Pages-Groups-Fields within Smart Forms

Modified on Fri, 29 Nov, 2024 at 8:56 AM

Pages - Groups - Fields

Smart forms can be applied to all projects to aid standardisation and consistency of data capture and display reporting. Smart forms can be altered at any time as processes, terminology and requirements change over time.

The ability to create, edit and delete Smart Forms lies with those users who have administrator level access. The visibility of Smart Forms (whole or part of) can also be configured to reflect project flow and access rights.

Smart Forms are broken down into three sections: Pages, Groups and Fields. There can be multiple fields within a group and there can be multiple groups per page. The page is the Smart Form itself.

Pages

Pages are the smart forms that will contain the groups and fields for the project.

Add a new Page

Click the Add button.
Enter a Description to set up the name of the page.
Select the interval from the Dropdown list. It is suggested to use daily to be able to make updates every day on the Smart Form.
Select the Display in Project Toolbar and PM Functions to be Yes, No or Based on Formula. If the page is to be displayed to some users but not all users, click the Based on Formula to set the display conditions.
Check the box to Archive this Smart Form if it is no longer being used.
Check the box to Display Print Button and users will be able to print the Smart Form page from Cora PPM.
Check the box to enable Print via Telerik Report which is a custom reporting tool.
Check the box to Display Audit Button to be able to see the updates made on the page with the time stamp and user information.
Check the box to Re-authenticate on Submit. If this is selected then when an approver clicks to approve a workflow item, they will be prompted to re-enter their password. Only if their password is valid will the workflow be approved. This feature is intended to mitigate the risk of a user leaving their Cora PPM session open and an unauthorised person approving workflow entries. This feature is only available for customers using Cora PPM’s user authentication. It is not compatible with single sign on (SSO).
Click Update and Close to create the new Smart Form

Edit, Order and Delete a Page

Click on the Description or the Edit icon to make updates to the Smart Form.

If the Smart Form has not been used, it can be deleted. If it has been used, it will need to be edited and archived.

For any of the Archived Smart Form, use the arrows to move it lower on the list. By default, all of the Smart Forms are ordered on this page alphabetically.

Groups

Every smart form must have at least 1 group and there is no upper limit to the number of groups on a smart form page. These are used to break up the page into logical sections for the user.

For example, when creating a Business Case document, one group would be for details of the user submitting the document name, date of submission etc. and another group for the written detail of the project.

To set up a new group,

Click the Add button.
Enter a name for the new group in the Description.
From the dropdown, select the Page that this group is associated with.
Select the radio button to Display this group. The options are Yes, No or Based on Formula.
Select the radio button to Allow Changes this group. The options are Yes, No or Based on Formula.
Select the radio button to Allow Submit this group. The options are Yes, No or Based on Formula.
Select a Colour for this group using the colour pallet wheel.
Select the Row Span in Page from the dropdown.
Check the box to Display on Single Line.
Check the box to Align Fields Across Columns.
Check the box to Hide Header Row and the group separator will not display. This can be useful when wanting 2 or more groups to appear as part of a single group for the user.
Check the box to Archive this group.
Check the box to make Available in Home Page.
Select how many columns for the Group Layout (maximum of 4). If you have multiple groups on a page, remember they are displayed vertically, and can have different number of columns per group.
Click Update and Close.

Fields

These are the data capture fields and there are many options available.

Click Add to create a new field.
Enter the name the field Label text box.
Select the group the field belongs in.
Select the Type of field and additional options. Once the Type is saved, it cannot be changed. If the field type needs to change, it is suggested to delete or archive this field and create a new one.

These additional options change based on the field Type selected as not all options are applicable to all field types.

Note: When selecting type "Milestone", a check box is available to ‘Include Completed Milestones’. Including all milestones in the grid could result in a large table of milestones. Administrators are advised to consider the layout of a smart form that includes a full milestone grid as it may cause other output to be pushed down the page.

Select the radio button to make this field Visible. The options are Yes, No or Based on Formula. If the field should only be visible for certain users or groups, select the Based on Formula option.
Select the radio button to Allow Changes. The options are Yes, No or Based on Formula. If the field should only be updated by certain users or groups, select the Based on Formula option.
Enter the Tooltip in the text box. This will provide additional details for the user to complete this field correctly.
Check the box to make the Label Formatting Hidden.
Check the box to Archive this field.
Check the box to make the entry of this field Unique Across System. IF this is checked, then a user will need to enter a unique value on every Smart Form.
Check the box to Hide at Program Level and this field will only be present on the Smart Forms on the Project level.
Check the box to Hide on Reports and this field will not be allowed to be a column on the different reporting options.
Check the box to Required Field and the user must complete this field before successfully saving the Smart Form.
Check the box to Attach Document to this field. There will be an attachment link with this field if selected.
Check the box to Enable Propagation.
Check the box to Save On Change. This saves the page once the user has selected their option from the dropdown list, rather than clicking SAVE at the bottom of the screen.
Check the box to Allow Comment on this field.
Select the Group Column from the dropdown to place the field into a group column.

Once all the additional options are set, click Save and Close.

Order, Copy, Edit, Clone and Delete Fields

Click on the Description or the Edit icon to make updates to the Field.
Click on Copy to create a new field entirely but with pre-set variables from the copied field, such as same field type, formulas, group etc.
Click on Clone to create a new field but with fixed variable that are the same information as the original. Only the Name can be changed. Cloned fields are for sharing the same base data across multiple pages, they're not designed to be used on the same page as the source field.

If the Field has not been used, it can be deleted. If it has been used, it will need to be edited and archived.

For any of the Archived Fields, use the arrows to move it lower on the list. By default, all of the Smart Forms are ordered on this page alphabetically.