Step 1: Create Form | Online Help | Qntrl

Step 1: Create Form

Forms are used to capture requests from users that help you collect the data required to kickstart workflows and perform tasks in Qntrl. 
  
There are different departments in an organization providing different solutions. For instance, the finance team handles reimbursements and helps produce pay slips, the marketing team organizes product demos and roadshows, and so on. When a user needs to request one of these solutions, they usually draft an email to the relevant departments and it would take several other emails to get the ball rolling.  

With Forms, users can just fill in the details and submit them to Qntrl. Based on the inputs received in the form, teams or individual assignees can take up the task (read Cards) and start working on it. The user can also track the progress of the Cards easily.  

Orchestrate with us! 
Helen is the head of finance and wants to automate the reimbursement process for her organization. Let's automate together with Helen!  
Let's create a form to collect the details of the reimbursement from the user.  
 


Default fields in forms  

When you start the orchestration, you will see a form filled with default fields like Title, Description, Assignee, Due on, Priority, Attachments, and Team. You can edit or delete these fields to suit the workflow you are building. Get to know the properties of default fields in Forms.  
                  


Customizing forms  

You can customize almost everything in the form to suit your organization's requirements. The form created here is displayed to users when they request cards using Qntrl. 
  
The left panel of the form holds the new and available fields. 
  1. The  New  Fields  tray holds the different types of custom fields supported by Qntrl. Drag and drop a field from the New Fields tray to the form to add a new field. Explore the different custom fields supported in Qntrl
  1. The  Available Fields  tray holds the fields from previously created forms. These fields can be reused in every form. 

Custom fields in forms  

Custom fields in Qntrl support different field types to hold different types of data like text, numbers, currency, dropdown, radio buttons, and so on. 
  
To add a new or available field to the form, drag and drop the field to the right panel, configure the field properties, and click  Ok

Here are the different properties of custom fields: 
  1. Field Title: Enter a title to identify the field with. 
  2. Field Label: Enter a label to display in the form for the field. 
  3. Default Value: Enter a value to be prefilled in the field. 
  4. Mandatory: Enable to make this a required field. 
  5. Visibility: Enable to allow users to view this field while creating Cards. 
  6. Encrypt or PHI: Enable to secure the data entered in this field. 
  7. Mask: Enable to hide field value with '*'. 
  
Get to know the basics about properties of custom fields
  
Helen customizes the form by adding new custom fields like Reimbursement amount, Bill number, and Billing date.  


Custom fields can only be created within a specific limit in Qntrl. You can monitor the number of fields remaining by clicking the  Remaining Fields  hyperlink on the left panel. 
  
To avoid running out of fields, we recommend users to reuse fields from the  Available Fields  column. Learn all about  field limits and reusing fields in Qntrl. 

Sections in forms  

Sections  are partitions that can be added to the form. You can add related fields to each section to categorize them. 
  
To add a section: 
  1. Click the  Add Section  button on the left tray. A new empty section will be created. 
  2. To enter a new section name, hover over the section name and click the       icon. 
  3. Drag and drop the new or available fields from the left tray into this section.  
  4. Click  Save.  
Helen adds two sections to separate the bill details and requester details. 
 


  1. You can customize the field pattern of a section to display all the fields in a single column or a pair of columns. Click  More Options  (...) icon     at the top-right corner of the section and select  Single Column  to list fields one below the other or  Double Column  to display fields in two columns. 
  2. To delete a section, click  More Options   (...) icon at the top-right corner of the section and select  Delete
  3. A section containing default fields (Title, Assignee, Due on) cannot be deleted. 
  4. Deleting a section removes the fields from the form and moves them to the  Available Fields  section.  

Line Items in forms  

Line Items  are tables that can be added to Forms. Each column of the line item table is mapped to a custom field. 

  

To add a line item: 
  1. Click Add Line Item and customize the title of the block by clicking on    icon. 
  2. Click on Add Field  hyperlink and select a field type from the list of custom fields. 
    1. To reuse fields in other forms, click Unused Fields. This option will only be available if line items are used in other forms. 
  3. Fill the field properties and click  Ok.  
 


Add the required columns to the table in the same way.  Learn more about line items.  
       

Other actions in forms 

Edit custom field properties  

  1. Navigate to    and select  Orchestration from the menu. 
  2. Click on the orchestration to be edited. 
  3. To edit field properties: 
    1. Hover over the field and click       at the right side. 
    2. Select  Edit  Properties  in the pop-up. 
    3. Make the required changes and click  Ok
  4. Click  Save
 


The new updates will not be reflected in older cards. Newly created cards will use the updated orchestrations.   


Modify user privileges  

Each field in the orchestration can be configured with  profile privileges  to either provide or restrict user access to different fields.  
  1. Navigate to    and select  Orchestration  from the menu. 
  2. Click on the orchestration to be edited.  
  3. To edit privileges: 
    1. Hover over the field and click       at the right side. 
    2. Select Set  Privileges   in the pop-up. 
    3. Make the required changes and click  Ok.  
  4. Click  Save
 


The new privileges will be reflected in both the old and new cards created using this orchestration.  

Here is a detailed post to understand field-level permissions in Qntrl.

Remove field  

  1. Navigate to     and select  Orchestration  from the menu. 
  2. Click on the orchestration to be edited. 
  3. To remove a field: 
    1. Hover over the field and click       at the right side. 
    2. Select  Remove Field   in the pop-up. 
    3. Confirm your action. 
  4. Click  Save
 


The default fields, Title (single-line), Assignee (User dropdown), and Due On (date field),  cannot be deleted.  

Further Reading  



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