corrad-bp/content/documentation/03-form-management.md

Form Management

Master the organization and administration of your forms with comprehensive management tools.

Table of Contents

1. Accessing Form Management
2. Form Organization & Search
3. Form Actions & Operations
4. Form Templates System
5. Version Control & History
6. Form Collaboration

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🎯 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

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📚 Related Documentation:

• Previous Chapter: Form Builder →
• Next Chapter: Process Builder →
• Advanced Topics: FAQ & Advanced Topics →