpoints. The system reminds them of the next scheduled inspection by email a week in advance. Photo documentation is archived and available at any time. The maintenance manager has access to all records and can track the inspection history of each machine.

Scenario 2: Employee Satisfaction Survey

The HR department wants to conduct an anonymous survey among employees. They create a Satisfaction Survey form with a shared public link and fields:

• Department - selectbox with list of departments
• Years at company - selectbox with ranges
• Job satisfaction - selectbox 1 to 5
• Satisfaction with management - selectbox 1 to 5
• Satisfaction with benefits - selectbox 1 to 5
• What you appreciate most - multi-line text
• What you would change - multi-line text

HR sends the public link to all employees by email. Employees fill out the form without logging in, so anonymity is maintained. After closing the survey, HR exports the data to Excel for statistical processing. Thanks to numeric values, the system can automatically calculate average satisfaction scores.

Scenario 3: Attendance Record at Company Training

The training coordinator needs to record attendance at training sessions and ensure signed attendance sheets. They create an Attendance Sheet form with fields:

• Training name - text
• Date held - date
• Instructor - user selection
• Participants - nested table with fields Name (text), Department (text), Signature (upload signature photo)
• Instructor rating - selectbox 1 to 5
• Notes - multi-line text
• Certificate - PDF certificate upload

Before training, the coordinator creates a record with pre-filled name and date. During training, they gradually add participants using the nested table. Each participant signs on a tablet and their digital signature is uploaded as a photo. After completion, the PDF certificate is uploaded. All these documents are centrally archived and available at any time for potential audit.

Troubleshooting

I Don't See a Form in the List

If you don't see a certain form type in the top folder overview, check the following:

• Do you have access rights to the Forms module? Contact the administrator.
• Is the form active? The administrator may have temporarily disabled the form.
• Do you have specific rights to that form? Even if you have global rights, the administrator may have restricted access to this particular form.

I Cannot Edit a Completed Form

If you don't see the pencil icon for editing on a record or the Edit button is inactive, you probably don't have permission to edit this record. Your rights may be limited to:

• Only own records - you can only edit forms you filled out yourself
• Records of selected persons - you can only edit forms of certain colleagues
• No editing rights - you can only view but not edit

Contact the administrator to expand your rights if you need to edit more records.

I Don't See All Form Fields

Some form fields may be hidden for the following reasons:

• Administrator restricted field visibility only to selected users
• Your position or group does not have access to that field
• Field is set as hidden in the current form configuration

If you need to see more fields, consult with the system administrator.

Excel Import Failed

When importing data from an XLSX file, an error may occur for these reasons:

• Column names in the first row of Excel do not exactly match field names in the form definition
• Data in cells is not in the correct format for the given field type
• Values are missing in required fields
• File is not in XLSX format or is corrupted

Check the data in the file and make sure it matches the form structure. If problems persist, contact the administrator.

Email Notification Did Not Arrive

If you did not receive an expected email notification upon form completion or approaching deadline:

• Check the spam folder
• Verify that you have the correct email address in your profile
• Make sure you are listed in the form settings as notification recipients
• For approaching deadlines, check that the date is correctly entered and notification has not already been sent

If the problem persists, contact technical support.

FAQ - Frequently Asked Questions

Can I Create a Custom Form Without Administrator Help?

No, creating new form types and defining their fields requires administrator rights. Regular users can only fill out already created forms. If you need a new form type, contact the administrator with a request for its creation.

How Long Are Completed Forms Retained?

Completed forms are retained indefinitely until their explicit deletion by an administrator or authorized person. Deleted records are moved to the trash, from where they can be restored or permanently removed.

Can I Export Data from Forms?

Yes, you can export data from the overview table using the Excel button above the table. The export contains all displayed columns and records matching the currently set filters. The file is downloaded in XLSX format.

Do Others See My In-Progress Forms?

No, the form is displayed to other users only after saving with the Save button. If you close the dialog without saving, no data is saved and no one will see the form. In-progress forms cannot be saved as drafts.

Can I Change an Already Completed Form?

Yes, if you have permission to edit that record. All changes are recorded in the form history including information about the date of change, person who made the change and description of changed fields. Change history is part of each record's detail.

Shortcuts and Terms

• Form - type or template defining the structure of fields for data recording
• Record - specific filled-out instance of a form with data
• Field - individual form element for entering a value (text, date, number, etc.)
• Nested table - table type field allowing insertion of multiple rows of subordinate records
• Trash - place for deleted records before their permanent removal
• Global rights - general user access rights valid for all forms
• Specific rights - access rights defined individually for a specific form
• Public link - URL address allowing form filling without logging into the system