The forms

1. Forms
   1. Tree view
   2. Data query
   3. File management
   4. Forms management
2. Notifications
   1. Recipients
   2. Acknowledgement of receipt
   3. Send an invitation
3. Actions
   1. Lifecycle
   2. Programmed opening
   3. Limit submissions
      1. Limit one submission per person.
      2. Limit the total number of submissions. 
      3. Set up a waiting list. 
   4. Restrict access

Forms

The new forms tool  is available from the "Home" tab. 

Access to this tool is managed by the Forms/Forms user right. 

Tree view

Forms can be organized into folders for easy retrieval. 

A folder can contain subfolders, and so on. 

The parent folder is named "Forms". 

This tool presents a tree view of existing forms and folders. 

The columns are : 

• Title: Name of file or form
• Designer
• Related pages : Pages where this form is displayed using the Form service 
• Lifecycle: Form lifecycle (or None if the form has no lifecycle)
• Number of entries
• Date of last submission

A filter field is available above the table, which applies to the form name. 

You can sort the columns (ascending or descending), or select the columns to be displayed:

If a form has an incomplete configuration (one of the fields is not correctly configured), it appears with a in the tree :

Data query

Data consultation is detailed on this page. 

File management

The tool allows you to create, rename or delete a folder. 

For a creation, the folder created is located under the selected folder. 

Access to file management is managed by the Forms/File Management right. 

Forms management

The following actions are available for managing a form: 

• Creation: the form is created under the selected folder. 
• Open: the tree view and preview of the selected form are open
• Renaming
• Delete
• Copy/Paste: the copied form is pasted under the selected folder

Access to form management (creation, modification, deletion) is managed by the Forms/Forms management right.

Notifications

Recipients

This window lets you enter the mail address(es) (one per line or separated by commas, spaces or semicolons) that will receive a mail each time the form is submitted. 

Here is an example of mail received: 

Acknowledgement of receipt

An acknowledgement of receipt of the submitted form can be sent to the logged-in user. 

Sender, subject and message are configurable,

with the option of adding form information to the message using the {form} keyword. 

Here is an example of an acknowledgement of receipt: 

Send an invitation

An invitation to reply to the form can be sent to all users with access to the form. 

To prevent incorrect sending, the number of people who will receive the invitation is recalled in this window, and after validation, a pop-up window asks for a new validation by specifying this number. 

The message can be configured using the following keywords: 

• {name} for the person's name
• {link} for the link to the form
• {site} for site name

Here is an example of a mail invitation: 

Actions

Lifecycle

The "Lifecycle" button is not available if the form contains data. 

This button is used to define a life cycle for the form:

The Standard form lifecycle contains the following states: 

• Pending
• Refused
• Validated
• Request for additional information

If the form has a life cycle, it is possible to change the status of entries, either by consulting the data in the back office, or via a dashboard service.

Programmed opening

This feature allows you to define the opening dates of the online form. 

If the current date is outside this date range, the following message is displayed and the form is not available: 

Limit submissions

It is possible to : 

Limit one submission per person.

A user can only fill in the form once.

If the user tries to fill in the form again, this message is displayed and the form is not displayed:

Limit the total number of submissions. 

In this case, each time the form is displayed, a message indicates the number of places remaining above the form:

If the number of authorized submissions is reached, the form is not displayed and the following message appears:

Set up a waiting list. 

If the number of requests is reached, a waiting list (whose size is defined in the configuration window) is set up. 

If the waiting list is activated, a message indicates this above the form:

If the number of submissions on the waiting list has been reached, the form is not displayed and this message appears:

On the back-office data consultation table, a "On waiting list" column shows : 

• an entry on the main list, therefore not on the waiting list
• an entry on the waiting list

To move an entry from the waiting list to the main list, you must either : 

• an entry in the main list is deleted
• an entry in the main list is set to "Rejected". 

When such a change occurs (from waiting list to main list), a mail is sent to the user who filled in the entry. 

This mail can be configured via the "Notification" button, located at the bottom of the main submission limitation window. 

Example of mail received: 

Restrict access

A tool for limiting access rights is available, to determine which profiles have rights to files and forms. 

For forms to be visible, you must have read access to the "Forms" root folder. Without this right, no form will be visible. 

When a right is set on a folder, the folder's child forms automatically inherit the parent folder's right.