Pre-requisites:

Role privilege as mentioned below, on the project in which form setting is to be configured:

Click on a relevant link below to continue:

Below are the steps to set up forms in a project based on their form type:

1. In the 'Projects' area, navigate to the project where form setup needs to be done.

2. Right-click on the required project and select 'Apps' then select 'Edit App Settings'.

Alternately, hover your mouse over the project thumbnail in the thumb view and click the icon. A layered page opens. Click 'Edit App Settings'.

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3. The screen to manage form settings will appear with a list of all the form types added to the project:

Below is a description of the options available for each form type on the 'Manage

App Settings' screen:

4. Click the 'Download' icon to download the form template in '.xsn' or '.zip' format (per the applicable form template type).

5. Click the 'Edit' icon against the form type to change the form settings.
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Below is a description of the fields available under the 'Form Details' section:

Title of the form group that contains the selected form template.

The name you choose to label your form type.

A minimum of three characters or a maximum of four characters are allowed in a form group code. It becomes a part of the form ID generated automatically every time a new form gets created. It is a combination of the form group code (based on the type of form) and an automated sequential number. Please keep the group code unique within the project along with a distinctive 'AppBuilder FormID Code'.

The selected form type will show under this folder name in the 'Project Forms' area.

Every AppBuilder FormID code must be unique within the project, as it helps identify the type of form. However, it should be the same across different projects to be able to locate the form type through the ID. While specifying the AppBuilder form ID code, Asite will display a message if the same AppBuilder code is used for different form types. This is to help ensure that such codes remain unique for each form type within the selected project.

Enter a value for setting a limit on the selected form type for the number of instances that can be created. This setting can be useful for specific form types like Asite Information Delivery Plan where multiple form instances are not applicable. You can apply such a limitation based on the selected 'Form Type' or the 'Organization' involved in the project, the options available in the corresponding dropdown. If entering a limit of 100 forms per form type, users can create a maximum of 100 form instances of the selected form type. Similarly, if entering a limit of 100 forms per organization, users of each organization involved in the project can create a maximum of 100 form instances of the selected form type. If no limit is configured on the number of form instances, permitted users can create as many form instances of the chosen type as they want.
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Below is a description of the fields available under the 'Form Template Settings' section:

Select the 'Form Template Type' as 'AppBuilder' if your form design is in .xsn file format (designed in MS Infopath) or 'HTML AppBuilder' if your form design is in .zip file format i.e. form template designed and downloaded through Asite AppBuilder. You can use Asite AppBuilder to add new form templates to your project.

Note: The 'Basic - Fixed Fields' option is no longer supported in Adoddle View and is no longer available for new form templates.

If the selected form template type is 'HTML AppBuilder' and you have access to edit a form template in Asite AppBuilder, you will get an 'Edit' option corresponding to the name of the form template. Click here to learn more.

This setting is enabled only when uploading a new form template of the 'AppBuilder' type. i.e. in .xsn file format. Combined response enables you to view consolidated response information of the form messages. Multiple response enables you to view individual response information of the form messages. This setting is applicable for form templates of the 'AppBuilder' type, not the 'HTML AppBuilder' type.

Select the form template to upload. If 'AppBuilder' is selected as the form template type, you can upload a file in .xsn format. If the form template is set to 'HTML AppBuilder' type, you can upload a file in .zip format (it should only be a form template downloaded from Asite AppBuilder which will be in .zip file format).

Click on the file link, whether .xsn (for 'AppBuilder' forms) or .zip (for 'HTML AppBuilder' forms) to download the form template if needed.

Note: For security reasons, every form template uploaded in .zip format must be encrypted. So if you upload a form template in .zip format from your local system or email, you may need to encrypt it before uploading it on the Asite platform. The form templates downloaded from the Asite AppBuilder tool are already encrypted.

To provide an option for users to import their form data from an MS Excel file while creating a new form. Using this setting, you can also allow the user to populate the form through an email in integration with Exchange. This option only applies to specific types of 'AppBuilder' forms designed in MS Infopath, such as forms for contract processes or tender processes where users can respond to the form through email. Contact your Asite Professional Services Consultant or email Asite Support to learn more.

To capture data from one form template and then push or pull that data to another template by setting up a connection between them. You can search and select the project name to activate the cross-workspace data connection. For a master child workspace relation, a cross-workspace data connection enables you to specify the master project from the current project.
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Select 'Yes' to enable users to respond on the form instance. Select 'No' otherwise (In scenarios where a response is not required (For example, Transmittal forms). If response is enabled, users can respond on the form provided a separate form view is defined within the form design template for creating responses.

Select 'Yes' if recipients should be allowed to respond to the latest response message of the form (if already created), including the original message. Select 'No' if recipients should be allowed to respond to the original message of the form only, not the response messages.
This setting applies only if a response is allowed on the form type. If this configuration is set to 'No' with 'Response Type' as 'Combined Response', it will show the data from the latest response to the users, unless handled as a part of the design logic in the '.xsn' form template.

Select 'All' to allow all users access to the form to respond. Select 'Recipients Only' to allow recipients on the selected form instance to respond.

This setting is applicable only if a response is allowed on the form type.

Select 'Yes' to enable responding to existing form responses and create multiple message threads. Otherwise, select 'No' if you only want a single message thread.

This setting applies if a response is allowed on the form type. This option is only available when a controller is not enabled for the selected form type. If the form has a controller enabled, users selected as form controllers will receive the responses and they can then release it to other users as required.

You can allow users to save a response message as a draft if they don't need to send it immediately. These draft responses can be edited later and sent whenever required. If set to 'Yes', users will see the 'Save Draft' option when responding to the form. Select 'No' if you don't want users to be able to save the response message as a draft.

This setting applies if a response is allowed on the form type. Any changes in this setting will also apply to past instances of the selected form type.

Select 'Always' to see the responses on the form always (irrespective of the status assigned). Select 'On Form Close Out' to have the users view the response information only once the form instance is closed out, per the close-out status defined for the form type. It can be useful when working with forms related to the tender process in scenarios where responses should only be visible after the review date when the form is closed.

Select 'Yes' if you want a separate user who can act as a controller to receive and control the flow of all form instances created under this form type. If enabled, the user will get a dropdown option to select a controller every time while creating a new form (This dropdown will fetch the users from project roles matching the word 'controller' option and having the 'Control' permission on the selected form type. It doesn't need to be configured separately as part of form design). Select 'No' otherwise.

Once a controller is enabled, forms created later cannot be distributed directly as it goes through the form controller defined while creating the form.

As an alternative to configuring form controllers, you can use the Visual Workflow module, which provides more flexibility in defining the flow of your forms based on the respective form type.

Select 'Yes' if you want a controller to be able to change form status. Otherwise, select 'No'.
This setting applies only if a controller is enabled on the selected form type.

To enable all users to have 'Create' form permission to be able to edit the original message. Select 'No' otherwise. Editing of ORI messages should usually be restricted to specific forms like contract forms on a project since it can contain sensitive information that is not supposed to be edited once created.
The setting of 'Allow Editing ORI Message' is only applicable when the form type is not controller-based, responses are off and forwarding is off.

Select 'Yes' to allow data import while editing the ORI message of forms of the selected type. Select 'No' otherwise.
This setting applies if 'Allow Editing ORI Message' is enabled on the selected form type. Any changes to this setting will also apply to past instances of the selected form type.

Select the tasks that can be assigned for the forms of the selected type along with the predefined number of days to complete the tasks. Specify the default task that will appear every time you distribute a form of this type. The default task and the number of days to complete the task can always be changed later while assigning tasks on the form.
​Click here to learn more about form tasks.

The 'For Information' form task is selected by default and cannot be unselected. It indicates that you can always use the 'For Information' task for all form instances of the selected type.
The 'Assign Status' form task is only available when the 'Overall Form Statuses' form setting is set to 'Yes'.
The 'Distribute' form task is only available when the 'Allow Distribution after creation' form setting is set to 'Yes'.
The 'Respond' form task is only available when the 'Response Allowed' form setting is set to 'Yes'.
Any changes in this setting will also be applied to past instances of the selected form type.

Select 'Mandatory' to make standard message distribution mandatory for users while creating a new form (may be used if no workflow is defined for form distribution). Select 'Optional' to make the standard distribution of the message optional for users while creating a new form. In such a scenario, users can click the 'Distribute' option to enable the 'To' field on the form. Select 'Not required' if the distribution is not required while creating a new form (may be used if all the form distribution is managed using workflows).

Let users distribute the form messages after they are created. Based on the selected option, you can assign permissions for all users (with required form permissions), originators, recipients, or users in selected project roles to distribute the created message.
Any changes in this setting will also be applied to past instances of the selected form type.

To edit and forward a copy of the ORI message by form originator and form recipients based on the configuration. The form originator is the user who created the form. Recipients are the users to whom the form is distributed. Editing of ORI messages should usually be restricted for specific forms such as contract forms on a project, since they can contain sensitive information that is not supposed to be edited once created.

The options you have to 'forward' a form to another user are:

Let users attach external documents with the form message. Any changes in this setting will also be applied to past instances of the selected form type.

You can also have the external document uploaded as an attachment published to the project folder by selecting 'Yes' for the 'Automatic Publish to Folder' option. Specify the folder path to publish external documents on the project. This is not applicable for files uploaded as attachments as part of the actual form design, if any. It would be best to enable simple upload in the concerned project folder unless file attributes are required. Only users with the required permission ('Publish' or higher) on the selected folder can publish the file to the project folder via the form as a file attachment.

To associate any existing form accessible to the user irrespective of its form type, with the form of the selected type. For example, a user can associate an RFI (Request For Information) form with another RFI form or forms of other types such as contract forms.

To define the permissions for associated forms to bypass the form security or continue with it. For example, if an RFI form is created by associating a form of other types such as a contract form.

If this particular setting is set to 'Yes', a user viewing the RFI form can also view the associated contract form regardless of whether or not they have specific permission to view contract forms.
Any changes in this setting will also be applied to past instances of the selected form type. This setting is applicable only if 'Allow Form Associations' is enabled on the selected form type.

To associate files accessible by the user, to the forms of selected type. You can set the association link to be dynamic or static. You also have an option to extend the association to document issues and aMessages.
Any changes to this setting will also be applied to past instances of the selected form type.

To define whether the file will be associated as static or dynamic. If a file is associated as static, the file revision selected when associating to the form will only be associated. If a file is associated as dynamic, it means that the latest version of the file will remain associated irrespective of the file revision selected at the time of associating it to the form.
This setting is applicable only if 'Allow Doc Associations' is enabled on the selected form type.

To associate any particular file revision (accessible to the user) with the instances of selected form type, irrespective of when it was issued.
This setting is applicable only if 'Allow Doc Associations' is enabled on the selected form type.

To associate file comments/reviews to the instances of selected form type as applicable.
This setting is applicable only if 'Allow Doc Associations' is enabled on the selected form type.

To define the permissions for associated files to bypass the folder permissions or continue with it.
For example, if an RFI form is created by associating a file. If this setting is set to 'Yes', a user viewing the RFI form can also view its file associations regardless of whether they have specific folder permission to view that particular file.
Any changes in this setting will also be applied to past instances of the selected form type. This setting is applicable only if 'Allow Doc Associations' is enabled on the selected form type.

Let users associate model views with the forms of the selected type.

Let users associate a project's field location with the forms of the selected type.

Make associating of location mandatory while creating a form message of the selected form type.

Select 'Yes' against 'Overall Form Statuses' to enable applying form status on the selected form type.

If the 'Closes Out the Form' checkbox is selected for a particular status, a form instance will be closed when the respective status is applied/selected to that form. If you want to set up more form statuses for selected form types, modify any existing form statuses or apply colour codes based on form statuses for better clarity, you can click here for detailed help.
Any changes in this setting will also be applied to past instances of the selected form type.

To reopen a closed form. A form is only considered closed in Asite when assigned a status that matches the closeout status configured for the respective form type (See Form Statuses). This setting will work in sync with the 'Can re-open Closed Forms' user privilege for the selected project.

Click here to learn how to reopen a closed form by changing its status.
Any changes in this setting will also be applied to past instances of the selected form type.

If you configure this form setting to ‘Yes’, users won’t be able to change the status of any form of the selected type while viewing it. However, users can change the status by choosing multiple forms in the listing area if they have the ‘Can Batch Status Change - All Forms’ and ‘Can Batch Status Change - Own Forms’ role privileges.
Users cannot reopen closed forms while viewing them. However, users can re-open closed forms by selecting multiple forms in listing areas if they have the ‘Can Re-Open All Closed Forms - Admin’ & ‘Can Re-Open Closed Forms’ role privileges.
If you configure this form setting to ‘No’, users can change form status based on their role privileges. Any changes in this setting will also apply to past instances of the selected form type.

Let the form originator change the status of the form instances of the selected form type. This setting allows administrators to enable/disable the 'Originator can Change Status' settings even for non-controller-based form types.
Any changes in this setting will also be applied to past instances of the selected form type.

Use a form distribution group to distribute the messages.
Any changes in this setting will also be applied to past instances of the selected form type.

To enable the creation of private or public form instances. Click here for detailed help

on permissions required to access private forms.

To allow auto-creation of new forms on status change. If this option needs to be set up on your form template, contact your Asite Professional Services Consultant / drop an email to Asite Support.

To embed form content in email notifications. You can specify whether the email form content should be available for all users or only external users (i.e. paper users). If you design forms using Asite AppBuilder, please check whether all your information on the form appears correctly in the email notification.
Select 'Yes' to activate this option. Two options will be available.
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If selecting the 'External User Only' option, only external users (not registered on Asite) can respond to the form (applicable for paper users). If selecting the 'All Users' option, all users would be able to respond to the form irrespective of whether or not they are registered on Asite.

To enable the creation of form responses via email.

You can generate an external access link for the form instance which will be displayed within each instance (applicable for paper users).

To customize the subject of notifications email.

To perform spell check while saving or creating the form messages.

Select 'Yes' only if your form is designed to work in the offline mode. Select 'No' otherwise. If you use Asite AppBuilder to create form templates, please check whether your form design works as expected on all the applicable devices before making it live for other users.

6. Click on 'Save' to save the form settings.

7. To mark the saved form type as active, right-click the app on the 'Manage App Settings' page and choose 'Mark as Active'.

Similarly, you can mark an active form as inactive using the right-click option 'Mark as Inactive'.

8. To set a form type enabled for the 'Field' tab as the default form for the 'Asite Field' app, right-click on that particular record and select 'Default Field Form'.

Only one of the form types enabled for the 'Field' tab can be set as the default field form at a time. It will appear as default while creating a form using the 'Asite Field' app when the related project is applied in the project filter (on the 'Asite Field' app) and you select the 'Raise Default Form' option from Field home.

9. From the 'Manage App Settings' screen, click the history icon to view the settings history for the selected form.
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A popup page of form settings history appears, displaying the audit history of updated form settings with date and time including the details regarding the user who made changes and what specific changes were made (highlighted in yellow). Click the 'Date' column to sort the listing by date and time.
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If a new .xsn or .zip file is uploaded to replace an existing .xsn or .zip file, you can download old and new files from the form settings history.