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    Sub Forms
    • 29 May 2024
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    Contents

    Sub Forms

    • Updated on 29 May 2024
    • 2 Minutes to read
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    • PDF
    Article summary

    Sub Forms in Form Designer are essentially smaller forms within a larger Main Form that allow users to input or view related data. They help organize complex forms by breaking them into smaller, more manageable sections. Sub Forms can be thought of as nested forms within a main form, each focusing on a specific aspect or category of information. 

    Example
    In a Service Request form the Catalog associated with the main service request is displayed as a Sub Form. In an expense report form, a Sub Form could include details about each individual expense item, such as the date, amount, and category. 
    Use Case

    User Persona: Application Designer

    Solution

    Let's consider a scenario in which a university's admissions office is struggling to process student applications efficiently. The current process involves students submitting an application forms for various types of services needed. Which are manually reviewed and processed by admissions staff.

    Pain Points:

    • Admissions staff spend significant time manually reviewing and entering data from paper forms into the system. 

    • There's a lack of visibility on what the request of as there is only 1 form to log request for various services.  

    • Students may experience frustration due to the slow turnaround time for application processing.

    Sam, the Application Designer, Implements Sub Forms for various needs for users.

    Specific Sub Forms are designed for various needs such as:

    • Application for new semester
    • Request for Transcripts
    • Scholarship Application 
    • Parking Permits 
    • Leave if absence and so on. 

    Students can fill out and submit their applications online, providing all required information digitally. A Sub form action item is included in the Main Form. 

    Admission staff can review and process applications directly by checking the Sub From associated with the request with automated workflows for application review and decision-making.

    To configure Sub Forms as Form Action, perform the following steps:

    1. Drag and drop Sub Forms from Utilities into Actions/Other.

    2. Hover onto the added Sub Forms utility chip and click on vertical ellipsis.
      Following menu items are displayed.

    Configuration

    To Configure a Sub Form, perform the following steps:

    1. Click Configuration to open the Sub Form Configuration window.
      Figure: Sub Form Configuration

    2. Enter the required details. For more information, refer to the following Field Description:
      FieldDescription
      Title

      Provide a unique name for the action button that users can click to open the linked Sub Form form. 

      Example
      Catalog, Services.
      TooltipEnter Tooltip, small pop-up message explaining a field when hovered over.
      IconDisplays the icon upon clicking which the Sub form will open.
      Icon LabelSpecifies the label for the chosen icon.
      Icon Position

      Select Icon Position from the dropdown, following are the placement options in the list:

      Left: Icon will be placed on the left of Sub form action button.

      Right: Icon will be placed on the right of Sub form action button.

    3. Click Submit to successfully save the configuration and return to the Action configure property window.

      Once the configuration is successful, configured actions is represented with green check icon.
      Figure: Form Actions

    Rename

    Avoid opening the configuration properties to rename the utility. Instead, use the readily available rename option displayed upon clicking the vertical ellipsis icon.

    To Rename a Sub Form, perform the following steps:

    1.  Click vertical ellipsis icon.

      Figure: Form Actions

    2. Select Rename.

    3.  Enter a new Name and click outside window to apply the name effect.
      Figure: Form Actions

    Remove from Action

    A Sub Form action can be removed from the action bucket (quick or other) by clicking on the Remove from actions option that is displayed upon clicking on the vertical ellipsis icon.

    To remove the Sub Form, perform the following steps:

    1.  Click vertical ellipsis and select Remove from action.
      Figure: Form Actions

    2.  Click Save on the Actions configure properties window to apply the configuration changes, or click Cancel to discard any changes made.
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