Form entry - Documentation Ametys

Forms are available from version 2.15.0 onwards

Tree view

A tree view of a form is available (by clicking on a form's "Open" button, or by double-clicking on the form node in the Forms tab tree view). This tree view opens in the "Form" tab and represents the form's pages and fields.

Double-click on a field to open its editing window.

Drag and drop is also possible.

Above the tree view, a zone offers the possibility of :

Filter: only page or field names matching the filter are displayed
Close all tree nodes
Refresh selected node
A pictogram can be displayed after the node to :
- Report fields with incomplete configuration.

In this case, the page containing the incomplete field and the field itself are highlighted:

- Flag fields with at least one associated rule.

Preview

By double-clicking on a form node in the tree view of the "Forms" tab, or by clicking on the "Preview" menu, a tab bearing the form's name opens, allowing you to view the form as it will be displayed.

In preview mode, responses to the form are not taken into account.

If the form has an incomplete configuration, this banner is displayed:

Data query

Data consultation is detailed on this page.

Page management

Actions

After selecting a parent node in the tree view of a form, a page can be added to this parent node.

It is also possible to

rename a page
delete a page (only if the form contains no data)
copy/paste a page (only if the form contains no data)

Branches

Branches can be used to adapt the sequence of form pages according to the answers provided by the user on Choice List fields.

The main branch management window lists the pick-list fields of the selected page.

To add a rule based on a value, click on the next to the choice list field.

A window opens to enter the new rule:

The "If user chooses" drop-down list lists the possible values of the pick-list
The "Go to page" drop-down lists the other pages in the form.

Example:

The main window also lets you choose the behavior if no rule applies (unconditional skip).

For example, if branches are defined as follows :

If the user selects the "Black & White" option, the "Next" button appears to move on to page 2.

If the user selects the "Color" option, the "Validate" button is available to validate the form.

Field management

Actions

After selecting a page in the tree view of a form, a new field can be added.

A node is added below the selected page. The name of this node corresponds to the field label. This can be modified.

Here's a list of the available fields, with the specifics of each field described below.

It is also possible to :

Modify the characteristics of a field (details of modification are given below)
Delete a field (only if the form contains no data)
Copy/Paste a field (only if the form contains no data)

Modifying a form containing data

When a form contains data, a banner is added to the preview area to warn the user:

In addition, several restrictions apply:

Field creation

If the form contains data, only the Rich Text Display field can be added. All other field types cannot be added.

Field modification

If the form contains data, only certain field properties can be modified.

This information is shown in the "Modifiable if form has data" column of the tables below for each field.

Information common to all fields

General tab

Name	Description	Mandatory	Modifiable if the form has data
Wording	Field name	Yes	Yes
Description	Information displayed when hovering over a after the field name.	No	Yes
Mandatory	If the field is mandatory, it is not possible to validate the form without filling in the field. Example: A mandatory field appears with after the name.	No	No

Advanced tab

Name	Description	Mandatory	Modifiable if the form has data
Identifier	Unique field identifier	Yes	No
Processing of personal data	Check this box if this field is likely to contain personal data.	No	No

Rules tab

A rule can be added to each field: depending on the value of a "Choice list" or "Check box" field, this field may or may not be displayed.

The information in this tab cannot be modified if the form contains data.

A display rule is added as follows:

the "If field" drop-down list proposes all "Choice list" or "Check box" form fields.
the "has value" drop-down lists the values of the selected field (Yes or No in the case of a checkbox, otherwise the values in the pick-list).
the "then field will be" drop-down list offers the 2 values "Displayed" or "Not Displayed".

In the example above, if the "Urgent" field is set to Yes, then the field on which the rule is positioned will be displayed. (Used here to justify the urgency character), which visually gives :

The box is not checked:

The box is checked and the field appears:

Access rights tab

This tab is available from version 2.16 of the forms.

Name	Description	Mandatory	Modifiable if the form has data
Restrict visibility	Check the box to restrict field visibility according to lifecycle states. If checked, the field is not visible on initial submission. A field with restricted visibility is not visible on the form, on the submissions dashboard (My Submissions service), or on acknowledgement and waiting-list exit emails.	No	No
States where the field is visible	List of states where the field is visible	No	No
Authorize modification	Check the box to allow the field to be modified according to lifecycle states. Modification of this field is available on the front office dashboard when the action is performed. A field that is allowed to change cannot have any rules.	No	Yes
States where the field can be modified	List of reports for which the field can be modified by users participating in the life cycle Only compatible reports (reports containing an edit action) are listed here.	Yes (if the Authorize modification box is checked)	Yes

Illustration tab

Name	Description	Mandatory	Modifiable if the form has data
Illustration	Select image	No	Yes
Alternative text	Alternative image text	No	Yes

Input fields

Simple text

Tab	Name	Description	Mandatory	Modifiable if the form has data
Advanced	Indicative text in the field	Text present when field is empty	No	Yes
Advanced	Default value	The field is automatically populated based on the logged-in user's information, which can be selected from : None (default) Email Identifier Full name First name Name Other (manual entry) Example with full name:	No	Yes
Advanced	Other (displayed only if "Other" has been selected for the Default Value above)	Text corresponding to the default value with which the field will be initialized.	No	Yes
Advanced	Validation rule	None (default) Email Phone Regular expression	No	No
Advanced	Regular expression (displayed only if the value "Regular expression" has been selected for the above validation rule)	Regular expression in javascript or java format used for field validation.	No	No

Choice list

Tab	Name	Description	Mandatory	Modifiable if the form has data
General	Display format	Checkboxes or radio buttons: each choice is displayed as a checkbox if the selection is multiple, otherwise as a radio button. Example of checkboxes for a simple field : Drop-down list (default): each choice is displayed in a list Example of a drop-down list:	No	Yes
General	Indicative text in the field (From version 2.16.0)	Text present when field is empty	No	Yes
General	Source of choice	Origin of data for creating choices User list: the list is populated with users from a population Example: Manual entry (default): users enter their choices manually Manual entry with cost: the user enters his choices by hand, associating them with a cost (this cost can then be used for the Cost calculation field). Reference table: the list is filled with entries from a reference table Example with the reference table Classified ads category :	No	No
General	Population (displayed only if the "User list" value has been selected for the Source of choices above)	Population selection	Yes	No
General	Choice (displayed only if "Manual entry" or "Entry with cost" has been selected for the Source of choices above)	Wording Value Cost	No	No
General	Reference table (displayed only if the "Reference table" value has been selected for the Source of choices above)	Choice of reference table	Yes	No
Advanced	Multiple	Check if the list allows multiple choices	No	No
Advanced	Add "Other" option	Check if Other with free text is added to the list choices Example:	No	No

Check box

Example :

Tab	Name	Description	Mandatory	Modifiable if the form has data
General	Checked by default	Check if the box will be pre-checked when the form is displayed to the visitor	No	Yes

Date/Time

Tab	Name	Description	Mandatory	Modifiable if the form has data
General	Format	Date format : Date (default) Date and time Example with a Date :	Yes	No
Advanced	Minimum date	If the date entered by the user is earlier than this minimum date, an error message will be displayed.	No	Yes
Advanced	Maximum date	If the date entered by the user is later than this maximum date, an error message will be displayed.	No	Yes

File

Example:

Tab	Name	Description	Mandatory	Modifiable if the form has data
General	Type of extensions authorized	Defines the permitted extensions for this file. If the file has an extension that is not one of the permitted extensions, an error message will be displayed. Example: All (default) Documents Images Video Audio Other	No	No
General	Other extensions (displayed only if "Other" has been selected for the type of extensions allowed above)	Comma-separated list of authorized extensions. e.g. ".jpg, .jpeg".	No	No
Advanced	Maximum authorized size (in MB)	Maximum file size the visitor can send via the form. By default, the maximum size is that defined by the configuration. Warning: the total size of the form is limited by the server: all form files must not exceed this value.	No	Yes

Number

Tab	Name	Description	Mandatory	Modifiable if the form has data
Advanced	Type of number	Field format : Integer (Default) Decimal Example for an integer :	No	No
Advanced	Minimum value	If the number entered by the user is less than the minimum value, an error message will be displayed. Example:	No	Yes
Advanced	Maximum value	If the number entered by the user exceeds the maximum value, an error message will be displayed.	No	Yes

Text area

Tab	Name	Description	Mandatory	Modifiable if the form has data
Advanced	Indicative text in the field	Text present when field is empty	No	Yes
Advanced	Number of lines	Number of lines displayed in the field Example on 3 lines:	No	Yes

Selection grid

Tab	Name	Description	Mandatory	Modifiable if the form has data
General	Choice	Lines Columns Example:	No	No
Advanced	Multiple	Check if the list allows multiple choices	No	No

Display fields

Calculated field

Tab	Name	Description	Mandatory	Modifiable if the form has data
General	Data source	Defines which data is used to calculate the field. Current page: displays the identifier of the page on which the form is present Sum of costs in picklists: calculates the sum of costs for picklists present (those configured with a "with cost" picklist source) in the form, all pages combined. Example: Logged-in user: displays information about the logged-in user	No	No
General	Currency (displayed only if the value "Sum of costs in pick-lists" has been selected for the above data source)	Adding change to the calculation US Dollar Euro (default value) Pound sterling	No	Yes
General	Value (displayed only if the value "User logged in" has been selected for the above data source)	Logged-in user information to be displayed : Email Identifier Full name (Default) Name First name Example with Full Name:	No	No

Rich text

Tab	Name	Description	Mandatory	Modifiable if the form has data
General	Text	Area for filling in the rich text to be displayed	No	Yes

Form management

Once a form has been published (i.e. displayed on a page via the Form service), it cannot be deleted.

Notifications

Notifications are detailed on this page.

Actions

The actions are detailed on this page.