Creating & Managing Documents

 

 

Create a Document

  1. Mouse over the Manage Forms tab and select Documents.  
  2. From the Documents page, select the Create Document button.
  3. Choose a document type.

  4. Fill out the Document Basics, as described below.
  5. There will be settings specific to your document type; review the documentation for specific document type for more details. 

 

Settings: Document Basics

Name/Description

Give the document a unique name. Optionally provide a description.

Filename

This is the name of the file that will be sent through data destinations.  

  • Use Data Record Expression Language to reference answers in your forms.
  • Static text can also be included.
  • For example, %r -- %a[Customer Name] would name the file like "20140812-180001002  -- John Smith."

  • Some data destinations will overwrite files with duplicate names.  Make sure file names are unique by including one or more of:
    • %r - the submission's reference number -- e.g. 20140920-1815562464
    • %r[id] - the submission's ID - e.g. 1815562464
    • %t - the time the form was submitted

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Document Timezone Source

Choose a document time zone source. This is the time zone for all dates and times in your document.

  • Team Preference Setting: Will use the time zone chosen for the team
  • Form Submission: Will use the time zone the form submission is made from (as chosen on the mobile device).
  • Custom: Choose a time zone.

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Preview a Document

View a preview of the document.  Questions will be answered with placeholders.

  1. Mouse over the Manage Forms tab and select Documents.  
  2. Select the document from the list by clicking on its name.
  3. Mouse over the dropdown beside the document name and press "Preview". 
  4. The file will download to your computer.  Open it to view it.

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Edit a Document

  1. Go to the desired document.
  2. Press the Edit Document button beside the documents' name.

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Copy a Document

Make a copy of the document in the current formspace, or copy it to another formspace.

To Copy the Document:

  1. Mouse over the Manage Forms tab and select Documents.  
  2. Select the document from the list by clicking on its name.
  3. From the drop-down menu beside the document name, select Copy.
  4. Select the Target FormSpace and document name.
    • Target FormSpace: The formspace the new document will be created in.
    • Target Document Name: The name of the new document.
  5. After completing the required fields, click the "Copy" button.

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Copy Document Configuration

The configuration of visual documents may be complex, and users may want to use the same configuration in another visual document, especially other visual document types (PDF to Word, Word to HTML, etc).  

To Copy the Document:

  1. Mouse over the Manage Forms tab and select Documents.  
  2. Select the document from the list by clicking on its name.
  3. From the drop-down menu beside the document name, select Copy Configuration.
  4. Select one or multiple documents from the list.  The document configuration will be copied to all documents in this list.
  5. After completing the required fields, click the "Copy Configuration" button. 

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Move a Document

Documents that are "In Use" by a form cannot be moved.

To Move a Document:

  1. Mouse over the Manage Forms tab and select Documents.  
  2. Select the document from the list by clicking on its name.
  3. From the drop-down menu beside the document name, select Move.  
  4. Required fields are highlighted with an asterisks.
    • Target FormSpace: The FormSpace the document will move to.
    • Target Document Name: Re-names the document when moved.
  5. After completing the required fields, click the "Move" button.

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Delete Document

Documents that are "In Use" by a form cannot be deleted. Deleting a document is permanent.  

To Delete a Document:

  1. Mouse over the Manage Forms tab and select Documents.  
  2. Select the document from the list by clicking on its name.
  3. From the drop-down menu beside the document name, select Delete.  
  4. A pop-up window will appear to confirm your action. Click OK to delete.

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Link a Document to Forms and Data Destinations

Documents are connected to data destinations at the form level.  When editing a form, this option can be found in the Destinations tab.  Read here for more information.

 

Auto-Link a Document to a Data Destination

There is also an auto-link option at the data destination level in the Destination Basics tab.  This can save time if most of your forms should be sent to the same location and send the same documents.  Note that these options only apply to forms created after this option has been selected. 

  1. Select "Auto-Link new Forms."  New forms created or imported (in the same formspace) will automatically be linked to this data destination.  
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  2. When "Auto-Link new forms" is selected, a box to "Auto-Link documents" to the data destination will appear.  When the destination is auto-linked to a form, the data destination will automatically be able to send these documents.  
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