• Create Community Forms

    Communities can create customizable forms to gather information for targeted purposes (e.g. Travel, Sole Sourcing, Contract for Services), if enabled.

    Custom forms can be created for:

    • Non-Catalog Item
    • Request For Quote (RFQ)
    • Justification (internal forms)
    • Supplier Requests
    • Expenses
    • Contract
    • Supplier Profile (internal forms)

    To begin creating a form, go to the Administration module > click Settings > select Management tab > click Forms tab. 

     

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    Add a Form

    To add a form, click +Add Form > a pop-up window will appear to add the form name and description (optional) > select +Add Field.

     

    Adding Form Fields

    Once +Add Field is selected, a pop-up box will appear to configure the fields (as desired) to request targeted information that will be provided by users.

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    • Type:  Defines the details required and how the information is requested from users. For example, Picklist type, will populate Options section to add option buttons to form.
    • Name: Can insert the question/statement users will view
    • Code: The code acts as an identifier for reporting. The fields must have unique codes. Codes will not be visible to users. Character limit of 20.
    • Description: Longer description can be added and will display below the form field, if Show Description box is checked.
    • Show Description: Displays the description on the page below the field. If unchecked the Description information will be shown in a help bubble next to the field.
    • Mandatory: Requires the user to take action on the field question, by selecting Yes, No, or Conditional. If Conditional is selected, you will have a box to choose Conditional Field that are based on option inserted in Type box (either Blank or Not Blank).
    • Visible: This can either be Yes or Conditional (based on a previous answered entry).
    • Help Text: A message to help users with their entry.
    • Default Value: A value set to automatically appear in the entry that can be changed by the user if needed. This would be used if the answer 9 times out of 10 will be Yes, then you can set the default value to Yes.

     

    Type Fields

    You can find the various options for the Type of field available listed below:

    • Checkbox: Allows the user to check the box or leave unchecked for a Yes/No answer or as a mandatory checkbox, the user is required to check the box confirming that they have read the information.
    • Date: Provides a calendar to select a date.
    • Date/Time: Provides a calendar to select a date and time format fields to define a time.
    • Decimal Number: Allows for decimal numbers (i.e. 1.5).
    • Help/Information: Opens up the field for Content/Type as a mandatory field on your form.
    • Hyperlink: Opens a mandatory field where you can enter a hyperlink on your form.
    • Money: Formats the field to currency and requires numbers to be entered.
    • Multiselect: Add Option will appear.
    • Number: Requires numbers to be entered.
    • Paragraph Text: Allows for free form text.
    • Picklist: Add Option will appear.
    • Radio button: A group of Radio buttons 
    • Text: Allows for free text to be entered (limited to 255 characters)

     

    Conditional Fields

    Form fields can be conditionally visible, meaning visible information is dependent on previous fields selected.

    To use this feature on the Add Field pop-up box, go to the Mandatory field > select Conditional > click the dropdown to choose desired option in Conditional Field (the field visibility is dependent upon). Once selected,  the Type and Value fields will populate to choose desired option. 

    The example below shows that Form 2 will be visible, the user selects Value as "Yes". If the user selects the Value as "No", then Form 2 will not appear.

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    Configure Usage

    Once the form is created, user must configure usage to determine where the form should be used. 

    Note: When configuring a Form to use for Contracts or Expenses, the form field names cannot be exactly the same as Contract fields. Otherwise the export will error (e.g. "Contract/Expenses Type" exists in the contract data/fields in the UI). If you need to use the field again, you have to name it slightly different (lower case works).

    To configure usage, select More Actions > click Configure Usage > a pop-up box will appear to select desired option > click OK.

     

    Additional Actions

    You can find the more ways to manage your forms by selecting More Actions in the upper right corner:

    • Copy: Allows for copying the existing form if a change needs to be made to an existing form.
    Note: an existing form that has been used cannot be edited. The previously used form can be copied with a unique name (edited date is suggested) then the old form can be deleted and replaced with the new version.
    • Delete: Deletes the form but will not delete the form data that exists in the history of the system.
    • Edit: Will only show if the form has not been used yet.
    • Preview: Allows for a preview of the form and functional usage. The layout of the form will be determined by the location in the system where it will be used. For example, if the form is added to an RFQ, the fields will be horizontally arranged. If the form is used in the Justification section of Checkout, the fields will be arranged to fit appropriately vertically and horizontally in the checkout screen.
    • Configure Usage: Allows the form to be used on Non-Catalog, RFQ, the Justification section on the checkout screen or a Supplier Request. 

     

    Enable Created Forms in Community Settings

    Community Administrators must enable and assign forms in their Community settings. For instructions, please go to the applicable link below:

     

  • Non-Catalog Form

    To ensure the Non-Catalog form is available to buyers, Community Administrators must:

    Go to the Administration module > Modules > Procurement > Under Non-Catalog Settings > select the dropdown in the Default Form field, to choose the desired form. Once completed, select Save.

     

    If a Non-Catalog form has been configured in the community settings, buyers will view the form once the following is completed:

    Go to Marketplace module > select dropdown in Create > click Non-Catalog.

     

    Once completed, the Create a Non-Catalog Item screen will populate.

    If the Item Type field populates after a supplier is designated in the Supplier field. The fields associated with the customized form, will populate to insert/attach applicable information.  

    All inserted information will be passed to the supplier, as part of the order. The additional information can be viewed on the requisition by approvers, once check out is completed.

     

    Note: To create a form to configure for Non-Catalog items, please refer to help article: Create Community Forms 
  • RFQ (Request For Quote) Form

    To ensure the RFQ form is available to buyers, Community Administrators must:

    Go to the Administration module > Modules > Procurement > Under Non-Catalog Settings > select the dropdown in the Default Form field, to choose the desired form > click Save.

     

    If a RFQ form has been configured by the community, buyers will view the form once the following is completed:

    Going to Marketplace module > select dropdown in Create > click Request Quote.

     

    Once completed, the Request Quote screen will populate > Click the dropdown in the RFQ Type field, to select the RFQ form name.

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    The associated fields with the customized form, will populate to insert applicable information. All inserted information will be passed to the supplier(s), as part of the RFQ and can be viewed on the Form tab when reviewing the RFQ.

     

    Note: To create a form to configure for a RFQ, please refer to help article: Create Community Forms
  • Justification Form

    To ensure the Justification form is available to buyers, Community Administrators must:

    Go to the Administration module > Settings > Settings tab > Under Justifications header, select the dropdown in the Default Justification Type field, to choose the desired form. Additionally, other settings applicable to Justifications can be designated, as desired.

     

    If a Justification form has been configured in the community settings, buyers will view the form once the following is completed:

    On the Checkout Screen:

    Go to Marketplace module > select desired supplier > add items to Unimarket cart > scroll down to Justification section on checkout screen > the associated customized with the form will populate to insert/attach applicable information.

     

    On the Create Blanket Order Screen:

    Going to Marketplace module > select Create on upper right corner > click Blanket Order > If the Justification field populates after a supplier is designated in the Supplier field, the associated customized with the form will populate to insert/attach applicable information.

     

    All inserted information will be passed internally to approvers, visible on the Justification tab when viewing the requisition. Suppliers cannot see the inserted justification information.

     

    Note: To create a form to configure a Justification form, please refer to help article: Create Community Forms
  • Supplier Request Form

    To ensure the Supplier Request form is available to buyers, Community Administrators must:

    Go to the Administration module > Settings > Settings tab > Under Community Users Setting, select the dropdown in the Request Supplier Form field, to choose the desired form.

     

    You can read below to find out more information on Supplier Request Form or watch this short video:

     

    If a Supplier Request form has been configured in the community settings, buyers (with Supplier Request Administrator role), will view the form once the following is completed:

    Go to the Marketplace module > click Purchasing > select Request Supplier > the Supplier Request form associated with the customized form, will populate to insert/attach applicable information. 

     

    Note: To create a form to configure a Supplier Request form, please refer to help article: Create Community Forms

     

     

     

     

     

     

  • Expenses Form

    To ensure the Expenses form is available to buyers, Community Administrators must:

    Go to the Administration module > Modules > Expenses > Expense Types tab > click +Add Expense Type. Once completed, a pop-up box will appear > in the Name field, add expense type name > select the dropdown in the Form field, to choose the desired form. Communities can also add an Account code and/or Expense Type Rate, if desired. Once completed, select Add.

     

    If a Expenses form has been configured in the community settings, buyers (with Expenses role) will view the form once the following is completed:

    Go to the Expense module > click Create Expense > select +Create Expense > If in Expense Type field the user selects an option associated with the customized form. The Expense form will populate under Additional Details header to insert/attach applicable information. 

     

    Note: To create a form to configure a Expenses form, please refer to help article: Create Community Forms

     

     

     

     

     

     

     

     

     

     

     

  • Contract Form

    To ensure the Contract form is available to buyers, Community Administrators must:

    Go to the Administration module > Modules > Contracts > Contract Types tab > select +Add Contract Type. Once completed, a pop-up box will appear > in the Name field, add contract type name > select the dropdown in the Form field, to choose the desired form. Communities can also add a drafting workflow and/or make documents visible.

     

    You can read below to find out more information on Contract Form or watch this short video:

     

    If a Contract form has been configured in the community settings, buyers (with Create Contracts role) will view the form once the following is completed:

    Go to the Contracts module > click Create Contract > on the Leadsheet tab > If in Contract Type field, the user selects an option associated with the customized form. The Contract form will populate under the Contract Form header to insert/attach applicable information.

     

    Note: To create a form to configure a Contract form, please refer to help article: Create Community Forms

     

     

     

  • Supplier Profile Form

    To ensure the Supplier Profile form is available to buyers, Community Administrators must:

    Go to the Administration module > Settings > Settings tab > Under Suppliers Page, select the dropdown in the Supplier Profile Form field, to choose the desired form > Save.

     

    If a Supplier Profile form has been configured in the community settings, buyers (with Community Supplier Administrator role) will view the form once the following is completed:

    Go to Administration module > select Suppliers > Search desired supplier > Click supplier profile name > Select Edit > scroll down to Supplier Profile Form header > the Supplier Profile form associated with the customized form, will populate to insert/attach applicable information.

    Suppliers do not have access to view or enter information on the form. 

     

    Note: To create a form to configure a Contract form, please refer to help article: Create Community Forms