Managing Form Details

Purpose/Overview

In this article, you’ll learn how to use the Form Details page to create and manage forms. From this page, you can add and edit sections and fields, link related forms together, create rules to automate workflows, and configure overall form settings. A red dot on any tab indicates an error that needs attention. Whether you’re building a new form, updating an existing one, or connecting forms to streamline processes, the Form Details page provides all the tools you need to design forms that support your organization’s workflows.

Navigation Path:

To access this feature, go to: Utilisphere > System Management > Administration > Work Management > App Designer

Things to Know:

• Permissions: Access is limited to administrators or users with form design permissions.

Key Benefits/Use Cases:

• Automate processes: Use rules to trigger actions, update fields, or send notifications automatically.
• Link related forms: Connect service requests, inspections, or follow-up forms for a smoother workflow experience.

TABLE OF CONTENTS

• Add or Edit Fields
• Add or Edit Sections
• Use Optional Features
• Preview and Validate
• Save and Publish

How It Works:

Once you've navigated to the App Designer (System Management > Administration > Work Management > App Designer), you will land on the App Summary screen.

On the App Summary screen, click the form you want to modify, then select the Form, Links, Rules, or Settings tab to begin making changes.

Add or Edit Fields

• Within a section, click + Add Field to open the Add Field window.
  

• Select the type of field you want to add (for example, text, date, dropdown list, or checkbox).
  

• Configure the field properties, such as required/optional, default values, or display rules, and click Save.
  

• To reorganize fields, click & hold the Move handle to drag it into a new position within the same section or another section.
  

• To duplicate a field, click the ellipses (...) at the right of the field and select Copy.
  
  

• To remove a field, click the ellipses (...) and select Delete.
  

Add or Edit Sections

• At the bottom of the screen, click + Add Section to create a new section.
  

• A blank section will appear. Enter a section name that clearly describes the type of information it will hold (for example, Customer Details or Inspection Notes).
  

• Inside each section, you can add one or more fields to capture data.

• To change the order of sections, click Move To in the upper-right corner of the section. Select another section from the dropdown list to place the current section above it. If you choose the last section, your section will move to the end of the form.
  

• To remove a section, click Delete in the upper-right corner.
  

Use Optional Features

• Rules: Use the Rules tab to build if/then conditions that automate actions. For instance, you could create a rule that sends an email notification when a field value meets certain criteria, or hides/shows specific fields based on user input.
  
• Links: Use the Links tab to connect this form with other related forms. For example, a Work Order form might be linked to a Follow-Up Inspection form, allowing users to navigate seamlessly between them.
  

Preview and Validate

• In the upper-right corner of the form editor, click Preview to see how the form will look to end users. This allows you to check the layout, field order, and naming.
  

• Within the Preview window, click Validate at the bottom.
• Validation checks for errors such as:

• Required fields left without values

• Minimum or maximum limits not met

• Invalid formats or disallowed characters

Save and Publish

Forms can exist in different states, and the actions available depend on the state:

• Save Revision: Creates a version of an already published form for testing and updates. The revision must be republished to replace the live version.

• Save & Publish: Updates and republishes the form so it is available to all users.

Related Features/Next Steps:

• App Designer Basics
• Field Types

FAQ/Troubleshooting:

Q: Why can’t I publish my form?
A: Check for red dots on the tabs. These indicate errors that must be corrected before publishing.

Q: Can I test a form before publishing?
A: Yes. Forms saved as a Revision are only available to test users with specific permissions.

Q: What happens if I delete a section?
A: Deleting a section permanently removes it and its fields. Use caution, as this action cannot be undone.

Questions?  Contact us!