Online Help

What is a Form

In the Form App you can build a form, fill in a form and search through the records of a form. A form is a pre-structured “file” that gives a user the possibility to add information in a structured and simultaneous way. Once a form is created, a user can fill in a form and every time he does this, a record of this form will be created and saved on Bricsys 24/7. There are 3 ways of using forms.

A. As meta data

Let a user fill in (or select) pre-structured information about the document when he is uploading a file on Bricsys 24/7. Without noticing it the user can or has to fill in a form. Once the user filled in the form and uploaded the document, a record of the form will be saved and attached to the document.

For example Building Meta data.

When a user uploads a document, he has to or can select the document type (Contact, picture, invoice , plan, other) discipline (Decoration, Electrical, furniture, HVAC, plumbing, Safety, Structural) and floor (-1,…,4).

Form as meta data

Benefits of Meta data

Search in the advanced search on the filled in forms to find a document (See Overview > Search). For example: Search for Plan (Document type) Electrical (Discipline) of the 3the floor. Without knowing where exactly the plan is stored on Bricsys 24/7, you can easily find it.

2. Search through the records

Search through the records of the filled in form in the form viewer (See Form Viewer).

3. Create reports

Create reports out of the filled in forms (See Reports App)

4. Automatically generate a name

Optionally generate a name for the document based on the filled in form (For example: Plan _Electrical_3).

B. As attachment

Instead of adding a note to a document, a user could attach a form (with pre-structured information) to a document to give a comment in a structured way.Once the user filled in the form a record of the form will be created and attached to the document.

For example: Request for information form.

U user can fill in and attach the Request for information on a document attach.

Request for information form

Benefits of attaching a form to a document

1. Add information in a structured way.
2. Add information in a simultaneous way
3. Search through the records

Search through the records of the filled in form in the form viewer (See Form Viewer).

4. Create reports

Create reports out of the filled in forms (See Reports App)

C. As Database

Fill in a form to build a database in a structured way on Bricsys 24/7.

For example: Investment demand.

Users can fill in the investment demand form in the Form App. The responsible for the investment demands can now search through these records and make reports out of them and make a proadminper decision about the investment.

Investment Demand

Benefits of using a form to build a database

1. Search through the records

Search through the records of the filled in form in the form viewer (See Form Viewer).

2. Create reports

Create reports out of the filled in forms (See Reports App)

After creating a form upload a file with existing data to build your database on Bricsys 24/7 (See Administration App > Table administration > Actions).

Form App overview

Form App overview

App Menu

If you select a Form folder in the App Menu the App Content will show the forms of this Form-folder.

App Content

Above the App Content you find Actions and Views.

Form App actions

All the actions in the App Content are stored in two different places. They can be found on top of the App content an in the Hover Bar (See Bricsys 24/7 Basics > Bricsys 24/7 Overview)

Add FormAdd Form

See Setup a Form

EditEdit Form

See Setup a Form

CopyCopy Form

MoveMove Form

DeleteDelete Form

Set up a Form

To Set up a form you have to follow the next steps.

  1. Select the form folder you want to add the form to.
  2. Click: add form.
  3. Create your form in the Form-editor (See Form editor).
  4. Save your form in the form-editor.
  5. Use the form (See use form).

Use a form

As meta data

If you want a user to fill in the form when he is uploading a document (See Administrator App > Structure).

As attachment to a document

  1. Go to the document you want to attach a form to.
  2. Select the add form action (See Structure App > Actions).
  3. Select the form you want to attach.
  4. The form-viewer will pop up.
  5. Fill in the Form in the form viewer (See form-viewer).

If you want some fields of the form to be filled in before it is attached to a document select the “make this field required” option when creating the form (See Form App > form Editor > Create a form).

As a database

If you want to fill in a form and add a record to your database.

  1. Select the form (in the form folder).
  2. The form-viewer will pop up.
  3. Add new record (See Form viewer > actions).

If the form doesn't pop-up, look at the pop-up blocker of your browser and enable pop-up blocking for Bricsys 24/7.

After creating a form Upload a file with existing data to build your database on Bricsys 24/7 (See Administration App > Table administration > Actions).

Form editor

The form editor is used to create (or edit) a form. In this editor you can add form-fields to your form and specify the options or possibilities of these fields.

Form field

A form field is a part of a form that contains an image, a selection of choice, a checkbox, a field in which you have to fill in a number, …..

Form field types

There are 12 different form field types and every field type asks, or contains its personal kind of information.

ImageFixed image Field: Place an image

TitleTitle field: Place a title

TextText field: Store anything you like

NumberNumber field: Store valid numbers

ChoiceChoice field: Select out of a list of choices

CheckboxCheckbox field: Store a status

DateDate field: Store a date

TimeTime field: Store Time

DataData field: Store multiple data like a spreadsheet

CurrencyCurrency field: Store currency data

AddressAddress field: Store address details on a structured way

Unique CounterUnique counter field: Store a unique number to count the amount of your record

CalculationCalculation field: Showing the result of a specific calculation (of other fields)

RatingRating Field: Store a rating

DocumentDocument field: Refer to a document on Bricsys 24/7 (attached form/Meta data)

Form editor actions

Lay out form-editor

Add field

Drag and drop a field type to the grid (See Form editor > Form field types)

SaveSave the form

NameName the form

GridChange view of Grid

Label positionLabel position

Change the position of the name of the field according to the field itself.

AccessEdit Access rights

Edit Access rights for all the field in this form

AccessEdit Access rights

Edit Access rights for that field in this form (Hover Bar)

AccessEdit

Edit this field (Hover Bar)

DeleteDelete

Delete this field (Hover Bar)

Create a form

If you are setting up a form (and you added a form in the App Content), the form editor will open automatically.To create a form in the form editor you have to follow the next steps.

  1. Add a form field
  2. Specify the field
  3. Add document field (optional)
  4. Add and specify other fields
  5. Name and save the form

1. Add form field

2. Specify the fields

A. Specify common field information.

To create an activity, select the add activity button in the drawing-tools and click the grid.

Label: Name the field

Optionally choose "Make this field required". When using a form as meta data you can select here whether the uploader has to fill in this field before he can upload a document (See Form App > use the form). When using a form as attachment you can select here whether the user has to fill in this field before he can attach the form (See Form App > use the form)

Specify the field order

B. Specify field type dependent information

TextText-field

  • Accept only an email-address
  • Accept only a weblink
  • Use field as a description field when linking a specific form row*

NumberNumber-field

  • Highlight negative numbers in red
  • Minimum Value
  • Maximum Value

ChoiceChoices

  • Add description
  • Add more (to add choices)
  • Sort values
  • Sort the choices alphabetically
  • Use field as description field when linking to a specific form row*

When using a form as meta data you can optionally rename documents based on the filled in forms (see Admin App > Structure > Use as meta data). For example: When a user uploads a file he has to select a choice. He will see the filled in field and its description. The filled in field will be used to generate the name, the description is there to declare the filled in field.

Form choice field

CheckboxCheckbox

DateDate

  • Show time
  • Use today as default date
  • Use field as description field when linking to a specific form row*

TimeTime field: Store Time

DataPlace a Table field

  • Rows
  • Columns
  • Text / number / Calculation
  • Add more

CurrencyCurrency field

  • Select a currency

AddressAddress field

  • Country
  • Telephone
  • Cellphone
  • Province/state

Unique CounterUnique counter field

  • Amount of digits

CalculationCalculation field

  • Choose fields
  • Fill in formula
  • Amount of decimals

RatingRating Field

  • Amount of stars
  • Select default star rating

DocumentDocument field

  • Link to a revision: If you select this option the form will be attached only to that particular revision. If you do not select this option, the form will be attached to every revision of the document.

3. Add document-field

If you want to use the form to attach to a document or as meta data you have to add a document field (see what is a form and how to use a form). This field will link the record to the document.

4. Name and save the form

Form viewer

In the form viewer you can add or delete records of a form and search through the records of the form.If you click the name of the form in the App Content the Form viewer will open.

Form viewer

Actions in the Form-Viewer

Add record

  1. Select add record
  2. Fill in the form
  3. Save
  4. A record will be added and saved

Remove record

  1. Select a record (If you see the record this means it is selected at that moment)
  2. Select Remove Record

Get a list with all records

  1. Select data in the Project Bar
  2. Get an overview with all records

Search through the records

  1. Select search in the Project Bar
  2. Fill in the fields in which you want to search
  3. Click the search icon in the grid to search
  4. Get a list with all records of the given demand