Forms

Overview

The Forms feature, located in Global Settings ⚙️, provides a powerful way to collect specific, structured information at critical points in your project workflows. Instead of just moving a work item from one status to another, you can configure a form to appear, ensuring that users provide necessary details before a transition is completed. This is essential for standardizing data, enforcing compliance, and improving reporting.

1. The Forms Dashboard

This screen displays all the custom forms you have created in Zymmr. From here, you can:

• See a list of all your forms by name.
• Delete a form using the Delete (trash can) icon.
• Begin creating a new form by clicking the + Add Form button.

2. How to Create a New Form

1. From the Forms dashboard, click the + Add Form button.
2. The "New Form" modal window will appear.
3. Provide the basic details for your new form:

Field	Description
Form Name *	Enter a clear and descriptive name (e.g., "QA Sign-off Checklist," "Client Approval Form"). This is required.
Description	Add an optional description to explain the purpose of this form or when it should be used.

Click the Add button. The new form will now appear in your Forms list, ready for configuration.

3. How to Configure a Form (Adding Fields)

Once a form is created, click on its name in the Forms dashboard to open its configuration screen. This is where you define the specific fields that users will fill out.

• Form Title and Description: The form's title is displayed at the top, and the Description field can be edited here.
• Add Fields Section: This is the core of your form configuration.

To add a field to your form:

1. Select a Field Type: In the first dropdown, choose the type of field you are adding (System or Custom).
   • System: These are standard, built-in fields that already exist in Zymmr (e.g., Estimate Effort, Reporter, Priority).
   • Custom: This option allows you to select from any custom fields you have defined in your Zymmr instance.
2. Select a Field Name: In the second dropdown, select the specific field you want to include.
3. Add the Field: Click the Add Field button to add it to your form's layout.
4. Remove a Field: Click the trash can icon next to any added field to remove it from the form.
5. Save the Form: After adding all desired fields, click the main Save button to apply your changes.

4. How Forms are Used in Workflows

The true power of Forms is realized when you link them to your project workflows.

1. Navigate to Workflows in the global settings.
2. Select the workflow you wish to modify.
3. Find the specific State → Action → Next State transition where you want the form to appear.
4. Click the ... (more options) menu next to that transition.
5. Select Link Form from the dropdown options.
6. Choose the form you created from the list.

Now, whenever a user performs that specific workflow transition, the linked form will pop up, requiring them to fill in the designated fields before the work item can move to the next state.

5. Managing Existing Forms

• Editing a Form: To edit the fields within a form, simply click on its Form Name from the main dashboard. This opens the configuration screen where you can add or remove fields. Remember to click Save.
• Deleting a Form: Click the Delete (trash can) icon next to the form name on the Forms dashboard.

Important Considerations

• Data Preservation: Deleting a form only removes the form definition. It does not delete any data that may have been collected using that form on existing work items.
• Deleting form: Deleting a form that has associations will throw error, remove these associations so you can delete the form.