Forms Module

TABLE OF CONTENTS

• Save Form Label
• Save and Manage the Form
• Adding a tab
• Display Settings
  • Example:
  • Use Cases:
• Form Version History

The Forms module hosts forms built using the Form Builder located in the administrator tools. The ability to create forms is based on your permission level, and you must have access to use this feature. These forms can be integrated into project workflows for approval and collaboration.

Accessing Forms

Assigned users can view, fill out, and manage project forms. 

Creating a New Form

1. Navigate to the settings area.
2. Then navigate to the Form Builder. 
3. A list of previously created forms is displayed.
4. Click Create New to create a new form from scratch.
5. Give the new form a name and a description. This helps users identify the forms in lists when they are leveraged. 
6. Click Settings to open the configuration view, where you can adjust the available settings for the new form. 
7. Completed the Settings Configuration options:
   
   

Save Form Label

Define a label for the form. Since forms within a Forms module cannot be individually named, this label acts as the form’s display title (e.g., showing details or an address instead of just “Form”).

Workflows

Select the workflows for which this form can be used. For example, do you want the form filled out when a project is proposed?  If so, this is where you add it to that workflow. 

Form Type

Choose the form type. Scroll to see the various form options. Below are some examples.

Project
Used to define the project "jacket" information. Admin users can configure project-specific metadata by linking the form to templates in the Template Builder. Each project template can have its own unique jacket information.

Document

Allows administrators to define metadata fields that can be applied to files during the upload process. When uploading a file, users can select the appropriate document form to use the required metadata.

Task

Enables users to attach additional metadata to a task at the time of creation. This enhances task filtering and search capabilities across the platform.

Form (Workflow Action)

Available when the workflow action type is set to "Form." Workflow creators can select which form to associate with a specific action. When that action is triggered, the user must complete the assigned form for the workflow to proceed.

Profile

Allows administrators to define additional user profile fields that users can fill out.

Note: Only one profile form can be active (published) at a time.

Survey

Presents the form to users as a survey. Each user submission is saved as a separate version, and responses can be displayed as a list in the main form view.

Site Location Visibility

Specify the site location(s) where this form will be visible within Screendragon.

Allow Save as Draft

Enable this option to let users save partially completed forms and return later to finish them.

Prompt for Email Notification

Enables a prompt to ask users whether they want to send an email notification when submitting the form.

Enable Filelist for This Form

Allows users to access a file list from the form's view mode. Multiple folders and files can be attached without using form fields.

Allow Sorting of Group Elements

Enables drag-and-drop functionality to reorder grouped form elements.

Allow Export of All Grids

Enables users to export data from all grid elements within the form.

Draft Inherit from Self

Allows draft forms to retain values when duplicated or reopened.

Enable Grid Scrolling

Enables horizontal scrolling for grid elements with large content.

Click Preview at any time to see how the form appears to end users.

Add Group - Click Add Group to create a new group of related form elements. Grouping elements helps organize the form for improved usability and logical structure.

Add Element - Click Add Element to insert individual form fields. Elements can be added independently or within an existing group.

Return to View Mode

Switch the form back to view mode using the Form Builder to preview how it appears to end users.

Save and Manage the Form

Administrators have the following options for saving and managing forms:

• Save As New – Creates a new version of the form without overwriting the original.

• Save for Later – Saves the form in draft mode for future editing.

• Save and Publish – Publishes the form, making it available to all users in the system.

• Export/Import Language Data – Allows admins to export or import language files for localization purposes.

Adding a tab

Tabs allow you to manage forms and include additional information as needed.

1. Click Add New Tab.
2. Navigate to the text box and assign a name to the tab. 
3. To delete a tab, click Delete Tab.  (All tabs that are added can be removed; however, one tab is always present.)
   
4. Tabs can be reorganised using the Move Tab Left and Move Tab Right buttons.

Display Settings

Tab Display Settings allow administrators to control the visibility and editability of all fields within a specific tab in a form. These settings can be configured based on user roles or groups to enhance form security, streamline user experience, and ensure the right information is presented to the right audience.

Key Features:

• Visibility Control: Tabs can be set to Show, Hide, or Read-Only

• Permission-Based Access: Apply settings to specific user roles, including:

  • Submitters

  • Editors

  • Admins

  • Specific user groups

  • All users (Everyone)

• Mode-Specific Behavior: Configure tab visibility for different form modes, such as:

  • Create

  • Edit

  • View

Example:

In the example below, the selected tab is configured to Show for Everyone when the form is in Create mode:

Mode: Create
Access: Everyone
Tab Setting: Show

This means that when any user opens the form in Create mode, the tab will be visible and fully accessible.

Use Cases:

• Hide sensitive sections from non-admin users

• Restrict editing access to specific teams or roles

• Display additional guidance or review sections only to approvers

Form Version History

The Form Version History section provides a record of all saved versions of a form or workflow. This feature allows administrators to track changes over time and restore a previous version if needed.

Key Features:

• View Past Versions: Displays a list of previously saved versions, including timestamps and the user who made the change.
• Rollback Functionality: Allows you to revert the form to an earlier version, which is helpful if recent changes need to be undone.
• Preview Mode: The Preview button enables users to view how the current form will appear on the front end, without saving any changes. This helps verify layout and content before publishing.

Use Cases:

• Restore a stable version after testing or unintentional changes
• Review version history for audit or troubleshooting purposes
• Preview UI changes before deployment