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.
Creating a document from Document List user field
Document List user field enables you to create a document from your existing form. This is useful if you want to create associated or linked documents to the existing form. For example you might be creating an Quality Inspection Test Plant and want to create a linked Action Point with it.
This function will be using Custom Split. You can understand how to custom split by clicking here
Creating linked documents can be done in two ways. In Standard and Button styles. In both methods, it is important to link documents using Custom Split
Standard style will allow 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.
Button style will allow you to select one forms 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.
Create in Standard Form Style
This will allow you to click onto the 'menu' icon to open up a list of forms that have been linked by custom split function. You will be able to select multiple forms to link.
Two types of forms can be linked 1. Create New form or 2. Link Existing forms that already exist in the project.
Step 1. Go to Configure → Forms → Form Designer. Click Document List user field from left menu and drag and drop user field where you would like it.
Step 2. In the user field where it says 'Form Style', select Standard.
Step 3. When editing the user field, toggle on 'Apply to all Form Types'
Step 4. Go to form's General tab → Splitting tab → Link the Custom Split forms by clicking '+ Add New Button'
In this step, when splitting, toggle off 'Show Split button' . This way user will not see a button on the bottom blue pane of the form.
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 and existing forms. In example below, you see user selecting multiple forms to link.
Or 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
When viewing an existing form, you may not see Document List icon. If you click 'Respond' you will view it.
Create in Button Form Style
Similar to Standard Style, Button Style will allow user to click onto the 'menu' icon to open up a list of forms that have been linked by custom split function. Similar to Standard Style, you will be able to Create New form or Link Existing form from project.
But you will only be able to link one form to one document user field.
Step 1. Go to Configure → Forms → Form Designer. Click Document List user field from left menu and drag and drop user field where you would like it.
Step 2. In the user field where it says 'Form Style', select Button.
Step 3. When editing the user field under General tab, toggle off 'Apply to all Form Types'
Step 4. Under 'Restrict to the following document Types' add the Form that will be added in Custom Split.
Step 5. Select the form elements you would like to display on that button to identify which form is linked
View with Reference
View with Title
View with Status
View with Reference, Title and Status
Step 5. Go to form's 'General' tab → 'Splitting' tab → Link the Custom Split forms by clicking '+ Add New Button'
As a user :
You will notice that you are only able to link one form to the Document List user field. Also you see the full title, reference and status of the linked form (if that is configured) giving you more detail of the form.
For example you will see the title only of RFI form linked to ITP below
