Document List User Field

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

• Creation of new forms directly from within a section of the form.

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

Create a Document List User Field for a 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.

Open

Fill In the Details of the Document List User Field

Open

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. Refer here for information about Common, Excluded, Required, Available on Mobile and Update parent when changed.

7. Choose your Splitting settings. Refer here form more information regarding Splitting and here for more about Security.

8. Click Save.

Dynamic Mode Settings

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.

Forms to be Applied

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"

Mode

Go to Settings tab and click Dynamic.

Form and List Fields

Add user fields from the form and/or from list tables on the form to create the criteria.

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).

• When configuring a Dynamic Doc List, users can now pick Doc List User Fields in the criteria.

• To avoid confusion, other Dynamic Doc List User Field itself is excluded from the selection list in the criteria setup.

• User input in the selected Doc List User Field is used to find results where the Doc List field is populated with matching values.

• This works with other criteria, ensuring a comprehensive and accurate search experience.

Example Usage:

• If a user specifies a value in a Doc List User Field and combines it with other search criteria the system will filter results accordingly.

Display Mode

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.

Progress Bar Style

When Progress Bar is selected in the Dynamic Doc List settings, users can now configure the Progress Bar Style with two options:

• Standard: Displays categories as Open, Late, and Closed.

• Open/Closed Only: Combines Late and Open into a single category (Open) while keeping Closed separate.

Colour Customisation

For the Open/Closed Only style:

• Users can customise the colours for Open and Closed categories using a colour picker.

Once configured, the selected Progress Bar Style and colours will be displayed in the Dynamic Doc List on forms, reflecting the chosen visual settings.

List of Forms

Shows the associated forms as it does now i.e. a comma separated list.

List Style

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).

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).

Viewing the Dynamic List User Field After Set Up

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

In the Dynamic Doc List table, the following standard fields are displayed for forms:

• Reference

• Title

• Author

• Days Open

• Status by Colour

Security - Editable Status

Dynamic Doc Lists respect the editable status configuration, ensuring updates occur only when the list is in an editable state.

When a Dynamic Doc List has the Editable in Status option configured:

• If the Doc List is in an editable status, the dynamic search will execute, and the list will update based on the criteria.

• If the Doc List is in an un-editable status, the dynamic search will not run, and no updates will occur.

Manual Mode Setting

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.

Refer here for configuration of Progress Bar and List Style.

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.

Dynamic Document List - Include Publication Space Standard Fields

Dynamic Document List user fields supports three standard fields in Publication Space - 'PS Standard Fields'

• Revision Status

• Rev Type

• Rev Discipline

• For Documents, the following fields are displayed:

  • Document No#

  • Title

  • Revision (Rev)

  • Revision Status (Rev Status)

  • Revision Type (Rev Type)

If a row in the list table contains:

• Only Forms: The form-specific fields are displayed.

• Only Documents: The document-specific fields are displayed.

• A Combination of Both: Default behaviour displays the form-specific columns for all rows.

How to Include Publication Space Standard Fields

To add these PS standard fields in the Dynamic Document List Field- you must add them with the following hardcoded codes.

• REVISIONSTATUS

• REVISIONTYPE

• REVISIONDISCIPLINE

1. Create a select user field on your form with codes that match the codes above.

2. Alternatively if the user fields exist you can change their codes to these hardcodes noted above. 

3. The options for these user fields must match the options of revision status, type and discipline in publication space.

To learn more about how to import options click 'Import User Field Options'

4. Create a new document list user field that is restricted to Publication Space documents only.

5. Go to 'Settings' tab in the user field and select Dynamic mode.

6. Then in the List Field section add the user fields.  

A document count for Publication Space DOCS with display when the Display Mode is set to Progress Bar Mode.

As a user: 

When the Dynamic Doc List runs its search for Documents, it will look for the latest revisions of documents that match the criteria and associate it automatically with the Doc List Field as shown below.

Document Display Format in Doc List

Setting Up the Forms that can be Created from a Document List User Field

Document List user fields enable you to create a form from your existing form. This is useful if you want to create associated or linked forms. e.g. this is used in the Lot form, where you can create other quality documents linked to the Lot.

This is the Standard style which allows you to select multiple forms to link. The benefit of this is that you have flexibility to associate or link multiple forms to one Document List user field - thus having a one-to-many linkage.

Create your custom split ensuring Document List is checked and the Custom Split is unchecked. Refer here for more information regarding custom splits.

As a user

If you go to target form and click menu icon, you will have the option to click  '+ Create New' to link a new form or 'Link Existing' to link an existing form. In example below, you see user selecting multiple forms to link.

You can click the menu icon on the right of 'Link Existing' to pop up a search window where you can search for associated form with more filters

Configuration of Button style 

Button style will allow you to select one form to link. The benefit of  this is that you can have multiple Document List user fields, each restricted to one form type - making your process fool-proof.

With Button style, documents are presented as clickable buttons, providing quick access to essential information.

Refer here for how to set up button style.