Set up Forms

License and Configuration

To enable the Forms functionality, a few things must be done beforehand:

1. License - Make sure that the following licenses are imported to your environment:
   1. Dynaway Forms (DynForm).
   2. Dynaway Safe Work (DynSWAM).
2. Configuration keys - Enable the following:
   1. Dynaway Forms (DynForm).
3. Features - Enable the following:
   1. N/A.
4. Security Roles - To provide users with a more granular level of access control, assign the following to F&O system users:
   1. View permission:
      1. Forms user - this role allows processing forms (creating, updating, deleting them, changing their lifecycle state etc.). It doesn't allow changing forms setup (e.g. changing form templates), but it allows viewing this setup.
      2. Maintenance worker - this role allows only viewing forms and forms setup. It doesn't allow processing forms and changing forms setup.
   2. Managing permission:
      1. Forms manager - this role allows both processing forms (creating, updating, deleting them, changing their lifecycle state etc.) and changing forms setup (e.g. creating and changing form templates).
      2. Maintenance manager - this role allows both processing forms (creating, updating, deleting them, changing their lifecycle state etc.) and changing forms setup (e.g. creating and changing form templates).

Additionally, you need to set up a number sequence which will be used for newly created forms. You can do that in 'Form parameters' page (Forms > Setup > Form parameters).

Form Masks and Demo Data

Forms can relate to other forms (similarly to how work orders can relate to other work orders). Therefore, you should set up a related form mask which specify a 'pattern' for form identifiers assigned to new related forms. See screenshot 01.

Demo data

Note that in top menu in the 'Forms parameters' page there is a Create demo data button. After clicking this button, it's possible to quickly generate some demo data for Forms module (e.g. in order to check how the module works, what functionalities are available in it etc.)

NOTE: Using the Create demo data functionality causes existing data in Forms module to be removed! Therefore, don't use it when you have already set up your actual data in the Forms module.

After setting up above parameters, you can proceed with setting up other elements of the Forms module. These are described in sections below this article:

• Form lifecycle models.
• Form lifecycle states.
• Form lifecycle state update permissions.
• Form option sets.

01.

Create Form Templates

Before you are able to create form instances, you need to create form templates as well. To do that go to: Forms > Setup > Form templates. See screenshot 01.

In this grid, only active form templates are displayed by default. If you want to see inactive form templates as well, uncheck the 'Show active' checkbox.

• In the 'Form fields' column, you can see how many fields (questions) a specific form has.
• In the 'Related form templates', there is a number of all form templates related to the specific form template.

Create a new form template

1. To create a new form template, click the Create form template button in the Form templates page.
2. After clicking it, a new 'Create form template' dialog will be opened, which you can see in screenshot 02.
3. Specify form template identifier and name.
4. You can select a lifecycle model which will be used in the future for form instance(s) created from this form template.
5. You can quickly create a copy of an existing form template by using the checkbox 'Copy from form template' and selecting a form template from which data should be copied.
6. Once the template is created, you can specify whether the form template is active and can be used (by checking/unchecking the 'Active' checkbox) in the details view. See screenshot 03.
7. In the 'Form fields' grid (screenshot 03), you can add form fields/questions which a user will need to provide answers for.

Forms fields/questions

Each form field can have one of the following types:

• Text - simple text answer entered manually.
• Text (with history) - text answer entered manually based on history.
• User defined options - answer selected from the lookup.
• Option sets (described in Option sets below).

Note that you can change the order of form fields using the Move up and Move down buttons.

When you select a form field in the form template with the 'User defined options' type, then a 'Field options' grid is visible. In this grid, it's possible to specify possible answers related to the selected form field. See screenshot 04.

At the bottom of the 'Form templates' page, there is a 'Related form templates' grid in which you can add form templates which should relate to the current one. See screenshot 05.

• In the example in screenshot 05: If you create a form instance based on the 'WorkPermitBuildA' form template, then it will be possible to decide whether additional form instances should be created based on 'ConfinedSpace' and 'HotWork' form templates.

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Lifecycle Models

As a Forms manager and Maintenance manager, you can set up form lifecycle models which to be used in the workflow of processing forms.

To set up form lifecycle models, go to Forms > Setup > Form lifecycle models. See screenshot 01.

• In the 'Details' section, there are counters providing information about how many form templates this specific lifecycle model has been assigned to, and how many lifecycle states have been selected for this lifecycle model in the' Lifecycle states selected' list panel.
• A form lifecycle model can be selected and assigned to a form template in the 'Create form template' dialog. View screenshot 02 below.
• If only one form lifecycle model has been created, then this lifecycle model will be set as default in the 'Create form template' dialog. Lifecycle models assigned to specific form templates can be checked in the 'Lifecycle state' section in the 'Form templates' page (see screenshot 03).

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Lifecycle Models - Next States

As a Forms manager and Maintenance manager, you can set up which form lifecycle states users are allowed to manually update to, so that the workflow of processing forms is properly restricted.

To do that, you need to go to the specific form lifecycle model page in Forms > Setup > Form lifecycle models and afterwards click the Lifecycle state updates button.

This will open a new dialog 'Set up allowed updates for form lifecycle states' which can be seen in screenshot 01 below. In the dialog you can specify all required transitions between form lifecycle states.

01.

Lifecycle States

As a Forms manager and Maintenance manager, you can set up form lifecycle states to be used in the workflow of processing forms.

You can set up form lifecycle states in Forms > Setup > Form lifecycle states. Once navigated, a dialog is opened which can be seen from screenshot 01.

• The 'Active' parameter specifies whether the form in this specific lifecycle state is considered active.
• The 'Allow edit' parameter indicates whether the form in this specific lifecycle state is editable.
• The 'Approved' parameter specifies whether the form in this specific lifecycle state is considered approved.

01.

Lifecycle State - Update Permissions

It's possible to set up which form lifecycle states users are allowed to switch to.

This can be done by going to Forms > Setup > Form lifecycle state update permissions.

Once navigated, a form is open which can be seen in screenshot 01.

Overview of controls:

• Permission owner type
  • Defines what type this permission falls to, i.e. whom this permission is defined for. Currently, one of the following values can be selected:
    • User - It denotes that the permission will be applied to a specific single user.
    • User group - It denotes that the permission will be applied to a group of users.
• Permission owner
  • It defines whom this permission is defined for. The lookup results depend on the selection in the 'Permission owner type' field.
• Name (Read-only)
  • Depending on the selection in the 'Permission owner type' field, it can display:
    • User - 'Name' of the 'Permission owner'.
    • User group - 'User group name' of the 'Permission owner'.

Note that:

• When a permission record is first created, you need to specify some lifecycle states in 'Lifecycle states selected'.
• The 'User' owner type takes precedence over the other available types. The permission validation flow is defined as follows: User > User group.
• If a user belongs to multiple user groups with state update permissions defined, the permissions are merged. That is, if a user belongs to group 'A' with 'Active' lifecycle state selected and group 'B' with 'New' lifecycle state selected, then the user will be able to update to the 'Active' and 'New' lifecycle state.

Once you have specified users, you can update the lifecycle state by going to Forms > Forms > All forms > 'Forms' tab > select a form record from the grid > Lifecycle state > Update lifecycle state.

01.

Optimization Advisor

Optimization Advisor - Active Lifecycle State Mismatch

It's possible to run a 'Active Lifecycle State Mismatch' diagnostic validation rule of Optimization Advisor to identify potential inconsistences between the forms' 'Active' values and the related current lifecycle state's 'Active' values and correct them.

To view the complete list of diagnostic validation rules and the related information, go to System administration > Periodic tasks > Maintain diagnostics validation rule.

Only rules that are in the 'Active' status are evaluated. The evaluation frequency can be set to: Daily, Weekly, Monthly, or Unscheduled. To trigger the evaluation of 'Unscheduled' rules, or to reevaluate the periodic rules outside of their predefined schedule, go to:

1. System administration > Periodic tasks > Schedule diagnostics validation rule.
2. In the opened 'Diagnostic rule validation' dialog, you can select a specific 'Run frequency' value. All rules that have the selected frequency will be reevaluated. Once reevaluated, the generated optimization opportunities will potentially be visible, depending if the evaluation conditions were met, in the workspace System administration > Workspaces > Optimization advisor > Summary > All opportunities.
3. The following diagnostic validation rules are available as part of the 'Active Lifecycle State Mismatch' functionality:
   • Check if a lifecycle state active mismatch on forms exist.
   • Optimize lifecycle state active mismatch on forms.

Optimization Advisor - Approved Lifecycle State Mismatch

It's possible to run a 'Approved Lifecycle State Mismatch' diagnostic validation rule of Optimization Advisor to identify potential inconsistences between the forms' 'Approved' values and the related current lifecycle state's 'Approved' values and correct them.

To view the complete list of diagnostic validation rules and the related information, go to System administration > Periodic tasks > Maintain diagnostics validation rule.

Only rules that are in the 'Active' status are evaluated. The evaluation frequency can be set to: Daily, Weekly, Monthly, or Unscheduled. To trigger the evaluation of 'Unscheduled' rules, or to reevaluate the periodic rules outside of their predefined schedule, go to:

1. System administration > Periodic tasks > Schedule diagnostics validation rule.
2. In the opened 'Diagnostic rule validation' dialog, you can select a specific 'Run frequency' value. All rules that have the selected frequency will be reevaluated. Once reevaluated, the generated optimization opportunities will potentially be visible, depending if the evaluation conditions were met, in the workspace System administration > Workspaces > Optimization advisor > Summary > All opportunities.
3. The following diagnostic validation rules are available as part of the 'Approved Lifecycle State Mismatch' functionality:
   • Check if a lifecycle state approved mismatch on forms exist.
   • Optimize lifecycle state approved mismatch on forms.

Optimization Advisor - Lifecycle Models Have Setup for Allowed Update States

It's possible to run a 'Missing State Updates' diagnostic validation rule of Optimization Advisor to check whether lifecycle state updates have been specified on the forms lifecycle models.

To view the complete list of diagnostic validation rules and the related information, go to System administration > Periodic tasks > Maintain diagnostics validation rule.

Only rules that are in 'Active' status are evaluated. The evaluation frequency can be set to: Daily, Weekly, Monthly, or Unscheduled. To trigger the evaluation of 'Unscheduled' rules, or to reevaluate the periodic rules outside of their predefined schedule, go to:

1. System administration > Periodic tasks > Schedule diagnostics validation rule.
2. In the opened 'Diagnostic rule validation' dialog, you can select a specific Run frequency value. All rules that have the selected frequency will be reevaluated. Once reevaluated, the generated optimization opportunities will be visible if the evaluation conditions were met, in the following workspace System administration > Workspaces > Optimization advisor > Summary > All opportunities.
3. The following diagnostic validation rules and the corresponding possible optimization opportunities are available by the 'Missing State Updates' functionality:
   • Check if lifecycle state updates on form lifecycle models exist.
   • Optimize lifecycle state updates on form lifecycle models.

Option Sets

Create form option sets to allow different possible multiple answers.

To create a new form option set, go to:

1. Forms > Setup > Form option sets
2. In the 'Option sets' page, you can provide required answers and define whether multiple answers are allowed by using the 'Multiple answers' checkbox as seen in screenshot 01.
3. The form option set can then be set up in form template as one of the form fields as seen in screenshot 02.
4. After creating a form instance from such form template and selecting the field related to the option set in 'Form fields', you can select answers in the 'Answers' tab that were defined in the option set in the form template (see screenshot 03).
   1. Note that if you have set up the option set with the 'Multiple answers' checkbox checked, you'll be able to set more than one answer.

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