Using the Form Portal

This guide covers all features of the Form Portal for end users.

Overview

The Form Portal is organized into two main tabs:

Interface Layout

[SCREENSHOT MARKER: portal-layout] Description: Show the complete three-panel layout with labels for each section. How to capture: Open Form Portal, annotate the three main areas (sidebar, list, preview).

The Form Portal uses a three-panel layout:

Left Sidebar

  • Navigation tree with form categories
  • Organized by role and status
  • Expandable/collapsible groups

Center Panel

  • List of forms in selected category
  • Search bar for filtering
  • Refresh button
  • Form metadata (name, last modified)

Right Panel

  • Form preview and interaction area
  • Displays selected form
  • Fill out and submit forms here

Navigation

Using the Sidebar

[SCREENSHOT MARKER: sidebar-navigation] Description: Show the sidebar with multiple categories expanded. How to capture: Expand several groups in the sidebar to show the hierarchy.

The sidebar organizes forms into categories:

View Tab Categories: - My Forms - Your personal forms - Current - Archived - My Checklists - Your personal checklists - Current - Submitted - Archived - Role-based groups - Forms shared with your roles

Create Tab Categories: - Owner - Forms you own - Role-based groups - Forms for your roles

Click on any category to see its forms in the center panel.

Using the Search Feature

[SCREENSHOT MARKER: search-in-action] Description: Show search box with text and filtered results. How to capture: Type a search term, show how the list updates.

The search box filters forms in real-time:

  1. Type any part of the form name
  2. Results filter as you type
  3. Case-insensitive matching
  4. Works in both View and Create tabs

Tips: - Search across all visible forms - Clear search to see all forms again - Use specific terms for faster results

Refreshing the List

Click the Refresh button to reload the form list: - Updates with latest forms - Useful if forms are added by others - Reloads current category

Form Icons and Indicators

Form Type Icons

Icon Type Description
🎹 Piano keyboard Standard Form Regular form without workflow
⌨️ Keyboard Workflow Form Form with workflow integration
📋 Clipboard Checklist Task-based checklist form

[SCREENSHOT MARKER: form-icons-in-list] Description: Show a list with all three icon types visible. How to capture: Show a form list containing different form types.

Form Status

Forms are organized by status: - Current - In progress, editable - Submitted - Completed, read-only - Archived - Historical, read-only

Working with Forms

Opening a Form

[SCREENSHOT MARKER: selecting-form] Description: Show a form being selected with visual feedback. How to capture: Click a form, show the selection highlight.

  1. Navigate to the desired category in the sidebar
  2. Click on a form in the center panel
  3. The form loads in the right panel

Filling Out Forms

[SCREENSHOT MARKER: form-with-fields] Description: Show a form with various field types (text, dropdown, date). How to capture: Display a form with multiple field types visible.

Forms may contain various field types: - Text fields - Enter text - Dropdowns - Select from options - Date pickers - Choose dates - Checkboxes - Select multiple options - Radio buttons - Select one option - File uploads - Attach files

Tips: - Required fields are marked with * - Hover over fields for help text - Some fields may auto-populate - Validation happens as you type

Multi-Page Forms

[SCREENSHOT MARKER: multi-page-navigation] Description: Show a form with page navigation controls. How to capture: Open a multi-page form, show Next/Previous buttons or page tabs.

Some forms have multiple pages: - Use Next to move forward - Use Previous to go back - Or click on page tabs if available - All pages must be completed before submission

Form Validation

[SCREENSHOT MARKER: validation-errors] Description: Show a form with validation error messages. How to capture: Try to submit with empty required fields, capture error messages.

Forms validate your input: - Client-side validation - Immediate feedback - Required fields - Must be filled - Format validation - Email, phone, etc. - Server-side validation - Additional checks on submit

Error messages appear: - Near the problematic field - In red text - With specific guidance

Submitting Forms

[SCREENSHOT MARKER: submit-button] Description: Show the Submit button and submission process. How to capture: Show a completed form with Submit button highlighted.

To submit a form: 1. Fill out all required fields 2. Review your entries 3. Click the Submit button 4. Wait for confirmation

After submission: - Form moves from Current to Submitted - You receive a confirmation message - Form becomes read-only - Workflow forms enter their process

Form States and Lifecycle

Current Forms

[SCREENSHOT MARKER: current-forms-list] Description: Show the Current forms category with forms listed. How to capture: Navigate to My Forms > Current, show the list.

Current forms are: - In progress - Editable - Not yet submitted - Saved automatically (where supported)

Actions: - Continue editing - Submit when complete - Search and filter

Submitted Forms

[SCREENSHOT MARKER: submitted-forms-list] Description: Show the Submitted forms category. How to capture: Navigate to My Forms > Submitted (or My Checklists > Submitted).

Submitted forms are: - Completed - Read-only - Cannot be edited - Stored permanently

Actions: - View submitted data - Check submission date - Reference for records

Archived Forms

[SCREENSHOT MARKER: archived-forms-list] Description: Show the Archived forms category. How to capture: Navigate to My Forms > Archived, show the list.

Archived forms are: - Historical records - Completed and archived after retention period - Read-only - Accessible for reference

Actions: - View historical data - Search old submissions - Reference for audits

Role-Based Access

Understanding Roles

[SCREENSHOT MARKER: role-categories] Description: Show role-based categories in the sidebar. How to capture: Show sidebar with multiple role groups visible.

Forms are organized by roles: - You see forms for roles you belong to - Different roles have different forms - Roles are assigned by administrators

Owner vs Role Forms

Owner forms: - Forms you created - Always accessible to you - Under “Owner” category

Role forms: - Shared with specific roles - You must belong to the role - Under role-specific categories

Working with Checklists

See Working with Checklists for detailed information.

Next Steps

Next: View Tab