What is form #
Form is a basic structure of groups and attributes configured and ordered to visualize the document. Everything starts from a form in Navigator365, even the user is built on the form. The form consists of attributes like text, integer, date, selection attributes, charts, groups, and system fields.
In Navigator365 you can design and configure forms by using a visual editor. When you double-click on the element, the sidenav with the configuration will appear on the right.
Types of forms #
There are several types of forms in Navigator365.
The standard option for creating a form which is used to work with documents. Based on form you can create several instances of document.
A special definition of form is strongly connected with the standard form. Using view you can configure a different look of the document. Documents created both on view and form are treated the same by the system, e.g. by standard are displayed on the same list. When adding a form view you need to choose an already existing form (From form) to base a new view on it.
A form that is used to show information, is usually a main landing page (Dashboard) of the application. The dashboard usually contains lists of documents, buttons, graphs, etc. to help you navigate. Creating a Dashboard is similar to making a regular form however it requires more attention to groups to design a desired look and better user experience.
Composite attribute #
This kind of form is used to create complex attributes. For example, if you need a control for displaying addresses that contain fields such as street, city, ZIP code, etc. you can build a composite attribute that contains all such fields and insert them in regular form. Such attributes can be used in many forms therefore you can build it once and use it many times.
This type looks like a regular form with all the attributes but the difference is you can create only one document based on it. The power of this form is that this document could be used as a configuration form for an application. Using the “mentions” mechanism you can easily refer to fields on such documents. For example, if you need an hourly rate you can add such a field on the configuration form and use it to calculate the expense on each document in the application The system Global settings form is a good example. Such an attribute is only one and stores all Navigator365 system settings. It is however built the same way as a standard form with attributes.
Creating a form #
To create a new form you should provide the name of the form and the type of the form. It is automatically set as type: Form – can be changed if you want to create a view of a form, a composite attribute, a dashboard, or a configuration form. After filling Form name you can press Save to create a new form.
Form configuration (settings) #
On the first tab – Settings – beside Type and Form name there are a few other options.
It is worth mentioning that you can at any time change the name of the form but you cannot change the type of the form.
Form guid – a read-only field that shows GUID – the unique identifier of the form, available after the new form is saved. Each object in Navigator365 is identified in a database by this field. It can be used to write a complex SQL query.
Form description – here you can write a short description of the form. This information is available only from the form configuration so only to app administrators.
Label layout options – this is the default label layer configuration. You can change this option on each element of the form but if you do not change the element option will be identical to this. There are three options:
2-column layout: The label is on the left side of the element
1-column layout: The label is on the top of the element
Label on the right side: It is similar to a 2-column layout but with a label on the right side. This option is used mostly for attributes such as checkboxes where the attribute is on the left and the label is on the right.
Document history options – by using this option you can decide how much data will be stored in the document history. The document history will record all information about the creation and modification of the document.
None: document history will not be stored
All changes: all changes made on the document will be stored
Last change: only the last change will be stored
Element accessibility – in Navigator365 forms are assigned to the application and by default cannot be used outside this application. If there is a need to use a form in another application you have to change this option. There are three variants available:
Private: form can be used only in this application (by default)
Public: form can be used in all applications, even those created in the future
Shared with applications: most common and advised option for security reasons. You can specify a list of applications in which this form will be available. Notice, that if you later add a new application and want to use this form in this new application you have to share it with this new application.
Form tab #
In this tab, there is a visual editor of the form. On the left, there is a toolbox that contains all the attributes you can add to the form. A detailed description of the attributes can be found in another article. Notice that some attributes can be added to the form only once (system attributes). Be aware that there is a limit to the number of attributes in the database. Most of them can be added only 25 times on one form. The exceptions are Integer – 75, Decimal number – 75, Checkbox – 35, Textbox – 100, Multiline input – 50.
Here you can specify privileges to the documents based on this form. Of course, you can add permissions to each document separately, configuration from this form is the default for all documents.
There are several types of permissions: Read, Add, Edit and Full Control
Add permissions – add users or groups of users who can add new documents,
Full control permissions – add users or groups of users who can modify and delete documents,
Edit permissions – users and groups of users who can modify documents,
Read permissions – users and groups of users who can view documents in the read-only mode.
You can select groups, users, etc. from the drop-down lists pinned to each option.
Slightly below is a section with special permissions for the user who created the document based on this form.
A creator may have full access to the document (Full Access option) – which means that the user can both edit and delete the document in the future. The creator can have edit-only (Edition), read-only (Read-only) access, or not be allowed to use the document after it was created (No-access).
It is important to know that permissions are set on many levels in the Navigator365 system and you can learn more in this article.
View settings #
In the “View settings” tab you can define the type of access to a particular attribute for the user of the form.
There are several types of access: Visible, Editable, and Required. Of course, you can change it by defining conditions on the form or in the workflow process.
VISIBLE: The user can see the attribute, but cannot change its content.
EDITABLE: The user can see the attribute and edit its content. Checking this option will automatically select the “Visible” checkbox.
REQUIRED: As in the “Editable” option, but additionally the document will not be saved if the user leaves this field blank.
As you noticed, you can see here the attributes that were created in the “Form” tab. All fields are set to “Visible” by default.
You can change the access of each attribute in the attribute settings (you can learn more in this article) and in the processes inside the view settings on paths. More about processes can be read here.
An application programming interface (API) is a way for two or more computer programs to communicate with each other.
In this tab, you can find and set attribute codes needed to create your API. Attribute codes must be unique, otherwise, your API may not work properly. Therefore, the system checks the attribute codes and sends you an appropriate error message. The system generates a unique set of attributes automatically for each form.
API code could be used, for example, in Call Rest API action in the workflow process or from another system.
In the “Dependencies” tab you can see if a form is used in other form views, lists, and processes. Note that if it is used elsewhere it cannot be deleted, the application will notify you with an appropriate message. First, you would need to remove it from the depending elements. Lower you can find also what processes, lists, etc are used on this form.
You can click on each dependency and display it in a popup window.