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Speaking of form record...

A form record is a set of data entered when answering a form. They are published within the form to which they belong, in the same format and with the same data, corresponding to the existing fields on the form.



Create new form record

01. After clicking the New and then Form record option on the form of your choosing.

02. Enter the required information in the Publishing files tab.

03. Click on the General information tab.

This tab allows you to define the general information for the form record being posted. For more information, see Document properties.

04. Click on the Related documents tab.

This tab allows you to link a document that has already been posted on the platform to one that is being posted.

To add a related document:

  1. Click on Add.
  2. Find and select the document to be related.
  3. Click on Confirm.

To delete a related document:

  1. Click the  icon for the related document.

When there is a related document, the user can access its properties by clicking Document actions > View properties. You will then be able to click on the document in question in the Related document list area and view it.

05. Click on the Approval tab and define the approval criteria for the form record.

This tab is only displayed if the form for which the form record is being created does not have approval criteria. For more information about the procedure, see Define approval criteria for folder or document.

06. Click on the Security tab and define the security criteria for the form record.

For more information about the procedure, see Define security criteria for folder or for document.

07. Click on Confirm.



View a form record

01. Find and click on the name of the form record to be viewed.

02. View your content.

You can perform some actions when viewing the form record, such as viewing its properties, viewing social information, copying its link, among others. For more information, see Document view.



Request additional permission on a form record

01. Find the form record on which to request additional permissions.

02. Place the mouse over the form record name.

03. Click on Request additional permissions, located in the table displayed with the general information on the form record.

Clicking on this option opens a window in which you can request additional permissions on the form record. For more information, see Request additional permission for a folder or document.



Define priority for a form record

01. Find the form record for which to define priority.

02. In the Priority column, click on the space corresponding to priority.

03. Enter a numeric priority for the form record and press the Enter key on the keyboard.

The prioritization of folders or documents is used exclusively to sort them by priority in the documents browsing. You can define the priority for all document types that can be posted.

To view the content of a folder sorted by its priority, simply click on the Priority column. 



Perform a social action for a form record

01. Find the form record for which to perform a social action.

02. Click on the icon corresponding to the social action of your choosing, located in the social actions area, to the right of the form record name.

For more information on the social actions that can be performed for a form record in document browsing, see Support folder or document, Comment on folder or document and Share folder or document. 



Check form record status

01. Find the form record of which to check the status.

02. Click on the Notify icon, located after the social actions area to the right of the form record name.

For more information on the Follow feature, see Follow document.



Define a form record as favorite

01. Find the form record to be defined as favorite.

02. Click on the Add to favorites icon, represented by a star and located to the right of the form record name.

For more information about the Favorites feature, see Define folder or document as favorite. 



Rename a form record

You need to have modify permission on the form record in order to rename it.

01. Find the form record to be renamed.

02. Click on More options,  located to the right of the document name and click on Rename.

03. Enter a new name or description and click on Rename.

Clicking on this option opens a window in which you can rename the document.

Remember that there are several types of documents, such as an extension file supported by the platform, an article, an external document, and others. In case of a file, you can only change its name, not its extension.



Edit form record properties

01. Find the form record for which to edit the properties.

02. Click on More options, located to the right of the form record name.

03. Click on Properties.

Clicking on this option opens a window in which you can edit the form record properties. For more information, see Create new form record.



Restore a form record version

01. Find the form record for which to restore an older version.

02. Click on More options, located to the right of the form record name.

03. Click on Properties.

Clicking on this option opens a window in which you can restore an older version of the form record. For more information, see Restore document version.



Mirror a form record

01. Find and select the form record for which to create a mirror document.

02. Click on Mirror, located in the action bar on the top left of the window.

Clicking on this option opens a window in which you can finish creating a mirror document of the form record. For more information, see Mirror document.



Delete a form record

01. Find and select the form record to be deleted.

02. Click on More, located in the action bar on the top left of the window.

03. Click on Delete.

Clicking on this option opens a message stating that the form record has been deleted. However, it is only deleted from the document browsing structure, and will remain in the Bin. When Quota control is active, the space occupied by the document in the folder will be freed only when the document is deleted from the Bin. For more information on how to restore or definitively delete the document from the platform, go to the Bin.



Attention!

This documentation is valid as of the Lake (1.7.0) update. Previous updates may contain different information than what you see on your platform.