Skip to main content
Conga Support

Adding a Contract Additional Form

Administrators can design an additional contract form that contains different types of fields, and then link the form to specific contract types and groups so that users are prompted to capture additional information whenever they create a Contract Profile that matches the types/groups specified in the form. The types of fields that Administrators can add to an additional form include Text (256 characters or less), Long Text (up to 40 pages), Date, Number, Currency, Hyperlink, and GIS Geometry, which provides a visual representation of location data. Administrators can provide the coordinates for a location, and when the user clicks on the field, a map displays showing the location.

Administrators can also add different types of field lists to an additional form, including a list that requires the user to make a single selection (combo list), or a list that allows the user to select more than one of the list items (multi-select list). Two of the lists in an additional form can be linked so that when a user makes a selection in one list, only the options for that selection display in the linked list. Another type of list that Administrators can add to an additional form is a tree field, which allows a hierarchy to be set so that multiple levels of information can be captured. 

  The Person field is a special type of field, which includes all the functions that a user can hold in Novatus. When this field is added to an additional form, and a user function is selected, the names of people who can perform this function display as selections in the list when the form is added to the appropriate Company, Contract, or Project Profile.

Administrators can make an additional form required so that users must complete the form and capture the requested information, or they can make the form optional, allowing users to provide the information, if available.

  • A required form forces the Additional Forms screen to display when a new Contract Profile is added, as well as redisplay in the Links section at the bottom of the screen every time the profile is opened, until a user completes the form and captures the required information. A Missing Required Additional Forms heading appears at the top of the Additional Forms screen and a required form displays with a pink background.
  • An optional form associated with a profile is accessed by clicking on the Additional Forms link in a Company Profile.

An alternative to Additional Forms is the Additional Fields feature, which can be used to update the default Contract Profile by adding fields to the Profile screen.

Adding a Field to an Additional Form

1.  Click Admin in the Navigation Toolbar, and click the Additional Forms link.

2.  In the Additional Form Admin Browse screen, click New Contract Additional Form in the toolbar.

AFCon2.png

3.  In the Additional Profile Edit screen, populate the Form Name and Description fields.

 The API Name field will auto-populate once you save the form. The developers at your company can alter the Application Programming Interface (API) to customize the additional form.

4.  Click Add Field in the toolbar.

      Use caution when adding a field to an additional form since you cannot delete a field once you add it to the form. However, you can hide a field by right-clicking on it and selecting the button. The field will not display when a user adds the additional form to a Contract Profile.

5.  In the Add Field prompt:

  • Populate the Field Name field.
  • Make a selection in the Field Type list.
  • Click Save.

AFCon1.png

6.  (Optional) Click on the field to select it.  An active field is outlined with a red segmented line and its properties display in the Field Properties table.

7.  (Optional) In the Field Properties table:

  • Make the field required by selecting true in the Required? list.
  • Enter information or instructions in the Quick Tip field to assist users in populating the field.  When a user hovers over the field, the information you enter displays.
  • Rename the field by clicking in the Field Label field and type over the existing text.

The Field Type cannot be edited and the API Name field will auto-populate once you save the form. The API Name field should only be populated by a developer from your company.

8.  (Optional) Move a field by clicking on it to select it.  Hover over the field until the icon navigation.png icon displays.  Click on the icon, and then drag-and-drop the field to the desired location in Column 1 or Column 2.  

9.  Add additional fields (steps 4-8) and define the restrictions for using the form.

10. (Optional) Add an Information Panel to provide a descriptive heading for two or more fields, and/or add organization to the form.

11. Click Save.

12. Add list items for any lists added to the form from the List Administration screen.

Adding Linked Fields

When a Combo List is added to an additional form, it can be associated with the Linked Combo Field or the Linked Multi-select Field. This association is useful if an Administrator wants to control the options that display in a secondary list (Linked Combo Field or Linked Multi-select Field) when the user makes a selection in a primary list (Combo List). The only difference between the two linked fields is that the Linked Combo Field allows the user to make only one selection in the list, and the Linked Multi-select Field allows the user to make multiple selections. The selections in a Combo List that is associated with a Linked Combo Field or a Linked Multi-select Field are managed using the Lists feature.

In the steps below, we are linking a Milestone combo list to a Milestone Completed By multi-select list to identify the person or persons who completed a milestone.

1.  In the Additional Profile Edit screen, click Add Field in the toolbar.

AFCon4.png

2.  In the Add Field prompt:

  • Enter Milestone in the Field Name field.
  • Select Combo List in the Field Type list.
  • Click Save.

3.  (Optional) In the Field Properties table for the combo list:

  • Make the field required by selecting true in the Required? list.
  • Enter information or instructions in the Quick Tip field to assist users in populating the field.  When a user hovers over the field, the information you enter displays.
  • Rename the field by clicking in the Field Label field and type over the existing text.

AFCon5.png

4.  Add the linked field to the form:

  • Click Add Field in the toolbar.
  • In the Add Field prompt:
    • Enter Milestone Completed By in the Field Name field.
    • Select Linked Multiselect Field in the Field Type list.
    • Click Save.
  • In the second Add Field prompt:
    • Select Milestone in the Parent Field list to link the combo list to the Milestone Completed By multi-select field.
    • Click Save.

5.  (Optional) In the Field Properties table for the linked multi-select list:

  • Make the field required by selecting true in the Required? list.
  • Enter information or instructions in the Quick Tip field to assist users in populating the field.  When a user hovers over the field, the information you enter displays.
  • Rename the field by clicking in the Field Label field and type over the existing text.
  • Change the selection in the Parent Field list, if needed.

When a user captures the additional form and makes a selection in the Milestone list, they can select one or more individuals in the Milestone Completed By list to identify the person or persons who completed the milestone.

6.  Click Save.

7.  Add list items for any lists added to the additional form from the List Administration screen.

  • In this example, you would add list items to the Milestone combo list, and user names (or functions/departments/teams) to the Milestone Completed By multi-select list.