Create template

Navigation

• Navigate to Forms >> Template >> Create new template

• On the next page, select the relevant template type

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Select template type

Once you click on the template type, other details will show up on the page.

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Select Workflow

• Select the workflow from the dropdown

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Template details

Now update the template details fields:

• Template name - Name of the template that helps you identify it quickly.

• Description - Description of the template to share additional details with users

• Distribution mode - Based on selected modes, relevant templates will be listed when you select triggers in Form rule automation.

• Other settings define whether you want Feedback and issues tab to appear within the form response page for reviewer’s reference. Having these tabs enabled will allow reviewers to have feedback and Jira issue information handy for the team member they are reviewing.

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Once done with all the setup, click on Next.

Add sections and questions

Notice beow GIF, you can see sections and questions, and field settings for those sections and questions.

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Here different types of questions can be added. One can edit and define each of the questions as per requirements. There is no limit on the number of questions one can add to the form.

Field settings

Click on +Add question button and see the list of different types of questions in the right-hand. When you select a question, it will automatically reveal settings for that type of question. These settings will vary based on the selected question type. For example, a section start element will have different types of settings than a multiple-choice question.

Some common settings for these questions and sections include -

• Instructions - Space for additional instructions at the question level

• Mandatory - If checked, user cannot submit the form without answering the question

• Add comment box - If checked, the user can put down additional comments for the corresponding question (do note, the comment box cannot be made mandatory while responding)

• Score &  Weightage -  If checked, the system will automatically return a score for that question based on the answer that was selected.

Once the template is ready, click on Save to save the form. Save and next distribute the form right there. Once the template is distributed one or more times, it cannot be edited. However same template can be cloned and then revised with necessary changes to be used as a different template. You can automate the distribution of these templates.

Edit or Delete templates

Ability to edit a template is available only until the template is distributed. Once distributed, questions in the template cannot be modified.

Navigate to Forms >> Templates >> Click on actions (…) for the relevant template and use the Edit or Delete option as needed.

Numbers displayed under the Distributions column are to identify how many times a template is distributed. If the template is not distributed ever (i.e. the number is 0) then only Edit/Delete options are available.

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Other actions

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• Categories

  • Carogorizing form makes it easy to segment templates. Using this category one can filter out forms easily.

• View (& Edit)

  • Use this action to view the template.

• Rename

  • Use the Rename action to rename an existing template.

• Share

  • Templates are visible to creators or users with relevant permissions. In such a case template creator can share template with other users when needed.

• Clone

  • When needed, existing form can be cloned. Clone the form, make necessary changes if required, and then rename the template and save. This saves time when there is a requirement to create a new template similar to existing ones.

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