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Adding a Project Additional Form

Administrators can design an additional project form that contains different types of fields, and then link the form to specific project types and groups so that users are prompted to capture additional information whenever they create a Project 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 Project Profile by adding fields to the Profile screen.

In the following example, the additional form is used to capture organizational information for the individual members of the Project Team.

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 Project Additional Form in the toolbar.

AddProjForm1.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.

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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 a Person Field

The Person Field is a system field that works in conjunction with contract responsibilities.  When an  Administrator adds the field to an additional form or includes it as an additional field in a Company, Contract, or Project Profile screen, they must link the field to a contract responsibility.  Novatus translates the linked responsibility into a list of names of those who hold the responsibility, allowing a specific person, rather than a responsibility, to be selected in the list.

Contract responsibilities are assigned in the Responsibilities section of the Contract Profile screen.

AddProjForm3.png

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

2.  In the Add Field prompt:

  • Enter Project Manager in the Field Name field.
  • Select Person Field in the Field Type list.
  • Click Save.
  • In the second Add Field prompt:
    • Select a contract responsibility in the filter list to identify the responsibility that a person must have in order to be included in the list.
    • Click Save.

3.  (Optional) In the Field Properties table for the person field:

  • 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.

4.  Click Save.

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

  • In this example, you might need to add list items to the Contract Responsibilities list.