Navigating Form Manager

Overview

The Form Manager gives you access to create and manage forms for your organization. It has two main pages, the Forms Dashboard and Submissions Dashboard.

Navigating the Forms Dashboard

The Forms dashboard gives you quick access to the forms you create. From here, you can create new forms, edit forms, create drafts, send forms, and view forms that were previously created or sent. To get here, click Forms in the current interface, then in the new interface, on the left, click the paper icon to display the Forms Manager and click Forms again.

You can use the navigation menu to access Time2Track's features. You can expand and minimize this menu using the top-right arrow. From this dashboard, you can also:

• Select if you want archived forms to be included in your grid.
• Quickly find a form by using the search icon.
• Create a form by clicking the blue plus icon.
• Preview a form by clicking a form name.
• Quickly view the form's configured delivery method with Delivery Automations.

Form Statuses

A form's status can be either Active or Inactive, as long as the form isn't archived. By default, all archived forms and their accompanying versions will be inactive. 

Form Version Statutes

A form can have multiple versions associated with it all of which will have their own status. 

• Current: The current version is the form's primary default, which may or may not have submissions and remains current only until replaced by a new and active version. 
• Draft: A draft is an unpublished version that is intended for future use. It cannot be sent nor contain submissions. Only one draft can exist at a time for a single form. 
• Archived: This form and all it's versions are inactive.

Form Actions

Under the Actions column, you can easily send, edit, or manage your existing forms. Note that many of these actions are also available for form versions on the Version History & Drafts page.

• Send Icon: allows you to send your form to workflow recipients.
• Pencil Icon: allows you to edit an inactive form or prompts you to create or edit a draft if the version you would like to edit has submissions attached to it. 
• Menu Icon (three dots): allows you to manage the form and perform multiple actions such as: 
  
  • Activate: if a form is inactive, you can activate it at any time. You can also activate a form from the Version History & Drafts page or within the form itself. 
  • Preview: while previewing a form, you can toggle the view between desktop and mobile device views in the top center.  Use the drop-down in the top right to download a PDF or see which questions are assigned to specific workflow recipients -- selected questions will be highlighted. You can also access the preview from within the form itself. 
  • View and Edit Form Details: You can edit the form's general details, delivery automations, and linked courses at any time. You can also edit a form's workflow if the form has no submissions.
  • Copy as New Form: this allows you to use existing forms as a template to create a new form.
  • View Version History & Drafts: allows you to view and manage all versions associated with the form. Current and draft forms will be identified and each version will indicate if it is active or inactive. You can preview by clicking Preview in the bottom right corner. When viewing your form's version history and drafts, you can also initiate many of these actions for a specific version, as well as download a copy of the form.
  • Archive: archiving a form removes the form and all its versions from the Forms Dashboard and the Submissions dashboard. To reinstate an archived form, select Show Archived in the top right of the Forms page. Then, click the menu button and Unarchive. Note that when viewing unarchived forms only, Hide Archive will appear instead. 
  • Deactivate: you can deactivate a form for several reasons:
    • If a form has no previous submissions, you can deactivate it and then make edits to a form, including changing its workflow delivery. 
    • You don't need to send the form currently (e.g., you don't want trainees to send the form or have it linked to placement creations).
    • The form and its workflows are only for a certain time of year (e.g., the form is only needed in the spring during final submissions).
  • Delete: you can only delete a form or one of its versions if they do not have any submissions. Note that deleting a form cannot be undone. Deleting a form will delete not only the form but all its versions. From Version History & Drafts you can delete just one version of the form.