Creating forms

When you create, or work on, a data request, you must specify information such as the request information or the results. You provide this information in forms.

To create a form, complete these steps:

1. Go to Catalog > Templates.
2. Click New Template > Create.
3. In the Create Template window, specify a unique template name.
4. Under Type, click Form. Then, click Create.
5. On the Object Type page of the New Template window, select the type of object that you want to create the form for.
6. The Layout and Contents page lists all attributes, including the custom attributes, that you defined for the selected object type. Each attribute is displayed as a field in the form. Use the middle section of the Design page to design the form:
   • Rearrange and delete fields as needed.
   • To redesign a field, change its settings.
   • To structure the form, add containers. Use drag to move a container and to fill it with the appropriate fields.
   • To add a deleted field, drag it from the Attributes section.
   • To preview your form, go to the Test page.

   If you are creating a request information or request refinement form for use with data requests other than release requests, decide whether you must include the data source categories. If the workflow that is used by the data request generates a list of data source categories, no further data source categories might be needed. You decide whether the selection of data source categories in data requests is mandatory or optional when you create the data request template.

   If you are creating a request information form for use with release data requests, you must include the data source categories. A request refinement form for use with release data requests does not require the data source categories to be included because those can't be modified after the request is submitted. Consider making most of the attributes read-only. You might also want to configure and include some custom attributes for release-specific information. In addition, the following considerations apply:

   • If scoping release data by date range is not enabled, the data ranges must be read-only.
     If you are creating a fulfillment results form for use with release data requests, make the following attributes read-only:

     • resultcount (initial display name Total Items)
     • resultsize (initial display name Total Size)
     • resultsizeunit (initial display name Unit)
     • otherunit_cpx (initial display name Other Unit)

     In addition, make sure that no default value is set for any of these read-only attributes.
   • If scoping release data by date range is enabled, date ranges and the attributes resultcount, resultsize, resultsizeunit, and otherunit_cpx should be editable.

   See modifying attributes for changing various attributes.

7. To customize your form to dynamically change the layout and content based on specific settings, open the Customization page.
   Add customizations as required. You must add a separate customization for each change that you want to make based on a condition. For example, you want a field to be displayed only under certain conditions and, if displayed, to be required. In this case, you can add one customization that defines the condition for displaying the field and making it required. Provide the following information:

   • The name of the attribute for which the customization applies. A list of attributes is available from which you can pick. The list is derived from the attributes (fields) included in the form.
   • The condition on which the customization applies: select an attribute, a dependency value, and an operator. For attributes of the following data types, you can specify multiple dependency values:
     • Drop-down list (single-select)
     • Drop-down list (multiple-select)
     • Combination box (single-select)
     • Combination (multiple-select)
     • Object list (single-select)
     • Object list (multiple-select)
     Attributes of the following data types cannot be specified in the Depends On field:
     • Attachment (single)
     • Attachments (multiple)
     • Date range (single)
     • Date ranges (multiple)
     The operators = (IS) and != (IS NOT) are valid for all selectable attributes. For attributes of the data type Number, you can also pick one of these operators: < (less than), <= (less than or equal to), >= (greater than or equal to), > (greater than)
   • The customized settings of any properties that are defined on the Layout and Contents page for an attribute in the form. For example, you can customize whether a field is hidden or read only, required, or has the specified default value on the defined condition.

   While the form is in draft state, you can add or remove customizations as required.
   Let's assume that you have a custom attribute for additional email information defined and want the respective field Additional Email Information to be displayed if the data source category is email. Also, you then want this to be mandatory information. In this case, you include the Additional Email Information field in the form and set it to be hidden by default. You make this configuration on the Layout and Contents page. Then, your customization looks like this:

   Attribute Name	Additional Email Information
   Depends On	Data Source Category
   Dependency Value	Email
   Operator	=
   Property	hidden
   Property Value	false
   Property	required
   Property Value	true

8. Optional: If the layout and contents do not meet your requirements, you can export them as a JSON file by clicking Export Form, edit the JSON file outside StoredIQ® for Legal, and then import it again.
   However, ensure that all the fields that you include in the form are defined as attributes.
9. Decide whether you want to save the form as a draft or activate it.

   A data request template can use forms in draft or active state. If you leave a form in draft state, you can still edit it. However, you cannot activate the templates that use it. And if you decide later to add more fields to the form, the new fields are also available in the data request templates and data requests that use this form.

   Therefore, in a production environment, activate the form so that it cannot be deleted or edited again later.