Forms & Workflows with Toufic
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Building on the fundamentals of form creation, this guide delves into the advanced features of Form Templates that allow you to design powerful, automated business processes.
A primary focus will be on creating and utilizing Subforms, where you will learn to link two templates together to conditionally capture more detailed information based on a user's input.
We will also configure several other advanced options, including how to automate status changes and approvals using multi-step Workflows, set up automatic Email Notifications, design custom Registers for exporting data, and make forms accessible to external users via Public Sharing links.
Adding New Form Templates
From the Templates module, you'll see two buttons in the upper right: Import and Add.
For this guide, we're going to use the Import button to create a Form Template via CSV, as well as Add a Form Template hand.
Click here to download the template.
 Import a Form TemplateAfter navigating to the Templates Module, click the Import Icon in the upper right corner.
This will open up the Import Menu.
Click Choose.
Select the Form Template.
Click Upload and close the import window - you have successfully imported the Subform template. |
Now that we have imported a template, let's find it in the Templates dashboard - you can use the search bar at the top right or use the Next button on the bottom right.
The Form Template is named Sub v3 (copy).
Updating the Imported Template
Once you have located the correct template, click the Edit icon to navigate to the edit screen for the template.
Click Fields.
The first item in the list is Sv Question 5 - click the Edit pencil button to edit this field.
At the bottom, click Edit Show/Hide Rules.
This will open the Show/Hide Rules menu.
Click Add New Rule twice, this will add two blank rulesets.
In the first rule, set the value to Yes and set Show to be F2, F3, and F4.
In the second rule, set the value to No and set Hide to be F2, F3, and F4.
Click Save in the top right corner.
Back in the SV Question 5 edit menu, Click the Save icon in the top right corner. This will close the edit menu. Click Update in the top right corner.
Once you've updated your new form template, you'll be taken directly to its dashboard.
From here, we will now cover creating a Form Template by hand.
 Add a Form Template manuallyClick the Add button in the top right corner to create a blank template.
Give the template a Name and link it to an Entity - for this guide, select Plant.
Click Create to create your empty template. |
Navigating and Editing Your Template
Once you've created your new form template, you'll be taken directly to its dashboard. From there, you'll want to click the Edit pencil icon in the top right corner.
When you're editing a form template, you'll see those two main tabs: Info and Fields.
The Info Tab
Let's quickly review the Info tab. It has four key sections:
- Info: This is where you'll give your template a name.
- Template Group: If you want to categorize your template, this is where you can add it to any existing template groups.
- Display Columns: This section allows you to set up what content or information will be displayed when this form template is actually used.
- Form PDF Export: Here, you can specify the width in pixels for labels on this form template when you export it as a PDF.
Adding Fields to a Form TemplateWhen you first create a new form template, it's going to be empty.
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Once you've added fields, you'll see a few icons next to each one:
- To edit a field, click the Edit pencil icon.
- To duplicate a field, click the Duplicate icon – that's the one that looks like two overlapping squares.
- And to delete a field, just click the Delete rubbish bin icon.
For this guide, we're going to add two specific fields: a Question field and a New Subform button field.
Question: Yes - No
On the left-hand side of the template, you'll see a list of field types. Click on Question, and then select the Yes - No field.
This will instantly add that field to your template.
Button: New Sub-Form
Let's do the same for the New Subform button . Click Button, and then select New Subform.
Editing Fields on a Form Template
When you first add a field, it comes with default information. To actually add the specific details and functionality you need, you'll have to click on the Edit icon for that field.
Let's start by editing the first field we added, the Question field.
Question Field
From the edit window, we can update the Name field to display the actual question a user would see when they're using this form. The Options section is where we can set or control the choices a user interacts with for this question.
For this guide, update the Name field to be Subform Required?.
At the bottom of this screen, click the Edit Show/Hide Rules button.
Then, click Add New Rule.
Let's set the Value to Yes. If we wanted to hide or show another field, we could then use the fields below to select which one.
For this rule, let's Show the Subform button.
Click Save in the upper right corner.
To finish up our Question field, make sure you click the Save button in the upper right again.
New Sub Form Field
Update the Name of the New Sub Form button to Add Subform.
From the Action drop-down, select the name of the template you imported earlier.
Check the box for Hidden, then save this field.
Now that you have updated both the Question and the Subform Fields - all that remains to Click Update to save this template.
Adding a Workflow to a Form TemplateWorkflows are a quick way to automate common actions on a Form.
When a user marks it as Approved, it will change it from Submitted to Approved. |
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A Workflow can be broken down into three parts:
- Previous State
- Next State
- Action Button
To add or edit a Workflow on a Form Template, first navigate to the Form Template and click on the Workflows tab.
Add a Workflow
Add a Workflow to a Form Template
Workflow on a Form Template
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Workflows are a quick way to automate common actions on a Form.
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A Workflow can be broken down into three parts:
- Previous State
- Next State
- Action Button
Add/Edit a Workflow
To add or edit a Workflow on a Form Template, first navigate to the Form Template and click on the Workflows tab.
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Form Template Workflows
When adding or editing a Workflow on a Form Template, the following order of operation applies.
A Form will go from a status to a different status.
- (Draft) > (Submitted)
This occurs when a user interacts with the specified
- Action Button. (Submit)
Add
From the Workflows tab of a Form Template, click the Add New plus button.
This will display a new menu where the Workflow is built.
- Select the Current Status - this is the status the form will be in when the workflow occurs.
- Select the Next Status - this is the status the form will transition to when the workflow occurs.
- The Action Name is the field where you will name the button they click to start the workflow.
- The Approval Type is either General - User - Zone - Role.
- Aside from General, the other types will display a list of available option.
Scripts (Legacy) and Form Workflow Scripts
This field is for existing clients - if you need this field, you'll know. 😊
Edit
From the Workflows tab of a Form Template, click the Edit pencil button.
From this menu you can adjust the fields of the workflow as needed.
Adding a Register to a Form TemplateCreating a Register against a Form Template is an easy way to manage a customizable export of the form data.
The export is available as a PDF or a XLSX format.
Registers allow users to format, filter, and organize form data for reporting purposes. |
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Managing form template registers can be simplified to three steps:
- Create a Register.
- Add Register Items.
- Save the Register.
- Register Configuration
Add and Manage a Register
Manage a Form Template Register
Form Template Register
Creating a Register against a Form Template is an easy way to manage a customizable export of the form data.
The export is available as a PDF or a XLSX format.
Registers allow users to format, filter, and organize form data for reporting purposes.
Managing form template registers can be simplified to three steps:
- Create a Register.
- Add Register Items.
- Save the Register.
Add/Edit Register Export Configuration
From a Form Template, navigate to the Register tab to access the configuration area.
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Register Configuration
When setting up a Register, users configure the following:
- Name - The title of the PDF Export.
- Footer - The text added at the bottom of the PDF Export.
- Filter Type - Options include Date Created or a Form Specific Field.
The Register Columns consist of multiple columns, each representing a data point.
- Name - The column title for the data point of the export - IE “Date” or “Shift”.
- Position - The ordering, from top to bottom.
- Type - Form field, Date, Name, Owner, Status, Linked Entity, or Subform Field.
- Form Template Field - The specific field from the Template.
- Size - The size of the column in percentage for the exported register.
Example Register
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This is an example of a Register as set against the default Site Diary form template.
It consists of four fields, each pulled from the template.
- The Date field is pulled from the Date of Shift Report field.
- The Shift field is pulled from the Shift Summary field.
- The Contractors field is pulled from the Contractors Onsite field.
- The Overall field is from the Overall Comments field.
Below are examples of this Register when exported as a PDF or as a XLSX file.
Fields
The available Register Fields are:
- Name
- Position
- Type
- Form Template Field
- Subform Template
- Subform Template Field
- Size
Video
Adding Email notifications to a Form Template |
The Mail tab of a Form Template is where you setup the details for sending email notifications about this form.
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Edit:
Click the Edit pencil to add or edit information in the Email Details, Mail To, or Defects Details sections. -
Email Details:
This is where you record the email Subject, Body, and Reply To.
You can also select which Workflows send the email. -
Mail To:
This is where you select specific form fields from the template to be included in the email. -
Defects Details:
This dropdown is where you select the User who will be notified for any Defects related to this form template.
Making a Form Template Sharable
The Sharing tab of a Form Template is where you enable or disable the functionality of sharing the form with 3rd Party individuals through a unique web address. This is useful for enabling Subcontractors who do not have access to Prestartr to record relevant information on forms such as your Site Diary or Prestarts.
- Enable/Disable: This button will say Enable if sharing is disabled or has never been enabled. While active it will say Disable Sharing.
- Public URL: When marked as shareable, the template will generate a unique URL to the form. Use this to provide access to the form.
- Email - Update Emails - Bulk Generate URL: This is where you enter the email addresses of those you want notified when the form is submitted by a 3rd party as well as Bulk Generating URLs for Plant - this is how you link a Prestart or other form to a plant directly, preventing exposure of information to public users.