Linked Forms (aka the Form Library)
This article covers how to link existing Forms to specific records. To learn about creating new Forms in Settings, go HERE.
Forms are ways of collecting data for a work item. You can have as many different forms as you would like. However, if you need to customize the contents of a form to suit the needs of a particular record, then it wouldn't make sense to add a form to your Settings for each individual case, as this would quickly become an unmanageable list. Instead, you can link a form to a record and then customize it from there.
CAUTION: Forms that are linked manually to sites will override the default form settings. For example, if you have a generic Annual Monitoring Form set to automatically attach to Site Visits with Type = Annual Monitoring, but then link a "Funding Source Monitoring Form" to Site Visits with Type = Annual Monitoring only to select records, the latter will override the former when a user creates a Site Visit with Type = Annual Monitoring within that record.
Jump to...
Linking a form
Instructions
- Navigate to the Work tab of a Portfolio record.
- Click on the three dots at the top right of the list and select + Add Linked Form... from the dropdown that appears.
- Select the Form, Work Item, and Work Item Type that you want the form to be linked to. Work Item Type is optional.
- Click OK. A message will appear asking if you would like to customize the form now that it's been attached. Those instructions are covered in the following section.
Did you know? You can add Linked Forms in bulk to multiple records using Data Viewer. Read more about that workflow HERE.
Customizing a Linked Form
Once you've linked to a form, you can customize it to suit that particular record without changing the template form in Settings.
Instructions
- Click on the three dots at the top right of the Work Item list and select the linked form that you want to customize from the dropdown that appears.
- Click Edit Form Layout at the top right of the page that opens. Once you are in the editing state, you can add new questions above or below each question by using the + (plus) buttons that appear on each listed question.
NOTE: You cannot delete or edit existing questions in a Linked Form. You can only add new ones.
- Save your changes by clicking the Thumbs Up button at the top of the record, or cancel your changes by clicking the Thumbs Down button.