Form categories allow you to group related forms according to your business requirements. For example, all forms associated with hiring a new employee can be grouped into a category called "New Employees." Then, when reviewing submitted forms and signed forms, your search criteria can be narrowed down to the "New Employees" category of forms.
Categorizing your forms is a simple yet powerful method of managing a library of forms and is used throughout Formatta E-Forms Manager. When a form is initially uploaded using the New Form screen, you will assign it to a Form Category. Throughout the form catalog, and when working with submitted forms and data, you will refine searches based on form categories. Further, whether or not forms appear in the Available Forms screen when published, and how they are presented on that screen, is managed by category.
Select Categories from the Administration tab to display and edit a list of form categories.
The Form Categories screen allows you to review, create, and manage categories of forms in Formatta E-Forms Manager. The list of form categories shows:
Category Name - A name created by a Form Administrator for categorizing forms. The category name is up to your discretion but should be descriptive. Once a category is created, it can be edited and changed but not deleted.
Status - Categories can be either be enabled or disabled. If a category is disabled, no new forms can be assigned to that category. However, forms published under a disabled category will still be available to end users to fill out, sign, and submit.
Edit - Allows you to edit a specific form category.
To view specific details about a form category, click on the corresponding row in the Form Categories screen. The Category Details screen displays with the following details:
Category Name: The name of the form category.
Status: Whether or not the category is enabled or disabled.
Published Forms List: Whether or not forms assigned to this category are allowed to appear on the catalog's published forms list when published.
Last Updated: The date and time the form category was edited by a form administrator.
Last Updated By: The name of the form administrator who last edited the form category.
To edit this form category, select "Edit Category." Choose "Back to List" to return to the Form Categories screen.
Select "Edit" corresponding to the category you want to change. The Edit Form Category screen displays with the following options:
Category Name: The name of the form category can be changed, and all forms associated with the category will be updated with the new category name.
Enabled: If this box is checked, new forms can be assigned to this category. If the box is not checked, new forms cannot be assigned to this category. All published forms will still be available to end users regardless of whether the category is enabled or disabled; that is, the checkbox applies only to forms that will be uploaded in the future.
Published Forms List: Whether or not forms in this category will appear (when published) in the published form list. If this is turned off, then forms in this category will never appear in public lists of published forms or in search results from the published forms pages.
Select "New Category" to display the Create Form Category screen and create a new form category. Two options are available:
Category Name: Enter an appropriate name for the category of forms you'll be uploading. Examples include Human Resources, Immigration, New Hire, Insurance, etc.
Enabled: Use the checkbox to allow forms to be assigned to this category.
Published Forms List: Check this box to allow forms assigned to this category to show up in the published form list. If this is turned off, then forms in this category will never appear in public lists of published forms or in search results from the published forms pages.
Form categories can be sorted using the dropdown box on the Form Categories screen. Three options are available:
Enabled - Show only categories of forms that can be assigned to new, future forms.
Disabled - Show only categories of forms that are disabled; that is, categories of forms that are not available when new forms are uploaded to Formatta E-Forms Manager.
Show All - Show both enabled and disabled form categories.
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You can sort by Form Title, Version, Category, and Publish On by selecting this icon on the column title. |
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Choose a Form Category |
All forms must be assigned to a category when uploaded to Formatta E-Forms Manager. Therefore, at least one form category must be enabled. |
