Glossary
Key terms and concepts used in the Form Portal.
A
Archived Forms Forms that have been completed and archived after a retention period. Archived forms are read-only historical records accessible for reference.
Attachments Files uploaded as part of a form submission. May include documents, images, or other file types subject to size and type restrictions.
Auto-Save Automatic saving of form data as you work, preserving progress without manual intervention. Not all forms support auto-save.
C
Checklist A specialized form designed for task completion and verification, typically containing multiple checkbox items. Indicated by a clipboard icon.
Client-Side Validation Form validation that occurs in the browser before submission, providing immediate feedback on data entry errors.
Conditional Logic Dynamic form behavior where fields appear, disappear, or become required based on user selections or data entered.
Create Tab The Form Portal tab where users can browse templates and create new form instances.
Current Forms Forms that are in progress and haven’t been submitted yet. Current forms are editable and appear in the “My Forms > Current” category.
F
Form Instance A specific occurrence of a form template, filled out by a user. Each time you create a form from a template, you create a new instance.
Form Portal The user-facing interface for viewing, creating, completing, and tracking forms in Ambience. Distinct from the Form Designer.
Form Template A reusable form definition created in the Form Designer. Templates are used to create form instances in the Form Portal.
Form Type The category of form: Standard Form, Workflow Form, or Checklist. Indicated by different icons in the form list.
M
Multi-Page Form A form that spans multiple pages or sections, requiring navigation between pages to complete all fields.
R
Required Field A form field that must be filled out before the form can be submitted. Typically marked with an asterisk (*).
Role A permission group that determines which forms you can access and create. Users are assigned to roles by administrators.
Role-Based Access Access control mechanism where forms are organized and accessible based on user role membership.
S
Server-Side Validation Form validation that occurs on the server after submission, performing additional business rule checks beyond client-side validation.
Standard Form A regular data entry form without workflow integration. Indicated by a piano keyboard icon.
Submitted Forms Forms that have been completed and submitted. Submitted forms are read-only and appear in the “My Forms > Submitted” category.
Submission The act of completing and sending a form for processing. After submission, forms typically become read-only.
V
Validation The process of checking form data for completeness and correctness. Includes required field checks, format validation, and business rule verification.
View Tab The Form Portal tab where users can access their existing forms organized by status (Current, Submitted, Archived).
W
Workflow A business process that manages state transitions and approvals. Forms can be integrated with workflows to route through approval chains.
Workflow Form A form integrated with a workflow process. When submitted, workflow forms enter the workflow and may route to approvers. Indicated by a keyboard icon.
Workflow History A record of all actions and state changes for a workflow form, showing who acted and when.
Workflow Instance A specific occurrence of a workflow definition, created when a workflow form is instantiated.
Workflow State The current stage of a workflow form in its lifecycle (e.g., Pending, Approved, Rejected).
Workgroup An organizational unit that provides data isolation and access control. Users only see forms within their assigned workgroups.
Privileges
mod-form-portal Basic privilege required to access the Form Portal module.
mod-form Privilege required to access form-related features in the Form Portal.
mod-checklist Privilege required to access checklist features in the Form Portal.
Form States
Forms progress through different states in their lifecycle:
- Current - In progress, editable
- Submitted - Completed, read-only
- Archived - Historical, read-only
Icons
🎹 Piano Keyboard Icon Indicates a Standard Form (regular form without workflow integration).
⌨️ Keyboard Icon Indicates a Workflow Form (form integrated with a workflow process).
📋 Clipboard Icon Indicates a Checklist (task-based form with completion tracking).
See Also: - Introduction - Overview of Form Portal - Quick Start - Get started quickly - Using the Form Portal - Detailed user guide