The following video will show you how to manage and update your Forms. Scroll down to read more instructions.
- Find the storage folder
- Share the storage folder
- Edit a form template
- How to change the storage folder
- Template Ownership and how to change the Template Owner (only for administrators)
Find the storage folder
During form template creation, you are required to select the folder where you want your filled-in forms to be stored. After a form has been successfully filled in and signed, it will appear as a case file in the chosen folder.
Note: You can now select whatever folder you want to in your archive as it's no longer required to select the "Masseudsendelse" folder.
To find the storage folder:
- Click on the button next to Manage your cases in the Dashboard, or go to Manage in the left-side menu and click Case Files. Here you will see all of your folders.
- Locate the folder you have selected as the storage folder for the filled-in forms.
If you want to view or download a filled-in form and its attachments, locate the case file you want to access in the storage folder, and click on it.
You can now preview the filled-in form, download it, and download its attachments. Read more here: How to access Form Templates, filled-in Forms, and attachments.
Share the storage folder
After creating a form template and selecting the storage folder for the filled-in forms, you are the only one who can access those filled-in forms in the storage folder until you give access to other users by sharing the folder.
If you want your colleagues to be able to access the filled-in forms, you need to share the storage folder with them in the same way you would share any other case file folder in the Penneo archive.
To share the storage folder:
- Locate it among your folders.
- Click on the Share folder button next to the storage folder.
- Type in the field the name or email of the person you want to access to the folder; the system will show you suggestions based on what you type in the field.
- Select the type of access you want to give to this person by choosing one of the options in the drop-down menu on the right (View, Edit, and Manage).
- Finally, click Grant Access.
On this page, you will also be able to see a list of the persons the folder is shared with.
Edit a Form Template
Every user in your company with access to Forms can edit form templates, regardless of who is their creator or owner.
If you edit a form that you don't own, the owner of the form will remain the same (as you cannot change the owner of the form template unless you are an administrator).
To edit a Form Template:
- Locate it in your Form Templates list. To do so, click on Automate and then Form Templates. You will see the list of your Form Templates. Locate the form template you want to edit.
Note: You do not need to revoke public access to the form template while editing it, as the changes will take effect immediately. If you revoke the access and then make the form public again after you've edited it, a new link will be generated for the form.
- Once you have located the form template you want to edit, click on the cogwheel next to it, and click on Edit. Remember that when you're done making the changes, you need to scroll down and click Save and continue for the changes to take effect.
- After clicking on Edit, you will see the same fields and settings present during the form template creation. The only settings that you won't see are:
- The Select a folder option (that can only be seen and changed by the Template Owner). If you are the Template Owner and want to change the storage folder, follow the instructions in the paragraph How to change the storage folder.
- The Template Owner field (that can only be seen and changed by administrators). If you are an administrator and want to change the ownership of a form template, follow the instructions in the paragraph Template Ownership and how to change the Template Owner (only for administrators).
- If you want to add, edit, or delete template fields, you have to edit the PDF to be used as the body of your form first. Once you've updated your PDF, upload it by clicking on Select a PDF File and choosing your new PDF.
- You can add new fields by clicking Add form field at the bottom of your list of fields.
- You can edit names, labels, or types for both new and old fields. Check out this guide to learn more about Form template fields: How to add fields to a Form Template (2/3).
- To delete a field, simply click on the cross to the right of the field.
- To rearrange the fields, hold the six squares and drag and drop the fields in the order you want them.
- You can update the advanced settings by expanding Show Advanced Options. Read more about Advanced Options in this article: How to set up Advanced options for Form Templates (3/3).
- When you're done making the changes, click Save and continue for the changes to take effect.
How to change the storage folder
You can only change the storage folder for a form template that you own. Read more about Template Ownership in the paragraph below Template Ownership and how to change the Template Owner (only for administrators).
If you want to change the storage folder for a form template you own, click on the cogwheel next to the form template, and click on Edit.
You will see the Select a folder field and be able to change it by clicking Change.
If you are not the Template Owner, you won't be able to change the storage folder where the filled-in forms related to the form template get stored after being completed.
However, any administrator with access to forms can change the ownership of a form template and, therefore, enable another person (who becomes the owner of the form) to change the storage folder.
Template Ownership and how to change the Template Owner (only for administrators)
When a new form template is created, the user who created it is automatically set as its owner.
The Template Owner is the only one who
- will receive a notification when a form gets filled in
- can select the folder where the filled-in forms are stored
- can change the folder where the filled-in forms are stored.
Any administrator with access to forms can change the ownership of a form template.
This is because the Template Owner has exclusive rights on the form template management - such as notifications, folder selection, folder change - and problems may occur in the absence of the Template Owner if, for example, the storage folder needs to be changed (as no other user can do it in lack of those rights). Or maybe another user might need to be directly notified whenever forms get filled in - and only the Template Owner can receive notifications.
Also, if the Template Owner leaves the company, another user needs to take over their role.
That is why, right after you have enabled the Forms feature in your Penneo company account, we recommend creating a new general user account and use it as the Template Owner for all form templates.
How to change the Template Owner (only for Administrators)
Only administrators with access to forms can change the Form Template Owner.
To can change the Form Template Owner:
- If you are an administrator, click on the cogwheel next to the form template whose ownership you want to change, and click on Edit.
- You will see the Template Owner field and be able to change it by typing in the name of the user you want to become the new Template Owner. Suggestions from the Penneo system will appear under the field based on what you type in it. Note that you need to select one of the suggestions by clicking on it. If you manually write a full name or email and do not select one of the users suggested under the field, the change will have no effect.
- After selecting the new Template Owner among the users suggested, click Save and continue.
If you set yourself as the owner of the form template, you will now receive notifications whenever a related form gets filled in, and you will also be able to change the folder where the filled-in forms get saved.
If you set another user as the Template Owner, you will not get any of those permissions; for instance, you won't be able to select the storage folder for the filled-in forms. Only the user who becomes the Template Owner will be able to choose the storage folder. If that user does not select a specific storage folder for the filled-in forms, they will be automatically stored in that user's standard folder.
Note: Penneo does not notify users about changes in the form templates' ownership status. Therefore, if you change the owner of a template form, you need to communicate it to that user (so that they can select a storage folder and potentially share it with other colleagues who need to access the filled-in forms).