Forms

A form is a set of questions written once and asked wherever it is needed: a portal page, a work order, a permit, a request. The answers land on the record that carries the form.

Admin › Forms lists every form, with its current version and how many places use it.

Writing a form

New form opens the editor.

• Name the form.
• Used on names the kinds of record the form is for. It puts the form first in the Add form list on those records, and the form stays available on every record.
• Description says what the form is for.
• Questions lists the questions, one row each: the question, its type, and its settings under the row's ⋯, such as whether an answer is required.

A question takes one of these types: String, Name, Email, URL, Number, Date, Date and time, Textarea, Boolean, Select, Address, Look up existing record, Map (ask for a place), Signature, Consent and Static text.

Save writes the form.

Versions

Changing the questions starts a new version, and Save says so: "This is now version 3." Renaming the form, rewording a label or reordering the questions keeps the version. Answers already given stay matched to their questions.

Each place that uses the form keeps the version it adopted. Open a form's row to see those places, each with its version. A place on an older version shows Adopt version 3 here in its ⋯, which moves that one place to the current questions. Each place moves on its own, so nothing changes under anyone mid-use.

Putting a form on a record

On a record, ⋯ › Add form puts a form on it. The form shows as a row under the record in its tree. Open the row to fill it in. Its ⋯ holds Remove form.

A filled form keeps the version it was filled under. Its answers sit on the record under the form's own name. Two forms that ask the same question keep separate answers.

Answers

⋯ More › Responses, or a form's own Responses, opens Form responses: every filled form, the record it is on and how many questions it answers. Orphaned only shows the responses whose record is gone, and Delete these orphans removes them.

Request forms

Aptli comes with one form per area that answers requests: Stock, Work, A charge and A permit. Request… on a record shows the form for the area you ask. Change its questions here to change what every request of that kind asks. See Requests.

Finding forms

The search box finds a form by name. Filters narrows by the record type a form is used on, shows retired forms and shows deleted ones.