Viewing Forms

Each form represents a subset of data in your business process.

See You Enter Data in Forms.

To open a form:

  1. On the Home page, click Data.

  2. To filter forms by type, click the Type filter chip in the Search box. Depending on the type of form you want to use, click the appropriate option:

    • Form

    • Ad Hoc: Ad hoc grids aren't confined by the form's design.

      See Using Ad Hoc for Data Entry and Analysis.

    • Smart Form: A type of data form, created in Oracle Smart View for Office and based on ad hoc grids.

  3. Toggle on the Hide Empty Folders option to hide folders that don't contain relevant artifacts for the current context. When the toggle is off, all folders are visible in the list region, including empty ones. When the toggle is on, only folders containing relevant artifacts for the Data artifact page are displayed.

    By default the Hide Empty Folders option is off, and will reset to off each time you start a new session. The state of the toggle is retained by the page during the session and is page-specific. Navigating away from the Data page and returning preserves the toggle state until the tab is closed or until you log out.

    Note:

    • If you perform a Search and the Hide Empty Folders toggle is off, all matching folders and artifacts are displayed. If the toggle is on, only folders containing matching artifacts are displayed. Empty folders are hidden.

    • If you perform a Move to action for an artifact or a folder, all folders are displayed and are selectable in the Move interface, regardless of the toggle state.

    • If you create a folder, keep in mind that newly created folders are empty and therefore will not display if the Hide Empty Folders toggle is on. New folders become visible after content is added to them, or if the toggle is switched off.

  4. Click the name of a folder to expand the folder the form is in, then click the name of the form to open it.

To open a form in Smart View, see Opening Forms and Ad Hoc Grids from Web Applications in Smart View for Office User's Guide.

Note:

A form might be prevented from opening if it includes undefined user variables. If you're prevented from opening a form, you'll see a message prompting you to select members for the user variables that were set up by your administrator:

Before you can open this form, you must select a member for each User Variable. To select members for missing user variables: Click here

When you click the link in the message, the User Preferences page opens in a new dynamic tab and the user variables with missing member values are displayed first. Select a member for each undefined user variable. After selecting an initial value, you can change it later in the form or in preferences. See Setting User Variables.

Data Page Actions

There are three types of Actions you can perform on the Data page:

Global Actions

At the top of the Data page there is a global Actions menu. Clicking Actions icon (More Actions) at the top of the page displays the following actions:

  • Create Ad Hoc: Creates an ad hoc grid.

    See Creating an Ad Hoc Grid.

  • Create Form: Creates a new form and places it in the folder that is currently open. If no folder is open, new forms are placed in the Library folder.

  • Create Folder: Creates a new folder in the currently open folder. If no folders are open, new folders are created in the Library folder.

    Note:

    Keep in mind that newly created folders are empty and therefore will not display if the Hide Empty Folders toggle is on. New folders become visible after content is added to them, or if the toggle is switched off.

  • Assign Permission: Assigns access permissions to the currently open folder. If no folders are open, permissions are assigned to the Library folder.

  • Move to: (This option is only visible if one or more artifacts in the listing are selected.) Moves the selected artifacts to another location in the folder hierarchy.

Folder Actions

To the right of the Data listing there is an Actions column. Clicking Actions icon (Actions) next to a folder displays the following actions:

  • Delete: Deletes a folder. The folder must be empty to delete it.

  • Rename: Renames a folder. The folder cannot be renamed if it contains other folders.

  • Move to: Moves the folder to another location in the folder hierarchy.

    Note:

    All folders are displayed and are selectable in the Move interface, regardless of the state of the Hide Empty Folders toggle.

  • Assign Permission: Assigns access permissions to the folder. Folder permissions apply to all items within that folder, even to items that may not be visible in the list.

Form Actions

To the right of the Data listing there is an Actions column. Clicking Actions icon (Actions) next to a dashboard displays the following actions:

  • Open: Opens the form.

  • Edit: Opens the form in the Form Designer.

  • Delete: Deletes a form.

  • Rename: Renames a form.

  • Copy As: Copies a form with a new name. The form is copied to the listing directly under the original form.

  • Move to: Moves a form to another folder.

    Note:

    All folders are displayed and are selectable in the Move interface, regardless of the state of the Hide Empty Folders toggle.

  • Copy URL: Enables you to copy and share the direct URL for a form. See Copying Individual URLs in Administering FreeForm.

  • Assign Permission: Assigns access permissions to the form.