# Form Management *Master the organization and administration of your forms with comprehensive management tools.* ## Table of Contents 1. [Accessing Form Management](#accessing-form-management) 2. [Form Organization & Search](#form-organization--search) 3. [Form Actions & Operations](#form-actions--operations) 4. [Form Templates System](#form-templates-system) 5. [Version Control & History](#version-control--history) 6. [Form Collaboration](#form-collaboration) --- ## 🎯 Accessing Form Management **Multiple Access Methods:** ### 📋 **From Form Builder** 1. Navigate to **Form Builder** from the main menu 2. Click the **management dropdown** (⋮) in the header 3. Select **"Manage Forms"** ### 🏠 **From Dashboard** 1. Go to the main **Dashboard** 2. Locate the **"Forms"** section 3. Click **"View All Forms"** or **"Manage"** ### 🔗 **Direct Navigation** - Use breadcrumb navigation from any form-related page - Access via quick links in the system sidebar > **💡 Pro Tip**: Bookmark the Form Management page for quick access during daily workflows. ## 📊 Form Organization & Search ### **📋 List View Interface** **Table Columns:** | Column | Information Displayed | |--------|----------------------| | 📝 **Name** | Form title and identifier | | 📄 **Description** | Brief form purpose summary | | 🧩 **Components** | Number of form fields/components | | 👤 **Creator** | Form author information | | 📅 **Created** | Initial creation date | | 🔄 **Last Modified** | Most recent update timestamp | | 📊 **Status** | Draft, Active, Archived | | 📈 **Usage** | Number of submissions/responses | **Sorting Options:** - **Alphabetical**: Sort by form name (A-Z or Z-A) - **Chronological**: Sort by creation or modification date - **Usage-Based**: Sort by most/least used forms - **Status-Based**: Group by draft, active, or archived status ### 🔍 **Advanced Search & Filtering** **Search Capabilities:** - **Text Search**: Search by form name, description, or content - **Component Search**: Find forms containing specific field types - **Creator Search**: Filter by form author - **Tag Search**: Use custom tags for organization **Filter Options:** - **📊 Status Filter**: Draft, Active, Archived, Deleted - **📅 Date Range**: Created or modified within specific periods - **👥 Creator Filter**: Forms by specific users or teams - **🏷️ Category Filter**: Organize by department or purpose - **📈 Usage Filter**: High, medium, or low usage forms **Quick Actions:** - **🔄 Refresh**: Update form list with latest changes - **⚙️ View Options**: Toggle between list and card views - **📤 Export List**: Download form inventory as CSV/Excel - **🗑️ Bulk Actions**: Select multiple forms for batch operations ## ⚡ Form Actions & Operations ### **Primary Actions** **✏️ Edit Form** - **Purpose**: Open form in Form Builder for modifications - **Access**: Click **"Edit"** button in actions column - **Features**: Full editing capabilities with auto-save - **Use Case**: Update form fields, logic, or design **👁️ Preview Form** - **Purpose**: Test form functionality as an end user - **Access**: Click **"Preview"** button - **Features**: Interactive testing with validation - **Use Case**: Quality assurance before publishing **📋 Duplicate Form** - **Purpose**: Create an exact copy for modification - **Process**: 1. Click **"Duplicate"** 2. Enter new form name 3. Optionally modify description 4. Click **"Create Copy"** - **Use Case**: Template-based form creation ### **Management Actions** **📤 Export Form** - **Purpose**: Download form configuration for backup or sharing - **Formats**: JSON, PDF documentation, Excel template - **Process**: Click **"Export"** → Select format → Download - **Use Case**: Backup, migration, or documentation **🗑️ Delete Form** - **Purpose**: Permanently remove form from system - **Process**: 1. Click **"Delete"** 2. Confirm deletion in popup 3. Enter form name for verification 4. Click **"Permanently Delete"** - **⚠️ Warning**: This action cannot be undone **📦 Archive Form** - **Purpose**: Hide form from active list while preserving data - **Benefits**: Reduces clutter, maintains historical records - **Restoration**: Archived forms can be restored anytime - **Use Case**: Seasonal forms or outdated processes ## 🎨 Form Templates System ### **📚 Template Library** **Accessing Templates:** 1. **From Form Builder**: Click dropdown menu → **"Templates"** 2. **From Form Management**: Click **"Browse Templates"** 3. **During Creation**: Select **"Start from Template"** when creating new forms **Template Categories:** - **📋 Common Forms**: Contact, Registration, Feedback - **💼 Business Forms**: Invoice, Purchase Order, HR Forms - **🏛️ Government Forms**: Applications, Permits, Licenses - **🎓 Educational Forms**: Enrollment, Assessment, Surveys - **🏥 Healthcare Forms**: Patient Intake, Medical Records - **🎪 Event Forms**: Registration, RSVP, Feedback ### **🛠️ Using Templates** **Template Selection Process:** 1. **Browse Categories**: Navigate through organized template sections 2. **Preview Template**: Click **"Preview"** to see template structure 3. **Template Details**: Review component count, features, and use cases 4. **Select Template**: Click **"Use This Template"** 5. **Customize**: Modify fields, labels, and logic as needed 6. **Save**: Give your form a unique name and save **Template Customization:** - **Add/Remove Fields**: Modify template structure - **Update Labels**: Change field names and descriptions - **Adjust Logic**: Modify conditional logic and validation - **Branding**: Apply your organization's styling - **Integration**: Connect with your specific systems ### **🏗️ Creating Custom Templates** **From Existing Forms:** 1. **Open Successful Form**: Select a well-designed form 2. **Save as Template**: Click **"Save as Template"** in dropdown 3. **Template Details**: - Enter descriptive template name - Add detailed description - Select appropriate category - Add tags for searchability 4. **Configure Sharing**: Set template visibility (personal, team, organization) 5. **Publish Template**: Make available for reuse **Template Best Practices:** - **Generic Labels**: Use placeholder text that's easily customizable - **Modular Design**: Create templates that are easy to modify - **Clear Documentation**: Include usage instructions and examples - **Test Thoroughly**: Ensure template functionality before sharing - **Regular Updates**: Maintain templates based on user feedback **Template Management:** - **📊 Usage Analytics**: Track how often templates are used - **🔄 Version Control**: Maintain template versions and updates - **👥 Sharing Settings**: Control template access and permissions - **📝 Feedback Collection**: Gather user feedback for improvements ## 🔄 Version Control & History ### **📈 Accessing Form History** **Navigation Methods:** 1. **From Form List**: Click **"History"** button in actions column 2. **From Form Editor**: Click **"Version History"** in toolbar 3. **From Form Details**: Select **"View History"** in info panel ### **📊 Version History Interface** **History Timeline Display:** | Column | Information | |--------|-----------| | 🕐 **Timestamp** | Exact date and time of change | | 👤 **Author** | User who made the modification | | 📝 **Description** | Summary of changes made | | 🔢 **Version** | Version number (e.g., v1.2.3) | | 📊 **Change Type** | Major, Minor, or Patch changes | | 🏷️ **Tags** | Custom labels for version organization | ### **🔍 Version Analysis** **Change Detection:** - **Field Changes**: Added, modified, or removed form fields - **Logic Updates**: Conditional logic and validation modifications - **Design Changes**: Layout, styling, and visual updates - **Settings Updates**: Form configuration and behavior changes **Comparison Tools:** 1. **Select Versions**: Choose two versions to compare 2. **Side-by-Side View**: Visual comparison of differences 3. **Highlight Changes**: Color-coded additions, modifications, deletions 4. **Change Summary**: Quantified overview of modifications ### **⚡ Version Management Actions** **🔄 Restore Previous Version** - **Process**: 1. Select version to restore 2. Click **"Restore This Version"** 3. Confirm restoration in popup 4. New version created with restored content - **Safety**: Original current version is preserved **📋 Create Version Branch** - **Purpose**: Create alternative version for testing - **Use Case**: Experimental changes without affecting main form - **Merge**: Combine successful branches back to main version **🏷️ Version Tagging** - **Tag Versions**: Add descriptive labels (e.g., "Production", "Testing") - **Quick Access**: Filter versions by tags - **Organization**: Group related versions together ## 👥 Form Collaboration ### **🤝 Team Collaboration Features** **Multi-User Editing:** - **Real-time Sync**: Multiple users can view changes simultaneously - **Edit Locking**: Prevent conflicts during active editing - **Change Notifications**: Alert team members of modifications - **Comment System**: Add notes and feedback on form elements **Permission Management:** - **View Only**: Read access to form structure and data - **Edit Access**: Modify form fields and configuration - **Admin Rights**: Full control including deletion and sharing - **Custom Roles**: Define specific permission sets **Review Workflow:** - **Draft Submission**: Submit forms for review before publishing - **Approval Process**: Multi-level approval for form changes - **Feedback Loop**: Incorporate reviewer comments and suggestions - **Publishing Control**: Controlled release of form versions --- **📚 Related Documentation:** - *Previous Chapter: [Form Builder →](02-form-builder.md)* - *Next Chapter: [Process Builder →](04-process-builder.md)* - *Advanced Topics: [FAQ & Advanced Topics →](06-faq-advanced-topics.md)*