Register Forms

If you’ve already worked through Register List List and Adding a New Register, then you’ll already be familiar with using forms.

In future, and as we mentioned, you can create your forms or your fields first and then add them to a register. This is just showing you the entire process and how it all slots together.

In the Register Forms tab, you can perform the following tasks:

• Add New Form
• View Form
• Preview Form
• Edit Form
• Delete Form
• Search for a Form
• Export Forms
• Print Forms

The register forms tab

Add New Form

To add a new form:

1. Click on the Add New Form button and the Add Form dialog will display:

The Add Form dialog

2. Now we enter the form’s Basic Information:

• Unique ID – this identifies your form. We recommend picking a naming convention and then sticking to it (see Naming Conventions).
• Name – this is the name of the form
• Description – enter a useful description of the form (to help others and yourself, if you didn’t have the chance to come back to it in 6-months’ time)
• Active – if you don’t want this form to be visible then deselect this checkbox to mark the form as inactive.

Once complete, the form will look similar to this:

A sample of what your new form will look like when complete

3. Click on Save & Continue to proceed to Select Form Fields and the form fields dialog will show:

The form fields dialog

4. Here you can either Add New Form Field, Choose From Library,and Preview. We’ll use Add New Form Field.

5. Click on the Add New Form Field button and the following dialog will display:

The Add App form field dialog where you add a new field for your form

6. Add your Unique ID, and then select the Field Type from the drop-down list:

Select the required field type from the drop-down

You can select from the following field types, which we’ll look at in turn:

• Date Calendar –insert a date picker field from which the user can select a date.
• Dropdown Select –you can create your own dropdown list containing any number of options (to add additional answer options, refer to Add Answer Options, below).
• Email – add a field where the user can insert their email address.
• File Upload – this inserts the functionality to permit the user to upload a single file.
• Multi Checkbox – this allows you to insert a number of tick checkboxes (refer to Add Answer Options, below).
• Multiple File Upload – this inserts the functionality to permit the user to upload multiple files.
• Numbers Only – a special field type, this only permits numbers to be entered.
• Radio Button – unlike a checkbox, which allows multiple boxes to be ticked/checked, a radio button allows only a single choice from the listed options (refer to Add Answer Options, below).
• Text – this inserts a small text field where you can enter a maximum of 256 characters.
• Textarea – this inserts a larger, expandable text field where you can add a larger amount of text (maximum character count TBC).
• URL – adds a field where the user can insert a web address (URL = Uniform Resource Locator).

Example

7. Again, let’s use the Plant and Equipment form as our example:

The example form that we'll use

8. As you can see, we need to add the following form fields:

• Description
• Serial No.
• Last Maintenance Date
• Next Inspection Due
• Mechanic.

9. The first field that we need is Description. There’s a good chance that there’s already a description field in the library, so click on Choose From Library to see if one exists.

10. The field grid appears, so enter Description into the Search field:

The search function. It'll try and match your search term automatically

11. The Description field pops up long before you get to finish entering the search term, so click on the Select checkbox to select it,and then on the Add to Form button. The field is added:

The Description field is added to the form.

12. We will now add the serial number field. Again, quickly check the library to see if this field already exists. Click on Choose from Library, and then type in Serial in the Search field. There it is:

Searching for, and locating, the 'Serial No.' field

13. Click in the checkbox to select it, and then click on Add to Form to add the selected field to the form.

14. Repeat this for the Last Maintenance Date field. The form now looks like:

3 fields added to our form

15. Go back into the library to search for Next Inspection Due. This time, you’ll discover that no field matches that name, so you’ll need to create a new field.
16. Click away from the dialog box to close it and return to the form update screen. Now, click on Add New Form Field to display the Add App Form Field dialog.
17. Enter the required details and, as it’s a date, for Field Type, select Date Calendar:

How you app form field form may look

18. Click on the Submit button to add it to the form.
19. Now we’ll add the final field, Mechanic, as a text field.
20. Click on Add New Form Field.
21. Enter the required details (Unique ID, Field Type**, and Question/Details**):

Adding the mechanic text field

22. Click on Submit and the field will be added to the form:

The mechanic field's now added to our form

That’s our form completed. If you wish to rearrange the fields, then click and drag the left icon to reposition them:

Click, drag-and-drop on the hamburger to reposition the fields

23. Now, click on the Preview button to preview the form:

24. Click away from the form to close the preview window and return to the form.

The fields that comprise our form

25. Now:

• Click on Save & Close to save the form and close the window.
• Click on Save & Continue to save and close the form and to create a new blank form where you can begin creating another.
• Click on Cancel to discard any field changes and to return to the Forms Register. Note: your newly created form was saved prior to proceeding to this step, so it will appear in the forms grid.

Add Answer Options

Certain field types, namely, Dropdown Select, Multi Checkbox, and Radio button allow you to add multiple answers. The functionality for each is the same.

1. Select the required field type and then add the Question you want to ask; or, if it’s an instruction rather than a question, the details for that field.

If you select a field type where there are different answer options, then you can add, modify, or delete the answers.

2. For example, if we select a Multi Checkbox field type, then we’re presented with the following:

The Multi Checkbox form fiels

3. Assuming you’ve already added your Unique ID and the Question/Details, click on the Add Options button to add a single option. You can then repeat for the required number of options:

Adding multiple choices

4. Add a value to each new field.
5. If you need to delete an option, then click on the corresponding X button.
6. When you’ve added all your options and are ready to submit the form, click on the Submit button. The form will close, and it’ll be added to the register.
7. Alternatively, if you wish to discard any changes, click on Cancel. The form will close, and any changes lost.

Your updated form will look similar to this

If you want to add another new field, you can either:

• Click on Add New Form Field and the dialog from before will open and you can select a new field type.
• Click on Choose From Library – we cover this in App Fields, but all fields that are created in the app are added to the library for reuse. Click on this button to open the library and where you can then select and insert an already created field.

You can click on the Preview button to see how your form currently looks.

View Form

To view the details of an existing form:

1. In the Form's grid, identify the form whose details you wish to view.

2. Click on the form’s name to view the form’s attributes (right-click and select Open in a new tab if you’d prefer:

Viewing your form in a new tab

Preview Form

Underneath the form name, you can see the Preview link. Click on this to view a live preview of the form.

Edit Form

To edit a form:

1. Identify the form in the grid

2. Click on the Edit button and the form will open for editing:

A form opened for editing

3. You can now edit all aspects of the form.

4. When done, click on the Save & Continue button to close the form and return to the form grid.

Delete Form

To delete a form:

1. Identify the form in the appropriate grid (active or inactive register):

2. Click on the Trashcan button and the confirmation dialog will display asking you to confirm you wish to delete this form.

3. Click on Yes to confirm, the dialog box will close, and the form will have been removed from the grid.

📘

Can't delete the form?

If you can't delete the form, it's because it's in use elsewhere in the system. This is a fail-safe system rule and you’ll receive a system message informing you of this.

Search for a Form

Now we’ll search for a form:

1. Click in the search field and start entering your search term.

2. For our recent example, we will start entering ‘Plant & Equipment',but as soon as you type ‘Plan' there’s no need to complete the full search term as the filter has isolated the records and yours will be in the top 2:

Using the search functionality to locate a form

3. Now you can select the required form from the filtered results.

Export Forms

When you use any of the export methods, CASSA will only select and export what’s visible on the screen, i.e. if a search filter is in place, then only those records that are present will be selected for export. So, if you want to copy all fields, then delete the search text.

The 3 export methods for your form are:

• Copy – this copies the records to your clipboard. A dialog box will open showing how may fields have been copied to the clipboard. You can then go on to paste them into a program or application of your choice.

image070.jpg

A dialog box will let you know exactly how many rows have been copied to the clipboard

• CSV – click on the csv button and the Save As dialog will open to allow you to save the file to your computer. You can now open the file and view it in the normal manner.
• Excel – click on the Excel button. Again, the Save As dialog will display and allow you to save the file to your pc. You can now open the file and view it in the normal manner.

Print Forms

You can also send the forms grid, filtered or unfiltered (as before), to the printer:

1. Click on Print and the print window will open.

2. You can now change the print settings, such as Destination printer, the number of pages, page orientation, etc. The actual settings all depends on your own printer.

The print preview function. What you see may differ to this (depending on your printer)

3. When ready, click on the Print button. The dialog box will close, and the matrix will be sent to the printer.