More topics

Creating reusable form templates

Last updated on November 22, 2024

Improve consistency and speed form development by creating form templates.

On this page:

Overview

Form templates are pre-designed forms you can duplicate to quickly create new forms. They often contain key elements and layouts common across a set of forms, such as for a program or division. They also help promote consistency in design and data for your forms.

Designing a template

You can build as many templates as useful to you.

You could build:

  • One used across the whole ministry or sector
  • One for each division
  • One for each business area or program
  • Any combination or quantity

A good time to build one is when you are planning to convert all the forms for a program. Often, these forms share certain elements. If you review and compare them before you start, you may find a lot of material that repeats across them. You could set up a template - including things like form and email settings - first, then use that as the basis for converting all the forms more quickly and consistently.

Consider including components like:

  • A forms control section, optionally including a status switch
  • An introductory section
  • A collection notice
  • Submitter or applicant contact information section
  • An agreement or assertion section

You don't have to limit yourself to just one version of each section or set of controls, either.

For example, you might have 3 program areas, each with its own collection statement. You can include all three in the template design, and simply delete the irrelevant copies when creating a new form. Or, you could set up a template for each of the program areas as mentioned above.

It's a good practice to establish a pattern for template naming. Consider things like:

  • Assigning the Application Name based on the 'level' the template applies to (if you have access to more than one application)
  • Giving it an obvious template-related Form Name like:
    • TMPLT-01, or
    • 0000 (if your form numbers are 4 digits, for example)
  • Identifying the program area or 'reach' of the template in the Form Title like:
    • DIVISION-NAME template, or
    • PROGRAM-NAME template

These are just suggestions; use an approach that fits with the type of access and 'architecture' you're using.

Using a template

To use a template:

  1. Locate the template in the Form Summary screen
  2. Select it using the check box on the left side of the screen
  3. Click the Duplicate button in the button bar

A copy of the form will appear as the first form in the Form Summary screen.

After you've duplicated the template:

  1. Open the new form
  2. Edit the Form Settings General Settings to update the:
    • Application Name (if needed and possible)
    • Form Name
    • Form Title
  3. Clear or edit any form control information copied over (see Updating below)
  4. Save the form
  5. Begin working on the new form

Updating a template

A template is just another form, and you can revise it as and when necessary. Note that if you're using forms control in the template, any values you enter will be duplicated over to the new form.

You'll either want to:

  • Have a second form control section just for the template that you delete for a new form,
  • Manage change information completely through another mechanism, or
  • Remember to update the information in the new form

You may also want to establish a practice for what to do when a template is updated such as:

  • Copy revised controls, grids or sections and apply them to all forms built on the template immediately
  • Checking a form built using a template against it to see if an update is necessary when it's time to revise it

Practices like these can be established at the appropriate level for your organization; whether you have a centralized form team or work is distributed to divisions or lower.