Creating, Editing, and Deleting Forms

How to Create a New Form or Edit an Existing Form

Table of Contents

Creating New Forms

Defining a Visit/Transaction Date

Editing Existing Forms

Deleting Forms


Creating New Forms

Prerequisite: User has access to Form builder > Add new form

Create a new form by selecting the “Create New Form” link from the Links section.

Then name the form and designate the Form Type.

Web Browser:

Mobile App:

On the app, tap the properties button at the top left of the form to open the properties panel for accessing the form type.



Forms will default to be Subject (also called "Participant") type since these are most common.  The Form types for Study level forms are Subject, Site, and Study. The Form types for Host level forms are User, Site, and Study.

Defining a Visit/Transaction Date

Every form must have at least one data field before it can be saved. For subject type forms, there must be a date field and it must be set as the visit transaction date.

Drag a date type field onto the form and give it field name and reporting label. This normally makes sense to be something like the "Date of Collection" if it will be identified as the form's transaction date. 

Mobile App:

 

Lastly, access the form properties and define the form's Visit/Transaction date field. This step is only required for Subject type forms.

 

The Visit/Transaction date is used by the system to determine if the form was collected within its defined visit/time window. If other dates are collected on the form, such as historical event dates, it does not typically make sense to use those dates as the form's Visit date.

If the visit window depends on hour granularity, make sure the Visit/transaction date is a Date+Time field.

Saving: Be sure to tap the save button to commit any changes. The form builder does not auto-save.

 

How to Auto-Populate a Visit Date to Prevent the User from Having to Enter it Manually

Since the Visit/Transaction date usually makes sense as the form's collection date, it helps to automatically populate it for the data entry users. Do this by setting up a simple Populate Conditional action where the condition is IF current date is not blank AND VisitDate is Not Blank. 


Editing Existing Forms

Prerequisite: User has access to Form builder > Save Changes to forms

To edit an existing form, first open the desired form from the Form Manager table by tapping the form's name. These are listed by default in alphabetical order.

Web Browser:

Mobile App:

Once the form is open, make the necessary modifications and tap the save button.

If the form needs to be edited on a version that is already published, the save option will not be available unless the user has access to Version Override. It is normally suggested to group changes together under new study versions. Read more about Version Management.

If editing a Child form, be sure the same change(s) are made on the corresponding Parent form.

 


Deleting Forms

Prerequisite: User has access to Form builder > Delete form

Deleting can be done only on forms that do not contain subject data. 

Subject data can be removed from a form if the form version is in development and the data only exists in Administrator sites.

Web Browser:

Mobile App: 

Swipe left to delete.