Legacy Event Forms

Event forms are a mandatory element for Events. The ACT module has basic Event fields (such as Event title, priority and date drafted) programmed into the application.

Any special Event details (such as date and time of the Event, people/equipment/material affected and root cause analysis) must be documented by attaching a custom Event form to an Event. A variety of forms and workflows can be created to address various situations.

Below are the Guidelines for Legacy Event Forms

• Any user with the ACT Power or Super User permission can create Event forms.
• Event forms are organized by categories and attached to Events in the same category or types of Events.
• An Event form can be reused as often as necessary to create an unlimited number of Events.
• It can also be modified in the future or copied to create a new form with different workflow properties. 
• The Action Items, Collaborators and Approvers tabs of an Event form allow the creator to designate these defaults for the form. This ensures that certain Event types are always collaborated on, and approved by predesignated people and contain certain mandatory action items.
• The Layout button on the Event Details screen opens the form designer in its own window.
• The form can contain one or more of these field types: Label, Line, Text Box, Text Area, Radio Buttons, Check Boxes, Drop-Down Menu and Tree (Form Trees)
• The form designer allows the author to add, organize and control fields and their properties (such as field and its label position, label style, data type allowed, data format, making field mandatory, default field entry and any field-specific help).
• The Event number uses the first four characters of the Event form title; therefore, the first four characters must be unique for all Event forms in a division.

Form Designer V1 Properties

• Common properties of all field types: The field height of any of the above field types can be adjusted from the default value shown.

• Common properties of all data field types (text box, text area, radio buttons, checkboxes, and drop-down menu):

  • Label position can be at top, left or right of the field value.

  • Label can be blank. This is useful in cases to create a form with a common label at the top (just like a table column with a header name).

  • The width of a label can be adjusted by dragging the blue dual-line handle (||) at the end of the label. This is useful to align a series of field value boxes vertically for a professional appearance.

  • To see the current width of a label, drag the dual-line handle (||) slightly then click on edit and view the value in the Field Width field. Use this value for the field widths of labels to align them. When label widths are identical, the adjacent data fields on the right are automatically aligned.

  • Any of these fields can have a default text or value. For radio buttons, checkboxes and drop-down menu fields, defaults are selected in the field options section at the bottom.

  • Any of these fields can be made a Required field. A required field is marked with a red asterisk.

  • Any field can be made a reportable field. When checked, the data in this field can be reported via form fields report. By default, the report field name for such a field is same as the field label and can be changed if desired.

  • When a field is marked reportable, a notebook icon will appear next to the field after saving your changes. 

  • Any field can have a Help Message to provide instructions to users about completing the field. A help icon is shown next to any field containing a help message, and the message is displayed when hovering over the icon.

• Common properties of fields that have field options (radio buttons, checkboxes, and drop-down menu):

  • To reorder a field option, select it (by clicking anywhere in the grey area) and drag it to the correct order position.

  • For radio buttons and check boxes only: Field options can be arranged horizontally (default) or in up to five vertical columns. This is useful in cases where there are a lot of field options.

  • For radio buttons and check boxes only: Field options can have an attached Comment text box. This allows user to enter optional qualifying comments when selecting a particular option.

• Add Section: A section is a vertical partition or column in the form that allows authors to group fields vertically in the layout window.
  • Sections are not visible when users are completing the actual form.
  • For a new form, Section 1 is created by default and can contain only one column of fields arrange vertically.
  •  An author can add up to 4 sections by using the Add Section tool at the top or bottom of the form and above or below the section selected.
  • The width of a section can be adjusted by dragging the blue dual-line handle on the upper right corner of the section header.
  • To create a form with multiple sections in row, adjust the width of the sections to a size that will enable them to be all in the same row.

• • Sections can be dragged from anywhere on the form to any open space, as long as its width is smaller than the open space.
• Add Separator: Separators allow authors to create horizontal partitions on a form. Each partition can have a different number of sections above and below it.
  • Without a separator, a section will wrap automatically to fill any open space above, if is width is smaller than the open space.
  • A separator can be inserted at the top or bottom of the form and above or below the section selected.
• Add Field: A form is can be created using or more of the field types listed and described below.
  • Authors can drag and drop each field type into a section on the form to determine the layout of the form.
  • To view or change the field properties of an existing field, right-click on the field and select Edit.
• Label: Can be used for title, numbered list, bulleted list, explanation text or embedded picture.
• Line: A solid, dashed or hidden (blank space) horizontal line can be used between fields.
• Text Box: Can be populated with up to one line of alphanumeric text, a number, date, time value or an active user name.
  • The data type allowed for the text box is enforced when a user completes the form. Text boxes allowing only a date value will display a calendar when user is populating field.
  • Text boxes allowing only a time value must be filled with time in military hours formatted as HH:MM:SS.
  • Text boxes configured for active user name will display a list of potential user to populate the field as the user is typing the name of the desired user.
• Text Area: Allows users to enter up to 20 lines of text up to 100 characters wide.
• Radio Buttons: Allows users to only check one of the options displayed.
• Check Boxes: Allows users to check one or more of the options displayed.
• Drop-Down Menu: Allows users to select one value from a list of drop-down field options.
• Tree (Form Trees): A custom-designed decision tree that can guide users to a correct selection by sequentially (hierarchically) reviewing displayed nodes (could be answers to questions) and selecting the most appropriate node (answer).

• Action: A tool menu that allows authors to edit, duplicate, delete sections or fields. The Preview option allows the author to preview the form as a user who is completing the form would.

How to Create an Event Form

1. Navigate to ACT > Settings > Event Forms.
2. Select New
3. Select Legacy Version
4. Select a Category from the category drop-down menu.
5. Enter the Title for the Event form.
6. Description, Header and Footer are optional fields that can be used to further describe the Event form.
7. Deselect the Active checkbox if you wish to inactivate this form. Typically done if you do not want the form to be accidentally used when building it. 
8. Enter the correct Company and Division.
9. Select Public if you would like other Divisions to be able to use and copy this form. 
10. Select Save.

How to Build your Form

1. Navigate to ACT > Settings > Events Forms > Event Form Title
2. Select Layout
3. From here you can drag and drop any of the fields, defined above, to their correct orientation.
4. After filling in the necessary information in the fields you dragged over, exit the Form Designer.
5. Click Preview to view your form as users completing it would.

How to Add Action Items to your Form

1. Navigate to ACT > Settings > Event Forms > Event Form Title
2. Select the Action Items tab.
3. Select New
4. Enter the Title for the action item.
5. Description, Implementation Steps, Priority, Risk Ranking, Classification, Assigned To, Verifier, Supervisor, Order, Day to Complete, and Estimated Cost optional fields that can be used to further describe the action item. Enter a data for these fields, if necessary.
   1. The Form field displays only if there are any action item forms created in the same category as the Event. If displayed, select a form as needed. To learn more about Event based action items, view our Event Based Action Items Article.
6. Enter the assignee's Supervisor, if desired.
7. Select Save.

How to Add Approvers to your Form

1. Navigate to ACT > Settings > Event Forms > Event Form Title
2. Select the Approvers tab.
3. Select New on the toolbar.
4. If adding Approvers as jobs, select job.
5. If adding Approvers as individuals, select individual. 
6. Select the users or jobs that will be Approvers for the Event form by selecting the checkboxes next to their names or titles.
7. Enter the Order of each person or job for Approval.
8. To add Approvers by Route:
   1. Select Route on Toolbar
   2. Enter search criteria and select Search.
   3. Select the Route that will be Approvers for the Event form.
9. Select Save. 

How to Add Collaborators to Form

1. Navigate to ACT > Settings > Event Forms > Event Form Title
2. Select the Collaborators tab.
3. Select New
4. Enter in the search criteria to search for users and select Search.
5. Select the users that will be Collaborators for the Event form by selecting the checkboxes next to their names.
6. Enter the Order of each person or job for Collaboration.
   1. Note: The order indicates how the Collaboration task will move from person to person.   
7. Select Save.