Copy Form

This tool will allow you to make a copy of an existing form in your workspace.

Overview

The copy form plugin can be used to make an exact copy of any form in your workspace. The new form can then be modified. Forms can be copied into its existing workspace, or any other workspace you have access to.

Two field types need to be manually recreated after the new form has been created. These are the Summary fields and Linked Form fields. See ‘Manually Recreate Summary and Linked Form Fields’ below for directions on how to manually recreate these fields.

Copying a form is useful when:

  • Preparing for a new cycle
  • You want to make edits to your cycle
  • You are starting a new, very similar program

Setup/Requirements

Make sure the Copy Form plugin is installed in your workspace. If not, you can submit a ticket to our Support Team and request that it be installed. You can submit a ticket to our Support Team by clicking the blue ‘Help’ button in the lower right corner of any screen in your workspace. Click the ‘Contact’ tab and follow the instructions.

Copy a Form

The plugin is accessed by clicking a tile in Settings & Tools.

To copy a from enter the information in the fields. Additional fields will appear after the first two fields are populated. Once all fields are populated, the ‘Copy Form’ button will turn dark green and can be clicked.

1. Which workspace contains the Form you would like to copy: 

  • All of the workspaces you have access to will appear in the drop-down. If you only use one workspace, there will only be one workspace in the drop-down.

2. Select the form to copy:

  • This drop-down will contain a list of all forms in the workspace selected. As soon as this form is selected the next field will appear.

3. What would you like to call this form (24-character max):

  • Name the form in a way that you will know what it is being used for. As soon as you enter the name, the next field will appear.

4. Which workspace should this form be saved in:

  • All of the workspaces you have access to will appear in the drop-down. If you only use one workspace, there will only be one workspace in the drop-down.

Once you have completed all of the fields, the ‘Copy Form’ button will turn dark green. Click the ‘Copy Form’ button.

As the system copies the form, status messages will appear at the top of the screen. It will only take a few seconds to copy the average form. The message ‘Your form has been successfully copied!’ will appear at the top of the screen when the copy is complete. 

There may be a message at the bottom of the screen. The message at the bottom of the screen is letting you know that there were fields in the form that could not be copied: Summary Fields or Linked form fields. You need to manually recreate these fields.

Manually Recreate Summary and Linked Form Fields

There will be a Presentational Text field in place of each of the fields that needs to be recreated. Open that field by clicking the ‘Edit’ button and create a new field based on the information provided. For more information on making edits to forms see this knowledge base article: Form Builder Overview.

TIP: I copy the presentational text to Word or Notepad so that I can reference it more easily when making the updates.

Linked Form field

The following is the presentational text for a linked form field. Below the example presentational text is a description of what each line in the presentational text field represents.

## Linked Form Field:

### Name: Linked 20 Application

### Form: 20 Application

### Required: No

### Enforce No Duplicates: Yes

### Description/Help Text: Links to current cycle application.

### Short Name: Application

### Field Purpose: Used by System: Do Not Delete

### Show related fields from linked form: Yes

Fields:

  - Name

  - Proposal Title

Descriptions:

  • The first line indicates what field type should be recreated. Find this field type in the ‘Drag and Drop Fields’ list and drag it onto the form just above or below the presentational text field.
  • Name: This is the name of the field that was copied. Be sure the new name is accurate for the new form. For example: If you are preparing for your next cycle and there is a year in the field name, change the name to the year for the next cycle: ‘Linked 21 Application’.
  • Form: This is the field that was linked to the copied form. If you copied the form to prepare for a new cycle or a different program you need to link the equivalent form for that cycle or program. In this example the form to link would be ‘21 Application’.
  • Required
    • If this is ‘Yes,’ you need to click ‘Required’ in the field settings. 
    • If it is ‘No,’ no action is required.

Click ‘See advanced options’ to access the settings that are described in the rest of the lines.

  • Enforce No Duplicates
    • If this is ‘Yes,’ you need to click ‘No Duplicates’ in the Advanced Options of the field settings.
    • If it is ‘No,’ no action is required.
  • Description/Help Text: Enter in the ‘Help Text (Optional)’ box.
  • Short Name: Enter in the ‘Short Name’ box
  • Field Purpose: Enter in the ‘Field Purpose (Optional)’ box
  • Show related fields from linked form: Scroll back to the top of the field settings and click the box for ‘Show related fields from this Linked Form’ box.
    • Once the box is checked a drop-down list containing all of the fields on the linked form will appear.
    • Check all of the fields in the drop-down that are listed under ‘Fields:’

Summary Form field

NOTE: The form containing the data that will be summarized (listed on the line ‘Form:’) must have a linked form field connecting it to the new form before the summary field can be re-created.

The following is the presentational text for a linked form field. Below the example presentational text is a description of what each line in the presentational text field represents.

## Summary Field:

### Name: Summary

### Form: text Application

### Summary Type: count

### Field: NONE

### Decimal: NONE

### Currency: No

### Description/Help Text: Help Text here

### Short Name: Short Name here

### Field Purpose: Count of  Ineligible

### Filter:

- ALL:

   - Folder | is | Ineligible

NOTE: When Filter shows  ‘isComplete | is | true’   the filter should be set on the field as ‘Draft’ ‘is’ False (Show only completed)’

Descriptions:

  • The first line indicates what field type should be recreated. Find this field type in the ‘Drag and Drop Fields’ list and drag it onto the form just above or below the presentational text field.
  • Name: This is the name of the field that was copied. Be sure the new name is accurate for the new form. 
  • Form: Select the form in the drop-down for ‘Please choose a linked from which you’d like to summarize'. If you are preparing for your next cycle be sure you are summarizing data from the next cycle's form, not the same form that was used last cycle.
  • Summary Type: Select this from the drop-down field ‘I want to know the’.
  • Field: This field will appear after the ‘Summary Type’ is selected. It will have a drop-down list of all available fields on the form. Select the field that you want to use in the summary.
    • NOTE: If you select ‘Count’ in the field ‘I want to know the,’ then you don’t need to select a field so this will not appear.

Click ‘See advanced options’ to access the settings that are described in the rest of the lines.

  • Decimal: Select this from ‘Decimal Places’ under ‘Formatting Options.’
  • Currency
    • If this is ‘Yes,’ you need to check the box for ‘Set number to currency’ under ‘Formatting Options.’
    • If it is ‘No,’ no action is required.
  • Description/Help Text: Enter in the ‘Help Text (Optional)’ box.
  • Short Name: Enter in the ‘Short Name’ box
  • Field Purpose: Enter in the ‘Field Purpose (Optional)’ box
  • Filter: Scroll back up to the top of the settings for this field. Click the filter icon to the right of ‘across.’ A pop-up window will appear. Copy the filter information into this field.
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