6.1 Listing Forms

All forms in the workflow database are listed on the Forms page. This includes a set of default request and approval forms provided by the application. You can use the pagination option to navigate through this list and specify the number of entries that can be displayed at a time. You can also search and filter the list to find specific forms.

6.1.1 Finding a Form

To find a specific form, you can use any of the following options:

Simple Search

Enter any form name or identifier in the search bar.

Filtered Search

To filter the search for forms, click the Filter icon and specify any of the following criteria:

  • Type of form: request, approval, or template

  • Person who created or updated the form

  • Date when the form was created or last updated

  • State of form: published or not published

You can add two or more criteria on this window to see a more refined list. To add a new filter, click the Add new filter icon, then choose from any of the available criteria and specify a value for it.

Combined Search

You can also combine simple search with one or more filters to obtain a more refined search result. For example, suppose that you are searching for a specific form to request for a laptop. To find this form, type “laptop” in the search field, then click the Filter icon. Select Form Type from the drop-down list, specify the value as Request, then click Filter.

6.1.2 Sorting the List by Columns

By default, all forms on the Forms page are sorted based on their creation time, displaying the most recently created form on top of the list. You can reorder the sequence of listing based on the column of your choice. For example, click the sort icon next to the Form Name to sort the forms in an alphabetical order. Subsequently, you can shuffle this list in ascending or descending order by clicking the same sort icon.

Sorting is supported for the following columns:

  • Form Name

  • Form Type

  • Created By

  • Updated By

  • Created On

  • Updated On

6.1.3 Customizing the Columns

When you navigate to the Forms page, you see the columns that are selected to display by default. However, you can choose the columns to display as desired by using the Column Customization option.

To customize the columns:

  1. Click the Column Customization icon.

  2. Select the check box next to the desired column that you want to display. The selected columns are added simultaneously to the Forms page.

    HINT:To choose all columns, select the check box provided near the search field.

  3. Click the close sign (x) on the Column Customization window.

NOTE:Workflow Administration does not save your customization. Next time when you navigate to the Forms page, columns that are configured to display by default will be shown. Alternatively, if you have appropriate permissions, you can set your preferences as default from the Settings page. For more information, see Column Customization Settings.

6.1.4 Form Legends

Workflow Administration Console uses certain legends to indicate the publishing state of a form, whether it is unpublished, published, or in editing state. The following table helps you to interpret the form legends and take required actions:

Legend Used

Form State

Indicates that...

Form is published

The form is in published state and can be associated with any workflow.

Form not published

The form is saved in the database but is not in a published state. It cannot be associated with any workflow.

Form has unpublished changes

A published version of the form is present in the database, but there are additional changes which have not been published yet. Forms in this state can be associated with a workflow, however, the new changes will not reflect in the attached form.