The Forms module allows the ability to create digital forms within Centrik and essentially allow organisations to become paper free.
The Forms module can also be seamlessly linked to the Workflows module so that on submission of a form, a workflow can automatically be started.
Clicking on the Forms icon leads you to the Forms landing page.
Forms are added, removed, created, amended, and configured via three main buttons.
Edit Forms – The area where the Form template is created, and where it can be linked to a workflow
Edit Templates – The area where sections of your form are created
Edit Fields/Values – The area to create lists, these lists can then be utilised to create dropdowns, list boxes, or radio buttons, amongst other functions.
The My Forms area will be where all your individual forms are kept.
Additional access rights will allow a user to see the ‘View History’ button on the landing page and look at this area in further detail.
System configuration can create additional subsystems within the Forms Module. This can only be created by Centrik.
When a form has been submitted you are able to view the history of that form type by using the ‘View History’ button, here you can download this form in order to create independent analysis outside of Centrik, if required.
Creating / Adding a Form
1. Click on the ‘Edit Forms’ button
The Edit Forms area is the top layer of the forms module, it is here that you can control which form relates to which area of an organisation, you are able to create groups and within each group create several forms.
If your system is configured to be multiple subsystems this means you can hide and restrict forms from individuals whose job role doesn’t require them to use that type of form.
Form Group – The area where this form belongs
Form Number and Name – The name of the individual form, it may or may not have a number
Add Group – The ability to add another Group area
Selected Forms – The ability to show, or hide a form, when you are creating a form, you may want it to be hidden from view until it is completed. When the form is finished this area will allow you to show your form on the Forms landing page.
The play button at the end of each form, will allow you to look at an individual form in more detail.
Edit Forms
Editing existing forms
If you need to make a small edit to an existing form, such as changing a form name, removing it from a group, or deleting a form.
1. Click on the ‘Edit’ button
2. Editing a Form Group Name - Make the amendments within the Form Group Area
Editing a Form Number and Name – Make the amendments withing the Form number and Name area
Removing a form from view – uncheck the blue coloured tick of the required form
3. Click on the ‘Save’ button
Adding a New Group
1. Click on the ‘Edit’ button
2. Click on the ‘Add Group’ button
3. Enter in a Group Name, where this form will sit, or belong (you are able to move the group order by clicking on the double ended arrow and dragging and dropping into position)
4. Click on the ‘Add Form’ within the newly created group (if adding a new for to an existing group, click on the ‘Add Form’ button within that group area)
5. Enter in a form number in the top box and a form name in the lower available box
6. Click on the ‘Save’ button
*Note – After adding in the Form Group alongside the Form Number and Name the newly created form will be added to the forms within the Selected Forms area, the form will not be visible though at this stage, unless the check has been ticked
7. Click on the ‘Play button’ of the newly created form
This area is where you can create the template foundations of your form.
Form
The details of the form number and name, plus the form group that this form sits in.
Has Date – Do you want to record a date on this form
Has Time – Do you want to record a time on this form
Has Description – Do you want an area for a description to be recorded
Has Location – Do you want to record a Location
Workflow Link
The area where you can link this form to a workflow
Notifications To
Using the ‘Add’ button you can allow for notifications to be sent to a individual, Role, or Department when this form has been submitted
Sections
This is where you can build different sections into your form
Clicking on the ‘edit’ button allows you to amend the above, when the edit button has been clicked all available sections that currently exist within the forms sections will be displayed, if you want to select one of these for this form click on the checkbox. If a section does not exist, you can create one and select it at a later stage.
8. Clicking on the ‘Edit’ button allows you to edit this page
9. Click on the ‘Save’ button to save your selections.
Edit Templates
Creating different sections for a form (what areas appear and can be completed) is achieved within the Edit Templates area of the Forms landing page. Once a section has been created it can be added to a created form.
1. From the Forms main landing page, click on the ‘Edit Templates’ button
A list of any current sections that can be selected is displayed, clicking on the play button of any section will allow you to explore that section further as well as amend, delete, or re-name any areas (if it is required).
2. Click on the ‘Add Template’ button
3. Add in a section name in the available box
4. Click on the ‘Save’ button
5. Click on the ‘Play button’ of the newly created section to add details of what this section contains
6. Click on the ‘Edit’ button
There are two areas enabled after clicking on the edit button.
Add Field – gives you the ability to add a single field that can be configured to contain items such as a simple text, multi text field, Aircraft dropdowns, date fields, or single ADREP fields.
Add Entity – gives you the ability to add in groups of ADREP information or blocks of single fields collated as a block of information.
*Note, the majority of the time it is the Add Field that will be utilised.
Clicking the Add Field button displays an editable box, this will be what is visible on your form.
This symbol will allow you to grab and move the box into a different location within your form
This symbol makes the box smaller
This symbol makes the box bigger
This symbol deletes the box
Some of the available selectable options using custom field (not exhaustive)
1. A selectable dropdown area of ADREP fields or a custom field, options include a single text box, multi text box, and date amongst others
2. The title text that is displayed for the field on your form
3. The ability to place hover text, an explanation of what information you require to be inputted
4. Whether this is an optional field or a mandatory field
5. A dropdown of options for various field types
6. Identifier, a field linking this section to the pdf of your certificate
7. An option to whether this is a single box or if multiple boxes can be added
7. Click on ‘Add Field’
8. Enter in the details for this field, for example if it is a custom field, the text title of the field, whether the field is mandatory or optional, the type of field required and if you can use it only once or multiple times.
9. Complete the process for the number of required sections that you are creating.
10. Click on the ‘Save’ button
Edit Fields / Values
When creating a form, you are able to select different options relating to how your form will look, this achieved by selecting a text box, date field, contact field etc. If using the selection of a dropdown list, list box or radio buttons style these allow the selection of fixed values that can be selected by the individual completing the form. There are a number of default selections within Centrik, these values can be configured through the Edit Fields/Values button. You are also able to add additional values using this process.
1. From the Forms landing page, click on the ‘Edit Fields/Values’ button.
All currently available values lists will be displayed, to edit an existing value click on the ‘Play’ button and add, amend, or delete where required. Clicking on the ‘Save’ button will save your inputted details. To edit a name of a value list, click on the ‘Edit’ button, make the required changes, click on the ‘Save’ button.
Add a New Value List
1. Click the 'Edit Fields/Values' button from the Forms landing page
2. Click on the ‘Add’ button on the value lists landing page
3. Add in the name of this value list (not shown publicly)
4. Click on the ‘Save’ button
5. Click on the ‘Play’ button of the newly created value
6. Click on the ‘Add’ button to add a value, click on Add as many times as required in order to complete your list
7. Enter in the text (this is what will be selectable), enter this once in each of the three boxes
8. Click on the ‘Save’ button.
Once the list has been created you are able to use it when selecting a custom field from within your form setup.
9. Navigate to your form where you want to add this dropdown list.
10. Click on the ‘Edit’ button.
11. Click on the ‘Add field’ button.
12. Leave the selection defaulted to Custom field
13. Enter in your required Title text.
14. Select either dropdown, radio button or list box from the selectable list
15. Selecting the above activates the selectable area for the dropdown lists, simply select your newly created dropdown list (usually at the bottom)
16. Click on the ‘Save’ button.
Adding Values to a created Form Section
Once you have created your sections you can link them to your form.
1. Navigate to the forms landing page
2. Click on the ‘Sections Templates’ button
3. Click on the ‘Play’ button for the required template
4. Click on the ‘Edit’ button
5. Select an option for the box that requires a dropdown list, list box, or radio button
6. Once drop-down, list box, or radio button is selected the box below this option becomes active, select your newly created value from the available list.
7. Click on the ‘Save’ button
Adding Sections to a Form
1. Click on the ‘Edit Forms’ button
2. Select the Form required by clicking on the ‘Play’ button
3. Click on the ‘+Add Form Sections’ button
*Note - if this is an existing form then previously selected sections may already be in place, in which case select the ‘Edit’ button to allow sections to be selected)
4. Select a created section from the list by checking the associated check box
5. Click on the ‘Save’ button
Adding a Workflow Link
In order to create a workflow link a workflow needs to be created first, this can be a workflow or a management of change workflow.
1. Click on the ‘Edit Forms’ button
2. Select the Form required by clicking on the ‘Play’ button
3. Click on the ‘Edit’ button
4. Within the Workflow Link section, select the subsystem of where the workflow is, select from the workflows listed, and finally select if you want this workflow to start automatically upon submission of this form, or manually.
5. Input a workflow owner
6. Click on the ‘Save’ button
Adding in Notifications
You can add in notifications to an individual, a role, or a department upon submission of a form.
1. Under the Notifications area, click on the ‘Add’ button
2. In the popup box, enter in the details of the recipient (this can be an individual contact, a department, or a role)
3. Choose a subsystem (if specific to a certain subsystem, the default is all)
4. Choose the organisation
5. Click on the ‘Save’ button
*Note - You can add in multiple notifications if required.
Form Analysis
When a form is submitted, the information it contains is collated and stored within the History area of each form.
A ‘View History’ button is displayed if you have the correct access rights allocated to you.
1. Click on the ‘View History’ button
A selectable date period can be accessed from the Show forms… dropdown list allowing you to filter forms from the last 3 months, last 6 months, or all.
Details that can be viewed include;
- Details of who submitted the form
- The form report number
- The title of the form that has been submitted
- The date it was submitted
- Details of any associated workflow along with its status.
The data can also be downloaded if required.