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Custom Forms Overview

Forms give you the ability to adapt Kantata OX to your organization's processes and requirements. You can create forms for creating projects to collect only the information relevant and essential to your organization.

 

Overview

Forms give you the ability to adapt Kantata OX to your organization's processes and requirements. You can use Forms to create projects, update projects, or display project information, including custom fields.

Using Forms to Create Projects

When used to create projects, Forms help you collect only the information that is relevant and essential to your organization and teams. You can add your own help tips to Forms to provide detailed guidance on how to fill out specific fields, improving the accuracy and quality of data. You can also add Custom Fields to Forms, ensuring that the fields that are necessary for your business workflows are present from the start of the project.

The default Kantata project create page can be replaced with your own form—allowing you to adapt Kantata to better match your organization’s needs.

Using Forms to Display and Update Project Information

You can streamline project updates by leveraging forms in a project workspace. Make team processes more efficient by displaying and updating project information—including custom fields—in the order that works best for your team.

Form_as_a_project_tab4.png

Forms Page

The Forms page lists all of your forms. If you haven't created any forms yet, the list will appear empty.

Forms page

Within the Forms page, you can:

  • Click Add Form to create a new form.
  • Edit a form by clicking the [Form Title].
  • Find a form using the Search field.
  • Click the Preview ("") icon to view a form.
  • Click the Clone ("") icon to clone a form. All the form fields and configurations will be copied to the new form. The new form will be saved as a draft.
  • Click the Delete ("") icon to delete a form. Note that a form must be saved as a draft before you can delete it.

NOTE

Only Account Administrators can create forms. Published forms will be visible to all account members, but only Project Creators and above can create projects using forms.

How to Create a Form

  1. Hover over Settings from the left navigation, then click Forms.
  2. Click Add Form.
  3. Select the Form Location:
    • Project Form
  4. Enter the form Title.
    This title is what appears under the Forms section in the left navigation after completion. If the form is added to a project as a project tab, the form title will also appear as a tab name in the project.
    Note: The form title has a 255 character limit, and changes made to the Title and Description appear on the canvas immediately.
  5. Select Configure Form. The Form Builder opens.
    - or -
    Select Save & Add Another to save the current form and create any other desired additional forms. Once you have added all of your forms, select Configure Form within the page of your final form. The Form Builder opens.

Form Builder

Form_Builder.png

The Form Builder is where you can manage and configure forms and their details. 

The Form Builder is divided into two sections, with the Details, Component Library, and Rules tabs on the left and the Form Builder Canvas on the right:

  • The Details tab provides general information about your form. You can edit the Title, Description, and Default Status of your form from this tab.
  • The Component Library tab lists all the fields you can add and configure to the form. If you're on the Enterprise or Premier plan, custom fields are also included. 
  • The Rules tab allows you to edit or remove rules for the form.
  • The Form Builder Canvas is an editable area where you can add, configure, and rearrange fields.

Go to the Form Builder Keyboard Shortcuts section for details on more Form Builder tools.

Tip: Select the Feedback button to send valuable information to Kantata concerning your experience with the Forms feature.

How to Use the Form Builder

You can access the Form Builder from multiple locations within Kantata OX:

  • After creating a Form, the Form Builder opens.
  • Go to Projects Forms > [Form Name]. Within the Form page, select Edit Form.
  • Go to Settings > Forms. The Forms page opens. Select the [Form Name] to open the Form Builder.
  • In a project workspace, select an editable tab. Within the editable tab, select Edit Form to open the Form Builder.

Add or Edit Form Details

  1. Within the Form Builder, go to the Details tab.
    Details_tab.png
  2. The Details tab includes the following information:

    • Status—Whether the form is published or a draft. Published forms appear in the Forms section in the left-hand navbar of the respective feature.
    • Location—The area within the Kantata OX user interface where the form is displayed.
    • Title
    • Description—A field that appears directly underneath the Form title. You can add an external reference to this description by including a hyperlink.
    • Set as default—When you set a create project form as the default form, the form will open when you click the Add New (“ ”) project button in the left-hand navbar or the Add Project button in the Project List. The form replaces the default Kantata OX form for new projects. This allows you to tailor the project creation process to match your business workflows.
  3. Enter or edit information within the fields as desired.
  4. Once you finish adding or editing fields, select one of the save options:
    • Save Draft—Saves changes and saves the form as a draft. The form will not appear in the left-hand navbar.
    • Publish—Saves changes and activates the form. The form will appear in the Forms section in the left-hand navbar of the respective feature.

Arrange or Remove Fields from the Component Library

  1. Within Kantata OX, go to the Form Builder.
  2. Within the Form Builder Canvas, located on the right side of the page, you can perform the following actions:
    • To move a field, hover over the field then use the move (" ") icon that appears to drag the field to another area on the canvas.
    • To remove a field from the form, click on the field in the canvas, then click Delete field in the configuration modal.
    • To add a field to a form, drag a field from the Component Library and drop it in a highlighted area in the canvas.Adding a field to a form
Note: Depending on your permissions, you may see varying categories of fields within the library. The Required section contains all the fields that are required at a minimum to submit the form. All required fields should be added to the form before publishing it.
Note: To allow a project creator to set a form as an additional tab in the project workspace, add the Project Tabs field to the Form Builder Canvas. Forms that are set as project tabs can be used to update the project or to display project information, including custom fields.

 

  1. Once a field is on the form, you can click the field to configure it.

-or-

If you want to save your canvas progress before configuring fields, select one of the save options:

  • Save Draft—Saves changes and saves the form as a draft. The form will not appear in the left-hand navbar.
  • Publish—Saves changes and activates the form. The form will appear in the Forms section in the left-hand navbar of the respective feature.

Configure Fields in the Form Builder Canvas

  1. Within the Form Builder, go to the Component Library tab.
    Note: Depending on your permissions, you may see varying categories of fields within the library. The Required section contains all the fields that are required at a minimum to submit the form. All required fields should be added to the form before publishing it.
  2. To configure a field after adding it, click on the field in the Form Builder Canvas.Screen_Shot_2022-04-18_at_3.33.32_PM.png

You can set the following options:

    • Label—The label that will appear on the page when the form is used.
    • Placeholder—You can use the placeholder to provide a brief description or hint for the field.
    • Default Value—The value that pre-populates in the field when the form is opened. If the field has a commonly used value, enter it as the default value.
    • Tooltip—Use the tooltip to provide detailed guidance on how to complete the field. The tooltip appears as a question mark (" ") icon beside the field label. Hovering over the tooltip displays the tooltip text.
    • Required—If checked, the user must enter a value in the field in order to submit the form. Use this setting to ensure people fill out all fields that are essential for your organization's processes.
    • Read Only—If checked, the field will appear on the form but users won't be able to enter or select a value. This setting can be used in combination with a default value: If there’s information that should always be submitted and should not be changed by users, you can add a default value and mark the field as read-only.
    • Hidden—If checked, the field will be hidden on the form. This setting can be used in combination with a default value and the read-only option: If there’s information that should always be submitted and not changed by users, you can hide the field to reduce the number of fields that appear on the form.
    • Add a rule—You can configure a rule for the field to change the display and behavior of other fields based on the values entered or selected in the field.
  1. Click the Close (" ") icon when you are finished configuring a rule.
  2. Once you finish adding and configuring fields, select one of the save options:
    • Save Draft—Saves changes and saves the form as a draft. The form will not appear in the left-hand navbar.
    • Publish—Saves changes and activates the form. The form will appear in the Forms section in the left-hand navbar of the respective feature.

Edit or Delete Field Rules

  1. Within the Form Builder, go to the Rules tab.
    click_rules_tab.png
  2. To edit a rule, select the [Rule]. The Edit a rule window opens.
  3. To delete a rule, hover over the rule name in the Rules tab then select the Delete (" ") icon.
  4. Click Publish or Save Draft to save your changes.
    • Save Draft—Saves changes and saves the form as a draft. The form will not appear in the left-hand navbar.
    • Publish—Saves changes and activates the form. The form will appear in the Forms section in the left-hand navbar of the respective feature.

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Form Builder Keyboard Shortcuts

Form Builder Keyboard Shortcuts

The following keyboard shortcuts are available when in the Form Builder.

Navigating the Canvas

•   Tab  to select a field, select its move (" ") icon, or navigate through its configuration options.

•   Space  to close configuration options, when the close icon is selected.

•   Tab   Tab   Tab   Space  to navigate across fields.
The first Tab selects a field, the second Tab selects the move icon, the third Tab opens configuration options, and Space closes configuration options.

Editing a Field

When a field is selected:

•   Enter  /  Return  to open the field configuration options.

•   Backspace  /  Delete  to remove the field from the canvas.

Moving a Field

Once a field's move (" ") icon is selected:

•   Space  to enter move mode. Highlighted areas will appear in the canvas where you can place the field. While in move mode, the field you're moving will not be visible in the canvas.

While in move mode:

•   ↑   ↓   ←   →   to navigate through the locations you can move the field to.

•   Enter  /  Return  to place the field in a highlighted area.

•   Esc  to remove the field and exit move mode.

How to Use Forms to Display and Update Project Information

Forms can be leveraged to display and update project information, including custom fields. An Account Administrator is required to create and publish the form, and a Project Administrator is required to add the form(s) to the project workspace.

Project Administrators can add forms to a project workspace in two ways:

  • When creating a new project using a form
  • In Project Settings (for existing projects)
Note: Once a form has been added to a project workspace, any project participant can view the form, but only Project Administrators will be able to update project information using the form. Additionally, users will only see values for the custom fields that they are allowed to view.

Creating a Form

Before a Project Administrator can add Forms to projects, an Account Administrator must create them.

  1. If you haven't already, create a form. Forms can be used to create new projects and/or update existing projects.
  2. If you want to allow project creators to choose which form(s) to add to the project workspace while creating a new project with this form, add the Project Tabs field to the form.
    Add_the_Project_Tabs_field.png
    Note: Alternatively, you can edit an existing published form and add the Project Tabs field to the form.
  3. Publish the form. Project Administrators can now set the form as a project tab for new and existing projects.

Adding a Form to a New Project

Once a form has been created, a Project Administrator can add the form during project creation.

  1. In the left navigation, select Projects, then select a form.
  2. Fill out the project information.
  3. In the Project Tabs field, select the form(s) you would like to be displayed as a tab in the project.
    Select_a_form_in_the_Project_Tabs_field2.png
  4. Click Save. The project is created and the form(s) you selected appears as a tab.

Adding a Form to an Existing Project

Once a form has been created, a Project Administrator can add the form via the Project Settings.

  1. In the project, open Settings from the Actions (“ ”) drop-down menu located to the right of the project name.
    Click_Settings.png
  2. In the Editable Tabs section, select the form(s) you would like to be displayed as a tab in the project.
  3. Click Update Project. In the project, the form(s) now appears as a new tab.

Form_as_a_project_tab4.png

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