Working with Forms

This section describes how to:

Search for forms.
Complete forms.
Preview the form approval path.
Approve or deny forms.

Pages Used to Work with Forms

Page Name	Definition Name	Navigation	Usage
Search/Fill a form	FORM_ADD	The menu navigation to access the form depends on the menu under which it was published. You can access the form by selecting one of these paths: select Enterprise Components, then select Forms, then select Search/Fill in a form select <Menu Path>, then select <Form Label>	Search for an existing form instance to update, or complete a new form instance.
Form	FORM FORM2	Access the form using the menu under which it was published.	Complete a form instance and submit it for approval.
<Portal label (approval preview)>	FORM_APPR_MAP	Click the Preview Approval button on the Form page.	Preview the approval path for a form.
Instructions	FORM_INSTR	Access the form using the menu under which it was published, and click to select the Instructions page.	Review form instructions if needed.
Attachments	FORM_ATCH	Access the form using the menu under which it was published, and click to select the Attachments page.	Download and upload attachments to the form if needed.
Form Approval	FORM_APPR_ACTION	select Enterprise Components, then select Forms, then select Approve/Review a Form Approvers can also access pending forms from their worklist.	Approve or deny a form.

Search/Fill a Form Page

Use the Search/Fill a Form page (FORM_ADD) to search for an existing form instance to update, or complete a new form instance.

Navigation

The menu navigation to access the form depends on the menu under which it was published. You can access the form by selecting one of these paths:

select Enterprise Components, then select Forms, then select Search/Fill in a form
select <Menu Path>, then select <Form Label>

Image: Search/Fill a Form page

This example illustrates the fields and controls on the Search/Fill a Form page. You can find definitions for the fields and controls later on this page.

To find an existing form instance:

Select the Find an Existing Value tab.
Enter values in the fields to find the form instances that meet the criteria and click Search.
Click the form to view, you will transfer to the Form page where you can review the form.

The Document Key String is a concatenation of a form's key field values separated by the slash character (/).

To add a new form instance, navigate to the Form component pages using the menu under which the form was published.

Form Page

Use the Form page (FORM or FORM2) to complete a form instance and submit it for approval.

Navigation

Access the form using the menu under which it was published.

Image: Form page showing a new form instance that has not been completed

This example illustrates the Form page when a new form instance is added, but has not been completed. You can find definitions for the fields and controls later on this page.

Image: Form page showing a saved form instance that is ready to submit for approval

This example illustrates the Form page when it is saved and ready to submit for approval.

Image: Form page showing a posted integrated form instance

This example illustrates the Form page showing a posted integrated form instance.

Users can complete the fields, review the instructions, and download and upload attachments as required. Each form instance will have the following fields, in addition to the fields defined by the form designer.

Seq. Nbr (sequence number)

The system assigns a unique sequence number to identify each completed form when the form instance is saved.

Subject

Enter a subject. Form users can search for form instances using the subject field.

Priority

Select a priority for the form. This field is for informational purposes only.

Status

Lists the status of the form. This value is automatically assigned.

Due Date

Specify the date the form is required to be approved or denied. This date is for informational purposes only.

More Information

Enter additional information for the form.

The following action buttons appear depending on the form's current status.

Approver Status

Click to view the current approval flow for the form.

Available for forms in Pending status.

Submit

Click to submit the form for approval.

Available for forms in Initial or Cancelled status.

Cancel Approval

Click to cancel the form.

Available for forms in Pending status. Any pending approvals are canceled.

Preview Approval

Click to view the approval workflow.

Available for forms in Initial or Cancelled status.

Save & Post Form

Click this button to post the data to the transactional tables of the component the form instance is associated with. A message appears to confirm that the form has been successfully posted to the transactional tables.

This button is available only for form instances in Approved status that have a defined component interface mapping, and only to users that have access to the application component that is associated with the component interface to which the form is mapped. For example, if a user has access to the Department component then they will have access to this button if the form instance has been approved and the form is set up to integrate with the Department component interface.

Attachments

The attachments page enables form users to download any attachments that were defined as part of the form, as well as upload any documents that are required for the form to be approved.

<Portal label (approval preview)> Page

Use the <portal label (approval preview)> page (FORM_APPR_MAP) to preview the approval path for a form.

Navigation

Click the Preview Approval button on the Form page.

Image: <portal label (approval preview)> page

This example illustrates the fields and controls on the <portal label (approval preview)> page. You can find definitions for the fields and controls later on this page.

Click the Submit button to submit the form for approval, or click the OK button to return to the form page.

Click to insert additional approvers after the form has been submitted.

Note: You can only insert ad-hoc approvers.

Form Approval Page

Use the Form Approval page (FORM_APPR_ACTION) to approve or deny a form.

Navigation

select Enterprise Components, then select Forms, then select Approve/Review a Form

Approvers can also access pending forms from their worklist.

Enter any comments, then click Approve or Deny to update the form.