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Form Builder is the area where a user can create custom forms to be used by those that will be doing field inspections. The form builder section is only available to those who have the Modify Forms applied in their security group. If the Form Builder tab is available to you, it will show up below the My Pricing tab.
Click on the button at the top of the screen.
A new Add New Form pop-up will open.
Give the new Form a name and click OK. You will be taken to a blank form template ready for you to select the fields you would like in this new form. If the Form Fields are not showing, click on the Form Fields dropdown to expand the possible fields that can be added to the new form.
Drag and drop the desired fields from the dropdown to the blank form builder area, to create your new form.
At the top of the Form Builder tab, there is a search field.
The Search Forms feature allows you to type in a specific word or part of a word and the list of forms will filter on all of those that contain what was typed. The form search will apply to any of the columns to find the matching criteria.
Note: All columns can be sorted in ascending or descending order by clicking on the column heading. Each time you click on the column, it will change the sorting order accordingly.
Check the box in front of the name of the form(s) you wish to remove and select the trash icon button.
A pop-up window will appear asking to confirm the deletion of the form(s). If you click on Cancel, the confirmation will close and the form(s) will remain. If you click OK, the form(s) you selected will be removed from the Form list.
Click on the name of a form and a new tab will be opened displaying the form that you selected. If the Form Fields are not showing, click on the Form Fields tab on the left to expand the list of possible fields that can be incorporated into your custom form.
To add a field to the report, simply drag and drop the desired field in the location where you would like the field. To reorder the different fields, select and drag the field to the desired location. To modify a field, click on the field and a pop-up will open to show the possible changes that can be made to that field. To preview what the form will look like to the user, click on the Preview tab. In the Preview you can select fields, fill-in field options, view condition results due to user input, etc. From the Preview tab, click back on the Form Fields tab to return to the edit mode for the current open form.
In the image above, a Text Field was selected and the Label was changed to say "User Address". As fields are added to the report, reordered, and renamed, those changes are reflected in the Form Navigation pane on the right side of the screen. The Form Navigation pane can come in handy when you have very large forms. When you click on a field name in the Form Navigation, that field will become visible in the working area.
Under the Form Fields tab within a form is the list of possible field types.
Each type of field creates a different type of input and available output. Each of the different types can be modified to change the name, and if available, a description and placeholder. Each of the fields can be set up to either hide or show depending on conditions that are setup (See "To add conditions to the fields"). Below explains the different type of fields:
Attached Image: This allows the user to select image files from their computer, or in the case of a mobile device, take a picture that can then be shown as icon within the form. Attached images allows you to select a single of multiple images to be added to the form.
Checkbox: This is a list type where the user can select more than one option from a list of checkbox options. By default there are two options on the list called "value one" and "value two", but those options can be modified and more options can be added. The Checkbox field can have line items attached to the different options (See "To add line items").
Date: This allows the user to enter a date. The current date will be entered by default, but other dates can be selected.
Dropdown List: This is a list type where the user can select one option from a dropdown list. By default there are two options on the list called "value one" and "value two", but those options can be modified and more options can be added. The Dropdown List field can have line items attached to the different options (See "To add line items").
Header: A header form field is a useful way to separate the multiple sections when building a form template. If an estimate is generated from the form, the header becomes the group name. Headers have the availability of two options that relate to the header: Allow Duplicate Section and Dimensions. If the Allow Duplicate Section option is selected, everything in the header section can be duplicated, as a group, to an additional group with the same fields in the same order. If the Dimensions option is selected, a Length, Width, and Height field is added to the header that will require a dimension is entered by the user of the form.
Number: This requires the user to select a number input either by typing in a number or using the up/down arrows to increase or decrease by one.
Radio: This is a list type where the user can select only one option from a list of radio button options. By default there are two options on the list called "value one" and "value two", but those options can be modified and more options can be added .The Radio field can have line items attached to the different options (See "To add line items").
Text Block: This is simply text that is displayed on the form for the user. It can be a single line or several line of text.
Text Box: This is text that is entered by the user of the form. It can be a single line or multiple lines of text. By hitting the <Enter> key the user will be taken to a new line. All alphanumeric characters can be entered.
One of the features of the XactPRM form builder is the ability to add specific line items to an option field in the Checkbox, Dropdown List, and/or Radio fields.
Hover and click on the field that you would like to add line items to and a new pop-up will open showing the options that are part of the field. Next to each option you will see an icon to add/edit line item(s), along with a delete icon to remove that option totally.
When you select the line item icon, a new Add Line Items pop-up will open.
From here, new items can be added or deleted. If you don't know the actual line item code, type in a word or multiple words in the Search space provided and hit <Enter>. For example, when typing “paint” in the search field and then pressing <Enter>, the Search Results field will then be populated with the line items containing "paint" in the description.
Click on the add icon adjacent to the line item you wish to add and the line item will then be added to that Added Items list. By default, the Quality of line items will be set to Default. However, you have the option to create various levels or qualities of line items if you wish to do so.
If you do know the line item code, you can click on the Add new item button and a new blank line item entry will open; ready for you to enter the Cat, Sel, Act, etc.
To add another quality group, open the quality group dropdown and click on the Add button.
The Add Quality Group pop-up window should appear.
Type in a new Name and click OK. The newly created quality group will now be added to the dropdown of quality groups.
With various qualities set up, you have the option to assign different line items to different qualities within the same field. Once qualities are setup, those same qualities can be used in any of the Checkboxes, Dropdown Lists, or Radio fields within the same form.
To add or change line item qualities, click on the Quality dropdown list.
With the Quality dropdown open, you can change the Default quality, or any other quality to a different name, by clicking on the edit icon for the group name you wish to change.
The Edit Quality Group pop-up window will open. Here you can change the Name of the quality that was selected.
After any changes are made, if you click the Cancel button, the Edit Quality Group pop-up will close, and nothing will be changed. If you click the OK button after making changes, the Edit Quality Group pop-up will close, and changes that were made will be saved.
Click the delete icon next to the Quality you would like to delete from the dropdown list.
A pop-up window will appear that states, “Deleting this quality group will remove all line items it contains in all fields. Are you sure you want to delete this quality group?” If you click the Cancel button, the pop-up message will close, and nothing will be deleted. If you click the OK button, the pop-up message will close, and the selected Quality will be removed from the dropdown list and every line item in that quality, no matter what field it is in throughout the current form, will be deleted.
To remove a line item from the Added Items List, click in the box adjacent to the line item(s) you wish to remove, and click on the Delete Item(s) button.
The line items will then be removed from the Added Items list and will no longer be part of the line items associated with that option in the field. Click the OK button and you will be taken back to the Forms window and the line items that you've added will be shown below the option that they are now associated with.
You can now click the line item icon for another option to add line items to it, or click on the OK button and all changes for that form field will be saved.
Each of the field types can be viewed or hidden, depending on responses to other fields. These response conditions can be setup within the form builder as each form is created or edited. To access the condition setup, hover over a form field and click on the conditions icon .
This will open a new Conditions window for that field.
From here you can set up the conditions that will make this field either Show or Hide. Note, rules do not need to be setup in order to show a field. By default fields that are added to a report will be shown. This feature just allows the user to setup rules that will make a field viewable or not if that is what they choose. To add a rule, click on the Add Rule button. This will add a Select option in the Form Field column of the grid. Click on the dropdown to open the fields that you can choose from to attach your rule to.
After selecting the field, select the Action you wish to use for that field and then the Value that will determine if the field is shown or hidden. More than one rule can be added to any field. In that case if any of the rules are met, the field will be shown or hidden, depending on how you have set up the rules. Once you have added all the rules, click on the OK button to save the rules that will then be attached to that field.
If you choose to remove all rules that may have been attached to a field, click on the Remove All Rules button.
You will be prompted with a confirmation pop-up to ask if you really want to remove all rules. If you select Cancel, the pop-up will close and you will be taken back to your rules pop-up. If you select OK, the rules will be removed, the conditions window will close, and you will be taken back to your open form ready for you to make any more changes.
In a form, the need to have more than one of a section may occur. For example, there may be more than one bathroom in a property, but you don't know exactly how many when you create the form. Rather than have a form for one bathroom, a separate for two bathrooms, etc. XactPRM allows you to create a section for bathrooms, and then the option to duplicate that section if you wish. A section in a form is broken up by the Header field. A section starts with one header and ends before the next header. A duplicate section can contain 1 field or several fields. When a section is marked to be duplicated, all the fields in that section will be duplicated in the same order in the duplicate as it was in the original. To duplicate a section, click on the header of the section you wish to duplicate. In the pop-over window, click on the Allow Duplicate Section option and click OK.
When the form is opened by the user in a form project, at the end of the section, there will be a button Add another header (where header would be the name of the header in the form).
To add dimensions to a section, click on the header of that section. In the pop-over window, click on the Dimensions option and click OK.
When the Dimensions option is selected, the header will show additional fields for Length, Width, and Height added to the header section. These dimension fields will be entered by the user that opens the form as part of a project. When dimensions are added, those dimensions will be used as the values to calculate the default quantities for line items that would fall under the dimensioned header.
For example: in the image above, the Bedroom dimensions are 10' x 10' x 8' and Carpet and Carpet Pad are line items that are part of that header section. Because the floor dimensions are entered as 10' x 10' then the default quantity for the carpet comes in at 100.00 SF.
As different fields, conditions, and line item qualities are added to a form it becomes necessary to preview what the form will look like and behave like. To view a preview of the form in its current state, click on the Preview tab from the options on the left.
This will open another screen to show the form as it exists right now. That display will show how the user would see the form at its current state and as questions are answered and responses given the form will behave as it would by the user. The exception to that would be the Form Quality at the upper right portion of the preview screen. If qualities have been established, a dropdown of the different qualities will be shown. From the preview screen, the user can change to the different qualities and view the line item results to the fields as different qualities are selected. In the actual form itself the user would not be able to change between qualities. This feature is only for convenience in the preview screen for the individual creating the form. Once you have seen what you want in the preview screen, you can go back to the form builder to make changes by clicking on the Form Fields option.
From tab options along the left side, click on the Tools tab and then Print.
From here, you will be taken to your browser print option screen. In the option screen you can save the form as a PDF or send it directly to your printer, or any of the other options that are part of your browser functions.
Once the form is completed you can publish it for use by yourself or others that are part of your instance. Or, if you are a profile owner and you set up your profile's settings to do so, others that create projects using your profile will also have access to the forms you've published. Note: Forms that are not published are not available for use, until they are published.
At the bottom right corner of the opened form, you will see a Form Status section.
To publish the form, click on the Change Status button. If the form is set to Published and you wish to make changes, click on the Change Status button to change it back to In Progress. Once you have completed the changes, click on the Change Status button again and the form will be published again, ready for use.
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