The Groove Forms Tool lets workspace members create records using custom forms which are displayed in custom lists (views). Click <Start Here> to start creating the design elements of a new Forms tool application. If you want, you can save a Forms tool application as a tool template that you and others can add to any workspace.
Typically there are two types of Groove Forms tool users:
Forms tool designers.
Forms tool designers create a workspace that includes a Forms tool, and
set up the design objects (for example, forms and the fields displayed
on forms) to be used for collecting data. Once
a Forms tool contains at least one form and view, it's ready for contributors
(invited workspace members) to add records using the forms in the design,
and then sort and analyze them in one or more data views.
The Forms tool designer might invite people to become members of the
workspace in which the Forms tool is originally created (and in which
he or she is also a member). Alternatively, the Forms tool designer might
save the Forms application as a new tool template to be distributed
or made public.
Forms tool users.
Forms tool users are any Groove users who are invited to a workspace that
contains a tool created using a Forms tool. Their task is usually to create
records by filling out the custom forms created by the Forms designer.
For example, employees in a workgroup might be invited to a workspace
with a "Status Report" tool, that is, a workspace that contains
a Forms tool with a form designed for filling out status reports.
Every Groove Forms Tool begins with an idea for a custom application. A Forms Tool designer then creates the custom application in the Forms tool designer based on a set of requirements. He or she does the following procedures:
Creates a workspace that includes a Forms tool.
Creates and tests the required
forms and views.
As part of the process, the Forms designer might add a variety of programmatic
features using scripts
and macros, where needed.
Invites members to the workspace
so that they can create records and/or saves the Forms tool
or workspace
as a template to be made available to a "customer" who has requested
the Forms tool application.
For example, a Human Resources department might want to collect information
on job candidates in a "Hiring Requisition" Forms application.
Employees in the department might design the Forms application themselves,
or instead they might enlist a Forms designer to build the application
for them to their specifications. In this case, the Forms designer can
create the required forms and views in the Forms tool workspace, save
the workspace or tool as a template, and then make the template file available
(perhaps by email, by posting it on a file server, or by adding it to
a Files tool in a workspace). The Human Resources employee can then browse
for the workspace template when creating a new workspace, or browse for
the tool template in existing workspaces.
Forms tool applications are created in the Forms tool "Designer." Only workspace members who have the Designer Access permission (only Managers, by default) can access and make changes in the Designer.
The Forms Designer is a rich and flexible environment that allows multiple workspace members to contribute to the design of an application. For example, one member might add all the fields to be used in forms, and another might add and layout these fields on the forms. The only limitation imposed on multiple designers is that only one at a time is permitted to access the Forms designer. However, multiple designers can work on their own, individual "versions" of a Forms design, as described below.
A Web service is available for use with the Forms tool. This Web service comes with full create, read, update and delete methods for accessing Forms records. Usage scenarios for the forms Web service may range from integrating structured data from other enterprise applications or databases with Groove, to building a stand-alone local application that makes use of Groove services and the forms data engine while controlling the user interface. For more information, see the Forms Programming Documentation on the Groove Rapid Solutions Web site..
When you open the designer, the design objects you see represent a copy of the live design. Working with the design copy is like working in your own personal "sandbox", that is, a place where you can make changes without sharing them with other workspace members until all changes are completed. All changes made in the design sandbox remain local on your computer until you take an action to either "Save to Groove" or "Discard Changes". You can exit the design sandbox (or even exit Groove) and return to it later to continue to making changes.
When you "Save to Groove" in the Forms Designer, you return to the Forms tool's data view where you can see the effects of your design changes. Additionally, all local design updates are sent to other workspace members for use with the Forms tool application. Workspace members who have designer access could also enter the Forms Designer (creating a new sandbox), and view the updated design objects.
Once you create a design sandbox, it cannot receive design changes made by other members (and Saved to Groove) unless you first close it and start a new sandbox. Keep in mind, however, that changes made by other members might overwrite changes that you've saved to Groove. Forms tool designers should be aware of the risks associated with having multiple designers, and make sure that they communicate effectively about what parts of the design they're updating, and thus avoid overwriting each other's updates.
If you're already working in a design sandbox, but you want to receive and use design updates made by other Forms designers, you must do the following:
Open the Forms design sandbox.
Do one of the following:
Save local updates to Groove.
Discard the design sandbox.
Re-open the Forms design sandbox.
Forms tool applications have two main design objects: forms and views. Forms are used for collecting data from members of a workspace. Views are used for presenting this data to all members of the workspace. Additionally, you can add features to a Forms tool application using scripts, styles, and macros.
A form consists of a variety of fields, depending on the information to be collected. For example, there may be fields for entering text, selecting an item from a list, checking a Yes/No option, and many others.
Each type of field has a corresponding set of editable properties that allow you to provide guidance or set rules for people who use the forms. For example, you can place an initial value in a text field, set a numeric field to automatically apply currency formatting, set limits for the number of characters in a field, or make a field "required" (meaning that the field must contain a value before the form record can be saved).
With the Forms tool, any field you create in one form gets stored in a field library. The stored field is then available for adding to any other form in the Forms tool in the current workspace. For example, if you create a "Last Name" field in one form, you can then add this field to other forms within the same Forms tool.
Even if you delete a form, all unique fields created in that form remain available to include in other forms you create.
Views show the data collected in records and give workspace members ways to sort and interpret the data. For example, suppose you created a form for collecting administrative data about employees. The form in that case might have fields for employees to enter their first name, last name, department name, manager's name, office and phone numbers, equipment serial numbers, and so on. In this case you might have several views. One might sort the data by last name, another by department name, another by manager's name, and so on.
A forms designer can set two different "modes" for a view:
View mode. Records are displayed in table columns where each column represents one form field. The designer selects the fields to be displayed as view columns and (optionally) sets up sorting options for each column.
Document mode. Records are displayed one at a time in the Forms viewer. The designer can select specific field values to be listed in the View menu. For example, if a Forms tool contained a unique record for every employee in the company, you might decide to list the values in a "Last Name" field in the View menu.
You can add script code (using JavaScript or VBScript) to a selected form and produce effects that go beyond the standard features currently provided in the Forms tool. For example, you might use script code to hide or show a field (or a set of fields) depending on a user action.
You can also add script code to a Script button on a form.
You can apply different styles to any selected form. Styles affect form background settings as well as all text style settings such as those applied to field labels.
Macros allow Forms tool users to run processes on all or selected records in a data view. Typically, macros are used to update field information in a set of records.
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