How To Add A New Form Template

1.    Click [Forms & Check Lists] module.
2.    Click the   [Add new form template] button.
3.    The “Template Properties” form should open. 
 

4.    Fill in the form details.
4.1.    Form ID: Enter the Form ID number, to serve as an identifier of the document.
Please not this is a manual field, and there is no verifications or restrictions of entered value.

4.2.    Form Name: This is the name or the short description of the form.

4.3.    Form Type: Select the type of form this is. 
4.3.1.     “Electronic Forms” are documents that are digitally filled out using available software and saved as a file attachment to the “forms entity” (Example Word and Excel files)
4.3.2.    “Manual Forms” are documents that has a file format that is not editable for the user either because the format does not easily edit (image files, scanned documents) or the user does not have access to programs to edit the file (only read it) IE: PDF. Some documents also might require a signature or stamp or is for other reasons required to be kept as a physical document, so word and excel files can also be considered manual forms in some cases.
4.3.3.    “Procedure” chose this option if this is not a form the user will fill out but a procedure description.

4.4.    Form Category: Specify what category the form is. The values in this list are based upon the values available in the Code table “Form Category” (Examples: Voyage operation, Familiarization, Test Procedure etc.). The “automatic” structure uses this value to group the documents. (ref: Automatic Structure)

4.5.    Template File: Clicking the […] button at the end of the field will open a file picker. Select the “form” template file.

4.6.    Last revision: When saved these fields will be auto populated with the current date and the username for the user who modified the meta data last.

4.7.    Description: This field will allow for a short description of the form and its purpose

4.8.    Department: This is a check box list of available departments (source: Department code table) to indicate what departments the form applies to. It could apply to one or multiple departments. The “automatic” structure uses this value to group the documents. (ref: Automatic Structure)

4.9.    Applies to: This is a check list of all “unit groups” and “units” where this form is\should be made available.

5.    Click [Save]