Calculations, choice lists, lookups, and other intelligence features can be added to a form to make data entry fast and accurate.
Forms contain areas called fields where you enter information. You fill out a form by tabbing or clicking from field to field and entering information. If you enter information in a cell that does not match the cell's format (e.g., a number is required but you enter a name), you cannot tab out of the cell until the information is corrected.
A field on a form can be automatically populated with a number when the form is opened. For example, on a purchase order form, a form number field could automatically display a form number. If a form number field is present on a form, you cannot complete any other actions until the number is displayed. NOTE If you take a form policy offline, the automatic numbering is temporarily disabled. When you put the form back online, the number is automatically added to the form.
Your form could have a lookup cell that gets information from databases or other systems. When you enter a value in the lookup cell and tab out, data is retrieved and entered in other cells on the form. If you click a button such as Save before the lookup is complete, the form is not saved until the lookup is complete. NOTE Lookups can't be done if the form is offline. When you put the form back online, you must enter or change the value in the lookup cell and tab out of the cell. This allows the lookup to get the necessary data and enter it in the appropriate cells on the form.
There are four types of fields that can be displayed on your form:
NOTE If a cell is required or recommended, this attribute is ignored while the form is offline so you can always save your data.
Most forms have one or more buttons on a toolbar, usually at the top of the form. The toolbar can have standard buttons, such as Save and PDF, but it can also have buttons that are specially designed for individual forms. For example, there could be a Policies button that opens a web page with instructions and information about your organization's policies.
A form can also have buttons in its body. For example, you could click a button on page one that switches to a different page on the form and places the cursor in a specific cell.
You can sign forms electronically. A digital signature provides a way to later verify the identity of the person who signed the form and therefore the integrity of the signed data. If you click or tab to a lookup cell and then to a signature cell, and you try to insert a signature while the lookup is processing, the signature dialog box is not displayed and the signature cell is not selected until the lookup is complete. For more information, see About Digital signatures.
If you enter invalid data in a cell and then click the right or center mouse button on an area of the form other than a cell, an error message appears. Click OK in the dialog box, the cell with invalid data is highlighted. Before you can correct the data cell, you may need to click the cell again.
Some forms have a message at the top of the form that indicates the status of the form. For example, the message may state the form is read-only. For more information, see Open Forms.
Your company may provide you with instructions for filling out a specific form. These instructions could be included on the General View of the Launch Step page, in an instruction field on your form, or on a separate page of the form.