• On the Forms screen click the [Add template] button to upload a new template


A screen called ‘Upload template’ appears, through which user can upload a PDF template file from the local computer or from SKYSITE Archives cloud app.


Fig: Upload template screen – for uploading new template in the app


  • Click on the [Choose a file] button to upload a new template (in PDF) from the local system to SKYSITE ARCHIVES forms module 
  • Double-click on the chosen file or select one or more files and click the [Open] button to upload the template 


After uploading the PDF file, it is displayed on the ‘Upload template’ screen.


Fig: PDF file (which needs to be filled up by the user to generate forms) added while uploading the template


  • Enter the name of the template within the ‘Template name’ textbox (application automatically populates the name of the PDF file as the name of the template which you can edit)
  • Select the type of approval the forms created based on this template must adhere to, from the link beside the ‘Approvals’ section

Fig: Type of approval selection drop-down


  1. No approval required– Selection of this option means no approval is required after submission of this form.
    • Once a user submits the form, the status becomes ‘Approved’ and the form is no longer editable.
    • No comment entry is allowed after submission of the form, as submission means automatic approval.
  2. Single approval required- After you select this option, select the email ID of one or more users (these users should have access to the collection – admin, employee user or shared user) who will have the authority to approve or reject the form to be generated from this template. The form is marked as approved or rejected when any one of the users marks the form as approved or rejected.
    • The status of the form is updated to ‘Approved’ or ‘Rejected’, when any one of the users marks the form as approved or rejected. The other users in the approval list will see the status change but will not be able to make any status changes to the form after it has been marked as ‘Approved’ or ‘Rejected’.
    • After a form has been marked ‘Approved’, the status is approved, and the form is no longer editable. 
    • After a form has been marked ‘Rejected’ the status is listed as rejected. If a user wants to resubmit, the user will select ‘Resubmit’. Even after rejection comments can be entered by users having access to the form.
    • All users with the ability to view the form can submit comments, until the form is approved.

As soon as user selects this option the textbox ‘Select users who can approve, reject this form’ becomes enabled. This is shown below,


All account users are displayed in the drop-down. User can select multiple users as approvers.


  1. All must approve - After you select this option, select the email ID of multiple user (these users should have access to the collection – admin, employee users and/or shared users) who will have the authority to approve or reject the form to be generated from this template. All the users in the list must approve the form (created using this template) to make the status of form as ‘Approved’.

 

  • Any single user rejecting the form (before all the user in the list has approved the form) will cause the status to become ‘Rejected’. 
  • Only if all selected users approve the form, it is listed as ‘Approved’. 
  • Until all users approve, or any user rejects, the form is listed as ‘Pending’. 
  • After a form has been marked ‘Rejected’, the status is shown as rejected. If a user wants to resubmit, the user will select “Resubmit”. Even after rejection comments can be entered by users having access to the form.
  • All users with the ability to view the form can submit comments, until the form is approved.


As soon as user selects this option the textbox ‘Select users who can approve, reject this form’ becomes enabled. This is shown below,


Fig: Approver selection for ‘All must approve’


All account users are displayed in the drop-down. User can select more than on user as the approver.


  • Click the [Add] link beside the Users to notify section to select the email ID of the users (these users should have access to the collection – admin, employee users and/or shared users) who will get notification when the status of the form changes (status change means when the form created from this template is submitted, approved, rejected, a file/photo is attached or a comment is added). Also, these users will receive notification as per the schedule selection for form generation from the template.

 

Fig: Selection of users to be notified


  • Click the [Set frequency] drop-down to select the frequency of when the application will auto-generate a form from this template on a periodic basis – this could be daily, weekly, monthly, quarterly, half-yearly or annually. 
  • After frequency selection, select the Start date which will be taken as the date on which the template is uploaded in the app. The Start date cannot be in the past (the app will not allow you to select a past date), it should always be the current date, although the app will allow you to select a future date as the start date. 


Based on frequency selection and start date, app will auto-calculate the scheduled date of auto-generation of a form from the template. Hence, when the schedule date arrives based on the start date, a new form is auto-generated from the template and displayed on the Forms module under the template. The newly generated form will have a status as ‘Draft’. User can now work with this new form (fill the info in the form template and submit for review). Users will also receive a notification in their registered email the day after the scheduled date that a new form is generated from the template on the scheduled date.


Application also sends a notification email to any users selected in ‘Users to notify’ section.

For example, if start date is selected as 2nd May 2019 and frequency is set as ‘daily’, then every day (i.e. on 3rd May, 4th May & so on) at the same time the schedule is selected, a form is auto-generated from the template and displayed inside the template on the Forms module. This form will have a status as ‘Draft’

 

Fig: Schedule selection of a template


  • Enter any search tags under the Tags section. Any entered tag will be automatically associated with the template. The user may add multiple tags by separating them with a comma or semicolon. After addition the tags are shown below the tag entry textbox.

 

Fig: Entering new tags


The application will generate a consolidated PDF file from an approved form automatically. This file will consist of a form’s form data & the form’s meta-data after approval. This consolidated PDF file is stored inside the location chosen by the user from the ‘Save location’ section. 

If you do not select this location, then no PDF file will be generated from the approved form, although the PDF file will be available for download from inside an approved form. 

Note: All templates and forms created from the templates are saved within the Forms module.


  • Click the [Choose] button to choose a location (within the same collection of the SKYSITE Archive) where a consolidated PDF file generated from an approved form will be stored. This PDF will be auto-generated and will consist of a form’s form data & the form’s meta-data after approval.

 

This location can be any folder within the Folders & Files module in the collection. 

 

Fig: Changing saved location

  • Choose a folder and click [Done] to select the location (you can also create a new folder and choose the location as that new folder)

 

Users can use this uploaded template to create several forms. For example, using a template, users can create a daily scheduled form for updating information on a fire extinguisher (daily maintenance form of a fire extinguisher) or users can create a weekly scheduled form for maintaining checklist on any emergency assets. The uploaded template is automatically saved under the Forms module.

  • In the end, click on [Save] button to save the uploaded template

The newly uploaded template is now displayed on the templates list screen.