Form Dashboard Features

Purpose

A Form Data Dashboard is the mechanism used in VisualVault that allows users to display multiple records of form data and then allow them to view, update, or modify data for a selected Form ID Card or Form data instance. It can be an administrative tool allowing owners of the form to view a combination of:

• The form metadata (Form ID, create date, modified date, status, etc.) and the Field level data or
• It can be a tool giving users in the business process data that they need to get their work done. 

It is recommended that the Form ID or Edit links be used as a way to navigate to the actual form. 

• Users may also utilize the right-click accessible context menu to navigate to the form.  

Multiple dashboards may exist for any given form template and its instances. Users may also be restricted to only viewing the data from Form Dashboards depending upon permissions and the columns displayed in the published dashboard.

This article will review the features available for use with a form dashboard.

From Dashboard Menu

Search

This button can be used to set filters for the data that will be published in the dashboard.

Print

Allows the user to print a subset of the displayed data.

Save

Save the current dashboard with the current name or save the dashboard with a different name for modification.

Export

Export the currently displayed details. Refer to Export Form Data for more information.

Delete

When Delete is enabled, allows for form records to be deleted from the dashboard.

Query Filter

Allows development of a filter using SQL combinations. For additional information, please refer to the article below.

Workflow Status

Allows filtering of the dashboard based on the status of a workflow for the form.

Batch Print

Allows for the selection of multiple forms to queue them into a job.  All selected form records will be placed into a PDF file where all forms can be printed at once.

• This requires the Portal Module: User Notifications to be enabled as this is where the created PDF document can be accessed.

Multi-Edit

When enabled, this allows for multiple form records to be edited at one time to edit for specified form fields.

• Enabled in Select Report Columns.
• For additional details, please refer to the section below.

Configuration Options

The below images appear in VisualVault from left to right.

Select Form Template

Used to select the primary form template that will be used in this dashboard. 

• It is also possible to join another form template’s data.

Limit Results to Create By

This restricts the visibility of the form dashboard results to only forms a user has submitted.

Lock Status

Only allowed to see a specific workflow sequence as configured by the status dropdown at the top of the screen.

Enable Delete

Allows for the owner of the form template to delete an instance or multiple instances of form data.

Enable Automatic Refresh

Allows for an automatic refresh of the form dashboard to occur.

• When enabled, the Refresh Interval in Minutes can be set.

Enable Deleted Fields

This allows form fields that were deleted from a form template to be visible in a form dashboard.

• Please note, it is highly recommended to rename fields that will no longer be in use rather than delete them.

Join Data Source

This is a button located next to the Select Form Template drop-down.  Allows for configuration to join two forms into one dashboard.

Select Report Columns

Fields selected from Available Form Fields that display data in the dashboard.

• It is also possible to enable Multi-Edit from this area.

Column Properties

This section only becomes visible when the pencil icon () is selected above Select Report Columns.

Filtering Rows

When beginning a search in the dashboard, a filtering row appears.

Filtering Rows are used to narrow the results displayed on the published dashboard. 

• Only Selected Report Columns will be visible in the filter. 
  • The exception to this rule is the Workflow Status column. Users may filter on this column even if it is not visible on the dashboard.

Data Results

The name of the dashboard and results are displayed in columns.

• If a user is viewing a form dashboard, they will only see the menu and the data results displayed.
• If a user is editing a form dashboard, they will see all of the configuration buttons listed in the above sections including the data results.

View

Edit