Designing a Form Template

Every time you add a field to a form, it is automatically assigned an item number. These numbers are assigned sequentially and stay with the field regardless of the order displayed on the form. Form fields can be merged in any order on the Microsoft Word template.

When creating a form, it is recommended to first design the form on paper and enter the fields in the order that they will display on the form. This will help with tracking item numbers and creating your template. You can also use the Form Design Summary Listing report to provide a printout of the form with its form number, field numbers, and definition.

The template must be added to TMS as a document.

To attach it to the form, browse to the document by clicking Select and chose the appropriate document.

The form template is used to merge data from the form onto a Word document. Valid file types are .doc and .docx. This merging occurs after you have edited the form and clicked the Save button. This invokes the data into the file converter to merge the information with the specified template. It can automatically be generated if defined in a workflow. A Display Report tab will display in the upper left corner of the form.

The template is a controlled document and is published within the TMS system. To create a template from scratch, you must be familiar with Word’s Merge format and Bookmark features. If you are not familiar with these features, you can use the sample template provided with the eForms module, and copy and paste the bookmarks into your new template and change the form and item number to match your form design.

You can merge workflow activities on the form report by adding either of the specially designed statements shown below.

First Statement

“Packet Activities (report generated Error! Reference source not found.):Error! Reference source not found.”

This statement merges all generated activities with the following information in table format:

Due Date

Form (name)

Activity For

Recv’d

Comp’d

Activity Type

Second Statement

“Workflow Status (report generated Error! Reference source not found.):Error! Reference source not found.”

This statement merges all activities types: completed, in progress, and uncompleted. The following activity information displays in table format:

Step Status

Step Name

Activity Type

Form Name

Recipients

A sample template is shown below. You can copy and paste the MERGEFORMAT fields from the sample template provided by QSI.

 

Below is a list of Standard Field definitions for copy and pasting into your Form Report Template.

Standard Field Definitions for Forms
Standard Field	Definition
Packet Create Date	{CreateDateTime \*MERGEFORMAT }
Packet Create Users ID	{CreateUserlD \*MERGEFORMAT }
Packet Last Update Date and Time	{UpdateDateTime \‘MERGEFORMAT }
Packet Last Update User ID	{UpdateUserlD\“MERGEFORMAT }
Packet ID Number	(Name \*MERGEFORMAT }
Packet Description	{Description \*MERGEFORMAT }
Packet Location	{Location \*MERGEFORMAT }
Packet Close Flag	{IsClosed \*MERGEFORMAT }
User Who Closed Packet	{CloseUserlD \*MERGEFORMAT }
Packet Close Date	{CloseDate \*MERGEFORMAT }
Packet Header Notes	{Notes VMERGEFORMAT }
Date of Report Creation	{ReportCreationDate \*MERGEFORMAT }
Link in Child Coming from Parent Packet	{ParentInfo \*MERGEFORMAT}
Links in Parent Going to Child Packets	{ChildInfo \*MERGEFORMAT}

When designing a template, you can copy and paste the Bookmark/Mergeformat field code from the sample template and change the item number and form number to the actual number of the field in the TMS form. If the information you would like to pull from the database is located on a different form, include the form number along with the item number in the merge statement.

Following are examples when you toggle the Field Codes:

• {CloseUserName \*MERGEFORMAT } User who closed the packet can be inserted into the Form Report.
• {Description \*MERGEFORMAT} Packet Description can be inserted into the Form Report.

NOTE: The form number is a 4-position field and the item number (field number) is a 3-position field.

To design a template:

1. Create a Word document with desired field names and format.
2. Copy and paste the Bookmark/Merge format field code from the sample template provided with the application.

To see the form and field codes, highlight the field, right-click, and click the Toggle Field Code menu option.

3. Renumber the item numbers to match the fields added to the form. Refer to your Form Design Summery Listing report for the item numbers and form numbers assigned to each form field.
4. Save the document.