The ITAM Forms Manager features several tools to facilitate more effective and efficient forms management. These become especially useful as organizations develop an extensive number of custom forms.
Searching/Filtering the Forms List
At the top left corner of the Form Manager, a search box is provided for users to easily search and filter the list of forms. The search box becomes active when the user selects or click it with the mouse. When activated the search box will expand and display two search option tabs - "form elements" & "form title" - for searching the listed forms. Note that "form title" is the default option. The user may now enter text into the search box. Note also that the search is actively performed as the user enters each character filtering the form list based on the user entry. The results are displayed instantly and the search terms are highlighted.
In Form Search
If you are looking for forms that contain a certain keyword or key phrases, simply expand the search by selecting field values instead of the default form name option. This will display any form or module you are subscribed to that matches the search criteria you've chosen. In the case of a field element, you will be able to hyperlink directly to that place in your form from the search results.
The forms list may also be sorted based on a set of predefined conditions. Simply click the “Sort By” drop-down control located at the top right corner of the Form Manager.
Tip: To display the total entries for each form select the Sort By -> Total Entries option.
Administrators and users that manage a large number of forms across their organizations will find the "Tag" feature of the ITAM Forms Manager very useful. Tagging forms allows ITAM users the ability to create text based search criteria among forms that may not otherwise have a relationship. This allows the user to dynamically create categories and/or groups of forms based on the tag values assigned to the forms.
This will launch the Enter a Tag Name popup form.
To assign multiple "Tags" at once, simply input all of the tag names and separate them with commas.
Forms will typically remain disabled while being developed. When the form development is completed and ready to accept new entries it can be activated by clicking the Enable button.
Note in the sample image below that when a form has been disabled the form name appears as being struck though with a single line.
It may occasionally be necessary to temporarily close or disable a form and not accept any entries using the form.
- First, select the form that is to be disabled.
- Then, click the Disable button at the lower far right of the form entry.
A popup window will display allowing the user to modify the disabled form status message. When a user attempts to use the disabled form the form's status message will be displayed instead of the form fields. It is a good practice to customize the message for each form. This is useful for forms such as event registrations, job applications, and other forms that are time-sensitive. Also, personalized disabled/inactive status messages for each form will be more informative and useful to users if they explain the reason for the form being unavailable and provide a projected reactivation time.
Click the green "Yes, Disable this form" button to confirm.
It is important to understand that disabling a form is not the same function as deleting a form. Disabling a form does not result in data deletion from the database. It only makes the form inaccessible for data entry.
When you create a new form, a theme will be assigned to your form. A theme is basically a set of CSS code to control the look and feel of your form (colors, backgrounds, fonts, logo, etc). By default, the “IT Audit Machine” theme is assigned to your form. You can change the theme by clicking the “Theme” link and selecting a new theme from the drop-down list. There are built-in themes available and you can create your own theme by choosing the “Create New Theme” option.
Duplicating the Form
Duplicating a form will create an exact copy of the form, including all of the settings (notifications, payment, theme). However, it doesn’t copy the entries that were in the original form. The new copy will have no entries. If you need to create many forms with similar fields, it’s best to create a master form that contains all of the common fields. Every time you need to create a similar form, you can duplicate your master form and then modify it further. This way, you won’t need to add all of the fields each time from scratch.