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This is a special type of field that can be added to a form to allow the:

  • Creation of new forms from directly within a section of the form.
  • Link related documents i.e. link existing documents directly within a section of the form.

1. Go to Configure > Form Types.

2. Select the form you want to add the Document List user field to.

3. Click on the User Fields tab.

4. Click on Add New.

Create Document List User Field

1. Give the user field a code.

2. Give the user field a description.

3. Add helper text if required.

4. Size is not applicable for Document List user fields. 

5. Choose the security for your user field.

6. Choose your advanced settings.  In particular choose which forms will apply to this user field.   E.g. If Apply to All Forms is toggled on the user will be able to choose any form.  If it is toggled off you can restrict the forms the user can choose from.

7. Choose your Splitting settings.

8. Click Save.

For more information regarding Basic Settings, Format, Advanced Settings and Splitting Click Here.

For more information regarding Security Click Here.

Setting Manual or Dynamic Mode

Dynamic Document List User Field simplifies form management and saves valuable time. The document list user field can automatically populate relevant forms based on predefined criteria, eliminating the need for manual searching and linking. The Display Mode lets you choose between a progress bar or a list format for viewing associated forms, while the Update Mode ensures seamless data synchronization.

To use Dynamic Mode the Document List User Field needs to be set to Common in the Advanced Settings.

Configuring Dynamic Mode

1. Go to General tab, The Apply to All Form Types must be toggled off, and then add the forms "Restrict to the following document Types"

2. Go to Settings tab and click Dynamic

3. Add Form Fields and/or List fields to create the criteria.

The list of available fields for selections are defined by these settings

  • The fields from the form types you selected in the general tab
  • Whether the fields are configured as common across the form types you selected
  • Whether the fields match based on user field code, type, description on the form types you selected
  • Fields are selectable field types (Select, Radio, Cascading, Checkbox)

If the fields do not meet the above criteria, they will not be available for selection in the criteria section.

Form Fields

Are fields available outside of any list control on the form type you are configuring the dynamic field

List Fields

Are fields within a list of the form type you are configuring the dynamic field

Once a field from a list is selected, the available fields will be further refined to only show the remaining fields within that same list (if a form type has multiple list controls).

4. Select the Display Mode.

Display mode defines how the document list user field will be shown when viewing the form.

Progress Bar - shows the associated forms to the document list as a progress bar that shows Open, Late and Closed forms.

List of Forms - shows the associated forms as it does now i.e. a comma separated list.

5. Select the list style (applicable only for progress bar display mode).  This allows you to define whether the forms associated to the document list are expanded or collapsed by default. (Refer Progress Bar image above).

6. Select Update Mode.

On Form Update - the dynamic field is updated when the form is updated. An update to the form is defined as a response to the form.

On View - the dynamic field is updated based on viewing the form in the configured time period. (15 mins, hourly, daily).

6. When you are finished developing the criteria, click save.

7. When viewing the form after the document list user field is set to dynamic mode, the document list user field will automatically fill in the rows based on matching criteria.

In the example below it will search for forms where:

  • Zone = Zone 1
  • Discipline = Auto Train Protection
  • WBS = Phase 1 / Adelaide Yard

Manual Mode

Manual mode means you would manually link forms to the document list user field.

In manual mode you can configure whether:

  • to display the forms associated with the document list user field as a progress bar or a list of forms.
  • the table for each row is auto expanded or collapsed if configured as a progress bar.

Form View with Manual Mode

The document list user field can be shown as a progress bar or a list of fields.

On form response you can edit the document list user field.

Setting default values for user fields 

You can add default values to the list user field : 

  1. Go to Configuration from menu tab, select the form that has a list table, and click 'Form Designer'
  2. Select a user field from the list table, and click 'Edit' on the right hand menu
  3. You will see 'Default Values' tab on the left
  4. Click 'Add Value' and pick the value you want to show as default 
  5. You can add more values by clicking 'Options' on the left

6. You can also import values from an Excel file by clicking 'Import Default Values' 

When the form is created the list will be prepopulated with the default values set

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