Forms

Forms are the most used Function in Database Systems

IntelliOffice has "Smartform" technology that allows a great deal of information to be included on a Form, from basic text data, to images, maps, floor plans and more, we will review some example Forms and describe the various User functions that are important to understand

Personnel Form

This is a typical Form, there is one Form for each employee in an organization. We can add an image of the person, the location of their office, show the office on a floor plan, assign the person to a Department and Cost Center as well as view details about the individual's Ergonomics preferences and track the details of any Move History.

Often Users will access a Form by clicking on the select Record in the List View.

Equipment Form

This is another typical Form, there is one Form for each piece of equipment owned by an organization. We can add an image of the item, the location of the asset, show the location on a floor plan or map, assign the equipment to a Department as well as view details about the item's purchase and warranty details plus track the maintenance history.

Basic Building Form

Buildings own Floors and the Building Form is a critical foundation to a Facilities Management System. This basic Form identifies the unique characteristics of a single facility including the address, name, photos, map and description.

Note that there is no way to modify the Building Code "SCA" this is to enforce consistent relationships to other Tables. The Building Name can be easily changed but the Building Code is a Database Primary Key and is fixed once created.

Additionally the City, State and Country codes are Validated so you can pick from a preset list using the Stacked Bar Icon or Add a new item if the Plus Icon is available to you.

Select Values from a Pick List

In many Fields you can click the Stacked Bar Icon to pop up a list of available values. Click on the required value to select.

Add New Values to a Pick List

Some Users will have the option to Add New Values for certain Fields. Click the + (Plus) Icon to pop up a Create New Form, again click on the required values to select, then complete the new Code and Caption Fields.

Nav Bar for Forms

Forms modify the Nav Bar to provide new Functions that allow you to work with your Data (notice Purple Menu Buttons on the top of the vertical Nav Bar) these allow for Filtering, Listing, Adding or Editing of Form data.

The Image Gallery allows for "Drag and Drop" upload of multiple photos, while the Map display is driven by the Building Address.

Gallery Controls include Upload (vs using Drag and Drop) Download and Delete, plus you can set the Primary, Secondary and Tertiary status for an image which will control the order they are shown on the Form View.

Understand Form Controls

All Forms share some basic functions that are important to understand:

Required Field - Red Arrow indicates that the Field must be filled
Image Files - Drag and Drop image files on this section, learn more here
Add to Pick Lists - The + icon allows Users to add items to a Pick List
Pick List - Click the Stacked Bar icon to see all available choices, also just start typing
Save - Critical to always Save the editing of a Form or data will be lost
Auto Edit - Automatically go to Edit Form after pressing Save

Details about a Building, a Person or an Asset is all maintained in a custom Form, each Form has a set of Fields that allow for the input of information. Some information must be unique (such as an email address) while some data must be Validated (such as a City or State name), some data comes from another source (an HR Feed or CAD Drawing) and some information may come from a Map or be an Image. The Form layout can be easily rearranged to make them easier to use but Forms always have certain elements that are consistent, such as the SAVE and Delete buttons at the bottom and the various Icons that provide access to predetermined background data and/or the ability to Add new background data.

The Space Form can display dynamic Floor plan details from the integrated CAD plans, and provides for assignment of the Organizational ownership of spaces as well as Metrics.

Each client Portal may have different Form Layouts based on management needs and sophistication.

The second Button down on the Nav Bar provides access to the List view of all records relating to a subject, in this case it is all Spaces owned by an organization, this is an important concept to understand, every form is always available by clicking on a Row in the List View. - see screen below that shows the full List of Space Records.

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