Using the Intake Form Designer for Reference Entities

This topic describes how to use the Intake Form Designer to create intake forms for your reference entity types.

After you create your reference entity type, you then need to create the intake form for your reference entity type. Using the Intake Form Designer for reference entities is the same as designing other form designs, such as permits, licenses, and so on.

For the most part, when creating reference entity form designs the same set of features are available that you would use creating other form types, such as adding user-defined fields, adding logic, setting up controlled display, and so on. There are some differences:

• Less predefined field groups provided.

• Exporting form designs isn't supported.

• Versioning isn't supported.

Reference Entity Predefined Field Groups

These predefined field groups are unique to designing reference entity intake forms:

Field Group	Description
Reference Entity Information	Required. Captures required general information for adding a reference entity in the system, similar to the Application field group in a permit or license.
Reference Entity Location	Required. Captures the reference entity location details in a standard grid format. You will need to select an agency and public map profile, similar to working with the Property field group in a permit or license.
Inspection Details	Optional. If you want the reference entity to be included in the inspection for the permit to which it is linked, add the Inspection Details field group.

Working with Label Translations in the Reference Entity Information Field Group

The Reference Entity Information field group initially uses translatable labels when added to a form design. However, once you save the form design for the first time, the labels our custom to that specific form design.

For example, if a user with their language set to Spanish drags and drops the Reference Entity Information field group onto a form design, the labels will appear in Spanish. Once saved, the labels are locked as custom text. If another user later logs in with English as their language, the labels will still appear in Spanish because they are now custom to that specific form.

Working with Inspection Details

If you want the individual reference entities added to a permit to be included in the permit inspection, add the Inspection Details field group. When working with the Inspection Details field group, keep these items in mind:

• Because there may be multiple inspection types, you can add the Inspection Details field group multiple times. Add the Multi Instance ID value to differentiate between the inspections, similar to adding the Comments or Attachments field group in a permit or license.

• Then Name, ID, and Description columns are included by default and can't be hidden.

• You can add a limited number of user-defined columns to the Inspection Details grid. You can add:

  • 15 text fields

  • 6 number fields

  • 3 date fields

• For each column in the grid, you can enable the Show in inspection switch so that the column appears in the associated permit inspection. Otherwise the attributes to select for the grid fields are standard, similar to a permit or license.

To add a column to Inspection Details:

1. Select the Inspection Details field group on your intake form.

2. In the Element Attributes panel, click Add Columns.

3. In the Add Columns dialog box, select the number of text fields, number fields, or date fields you want to add.

   You can select multiple field types simultaneously.

4. Click Add.

5. Select the individual columns and set the attributes as needed, such as the sequence, label, whether or not to show in the inspection, and so on.