Forms add flexibility to what can be stored for an object beyond the standard data fields that apply to every object.
The basic data (names, object code) and the configured Object Type data (the type boxes on the Data tab) are intended for data that applies once to an object. For example, your name, rarely changes and your place of birth and date of birth is also static. And you’ll forever only have on place of birth.
Forms are for data that can be applied multiple times and the data is more fluid than static. While your date of birth won’t ever change, where you celebrate your birthday every year might. If there was a form called “Birthday celebration” there could be a form filled out each year with data for each year.
Forms are great for optional data that you might want to capture multiple times for an object:
- Donor Meeting Notes
- Audit Report
- Location Development Update
- Child Annual Profile
- Volunteer Training Report
- Mission Trip Application
- Retreat Report
- Class Roster
Figure 3-8: Individual forms can be large, so in the Forms tab, each form can be expanded of minimized.
To view the forms for an object, open the object and click on the Forms tab, as pictured in Figure 3-8 above.
To add a new form select the type of form from the Add New Form combo box in the upper right hand corner of the Forms tab.
Security – The list of available forms is based on both the object’s type(s) and your security. If there’s a form you need to add to an object and you don’t see it, discuss it with your system administrator.
Similar to how objects have a status (prospect, active, inactive) for each of the object’s types each form also has a status. The possible statuses for each form is configured specific to that form. The status can automatically flag that form as complete and/ or approved.
Nearly every aspect of an object affects it’s engagement, but forms offer the most flexibility because the number of engagement points a form can add to the object are subjective. If no user alters the engagement for a form, then the default value applies.
Forms capture the normal data fields but they can also add a subjective, or variable, number of engagement points. The minimum, maximum, and default engagement points are set in the design of the form.
Click on the edit button or icon to edit the form.