Step 2: Create Form Template (Enterprise Plan)

Note: The process for creating a form template varies depending on the user’s plan. This article focuses on creating a form template in the Enterprise Plan. For details on creating a form template in the Growth Plan, refer to [Step 1: Create Form Template (Growth Plan)].

Note: The process of creating or configuring a form template varies depending on the selected approval flow. If you have chosen the Multi-Level Approval flow (Project and Component), you will need to configure additional fields for components during the form template setup.

01. Form Template Selection - Choose Your Form Template Creation Method

ManageArtworks offers two convenient ways to build your form template:

1. Create New Form Template: Select this option to design a form from scratch for unique project types, tailoring it specifically to your process.
2. Copy and Create Template: Select this option to save time by modifying an existing form template. This is ideal for leveraging familiar structures for similar workflows.

02. Build Your Form Template (Create New Form Template Method)

1. Click Create New Form Template.
2. Click the edit icon located next to the form template name placeholder and enter a descriptive name that reflects the template's purpose (e.g., "Artwork Approval Form").
   
   
    
3. Add Fields to the Project:
   1. Some default fields are pre-included in the form.
   2. Click Add.
   3. Select the desired fields from the list by clicking the checkboxes.
   4. Selected fields will automatically appear in your form.
   5. To remove fields, uncheck the corresponding checkboxes.
      Note: Fields like Project Number, Project Created On, Project Created By, and Project Type are mandatory and cannot be removed.
      
      
       
4. If required, add dependency field as desired, to know more about dependency field refer to Dependency Field: 
   1. Click Add and select Hierarchy from the list. 
   2. Click the drop-down icon and select the desired hierarchy from the list. To create new hierarchy, refer to Dependency Field.
      • The fields from the selected hierarchy will be dynamically inserted.
        
        Note: If a field from the hierarchy already exists in the form, the hierarchy will be linked, but the duplicate field won't be added.
        If a field linked to a hierarchy is removed from the form, the entire hierarchy will be removed.
        
        
         
5. Rearrange Fields: 
   1. Use the drag icon (⋮⋮) to reorder fields in the form.
      
      
       
6. Configure Component Fields (For Multi-Level Approval Flow):
   
   Note: If you have not selected the Multi-Level Approval flow (Project and Component), you can skip this step.
   
   
   
   
   If you selected Multi-Level Approval flow (Project and Component), you will see an additional Component Fields tab between the Project Fields and Options tabs. This allows you to define specific fields for capturing component details. To configure component fields:
   
   1. Click the Component Fields tab.
   2. Add Component Fields:
      1. Click Add and select the desired fields from the list.
      2. Selected fields will appear in the component form.
      3. Uncheck fields to remove them.
   3. Rearrange Fields:
      1. Use the drag-and-drop icon (⋮⋮) to reorder fields.
         
         
          
   4. Configure Accordion Header:
      The accordion header functions as a title for each component, making it easier to identify and group them. For instance, if you are categorizing components based on packaging types like Carton, Label, or Tin Can, selecting an accordion header as Packaging Type will help visually organize and distinguish these categories. To configure accordion header:
      1. Make sure that the Show in Accordion option is selected.
      2. Click the Show in Accordion dropdown menu.
      3. Choose the desired field from the list to use as the accordion header.
         Note: Only fields that are already added to the component fields will appear in the dropdown list. If you wish to use a specific field as an accordion header, ensure it is added to the component fields first.
         
         
         
         
          
   5. Show Components in Grid View (Optional):
      1. If you prefer to display components without an accordion header, select the Show in Grid option instead. This will list components in a simple grid format.
         
         
          
7. Configure Field Properties:
   
   Note: All fields (Project Fields and Component Fields) can be configured in the Options tab based on project requirements. But for Multi-Level Approval flow (Project and Component), in addition to the standard properties (Add Hints, Use in Project Header, Multi-Value), you'll have an additional property (Use In Files).
   
   
   1. Click the Options tab.
   2. Set Field Properties:
      • Multi-Value:
        Enable this option to allow fields to accept multiple inputs, such as tags or reviewers.
        • Toggle Yes to enable.
        • Toggle No to disable.
      • Use in Project Header:
        Make specific fields visible in the project header for easy access during creation.
        • Toggle Yes to make the field visible.
        • Toggle No to hide it.
          Note: A maximum of three fields can be visible in the project header.
      • Add Hints:
        Provide guidance by adding hints directly to the form fields.
        1. Click Add Hint for the desired field.
        2. Enter the hint text and click Save.
      • Use In Files (Only for Multi-Level Approval flow):
        Assign fields to uploaded files for better organization and clarity. This helps link files to specific components or define their purpose.
        • Toggle Yes to enable this property for a field.
        • Toggle No to disable it.
          Note: The Use In Files property is available only for component fields. Once this property is enabled for a field, it automatically becomes a mandatory field within the Component Fields section.

03. Build Your Form Template (Copy and Create Template Method)

1. Select an Existing Template:
   1. Choose Copy and Create Template.
   2. Click the Copy and Create Template drop-down menu and select the template you'd like to modify.
      
      
       
2. Customize the Form:
   1. Click the edit icon located next to the form template name placeholder and enter a descriptive name that reflects the template's purpose (e.g., "Artwork Approval Form_V2").
   2. Modify Form as needed:
      • Project Fields: Follow the same steps as in Step 02. 3. to configure fields.
      • Dependency Field (Optional): Follow the same steps as in Step 02. 4. to configure fields.
      • Component Fields (Only for Multi-Level Approval flow template): Follow the same steps as in Step 02. 6. to configure fields.
      • Configure Fields: Follow the same steps as in Step 02. 7. to configure fields.

04. Proceed to Workflow Template

1. Once your form is configured, click Next to move on to customizing the workflow template.

Step 3: Create Workflow Template