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Edit Form Template State |
  
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Edit Form Template State |
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When a Form template is created or imported it automatically given a "In Development" state. In this state users with Form Creator security access can lock a form template to gain exclusive edit access the form template layout. This is to prevent multiple form template creators from modifying the form template simultaneously. In addition to creating and designing the form layout, a form template creator can also create a business process workflow as well as other associate properties. Once designing is complete, a form template must be unlocked and validated before it can be progress to the next state of the form template life cycle.
This is where the Edit Form Template State comes into play. Edit Form Template State allow Form Template Creators, Approvers and Publishers to transition form templates from one state to another during its life cycle. The life cycle of a form template is as follows:
• In Development: When a form template is created it is automatically assigned this state. A form template with the current state of In Development can be modified and amended until it becomes a valid form template. Information related to the form template such as form custom roles, form states form state security and form workflow can also be modified in this state. For a form template (parent only) to be valid it must contain form custom roles, form states and a form workflow. Once a form template becomes valid, it can be progressed to the next state, Pending Approval, in the form template designer workflow.
• Pending Approval: This is the next state in the form template life cycle. When a form template is in this state, it can be progressed to the next state, Pending Publish, or rejected to go back to the previous state, In Development. Information related to the form template such as form custom roles, form states form state security and form workflow can also be modified in this state.
• Pending Publish: When a form template is in this state, it can be progressed to the next state, Ready, or rejected to go back to the previous state, Pending Approval. Information related to the form template such as form custom roles, form states, form state security and form workflow can also be modified in this state.
• Available: This state indicates the form template development process is finished and is now ready to be used by the Data Collection Manager and Workflow Manager. Once a form template reaches this state, form custom roles, form states and form workflow can not be modified. However, state security access can be modified by the portal Administrator or a Super User.
• Archived: This state indicates the form template is no longer required for usage and is archived for keeping historical data.
• Closed: This state indicates the form template has been closed due to form template not needed anymore and has not yet been published.
NOTE:
When running in Lite User Mode, Pending Approval and Pending Publish states are not used thus the approval process for the form template only require 1 single step (In Development --> Available) as oppose to the Standard User Mode requires 3 separate steps (In Development --> Pending Approval --> Pending Publish --> Available)
The above image shows an overall navigation for the Edit Form Template State screen
Functionalities available within the screen include
• Change Form Template State
Change Form Template State
• Select an item from the list of available states in the Change State To field
• Click on the Update link button to apply changes
• (optional) Click Ok on the confirmation window to proceed, otherwise click Cancel
TIP:
Additional notes
• When the form template changes state
• a minor version is automatically incremented
• When the form template changes to In Development state
• a major version number is automatically incremented
• reports that reference the form template are marked as dirty, thus report fields will need to be regenerated again in order to be used
• When the form template changes to Available state, if Flat Table Structure option is used, the system automatically creates two database objects are created EFTable_{ID} and EFView_{ID} where {ID} is the form template ID