Forms are a staple of the toolkit PowerHub uses to turn your data into something useful. They come in many shapes and sizes depending on how they’ve been designed, but fundamentally they’re a tool for storing, organizing and presenting data in highly customized formats. This allows raw data to be used in meaningful ways, such as reporting or automated processes.
In a Project or Portfolio, you can view all installed Forms by clicking on Add-ons in the Sections Bar. Note that your administrator may have chosen to display some of the Forms listed here under other areas of the Sections Bar, indicated by the arrows to the right of each section name.
This article will discuss:
What are Forms?
PowerHub uses Forms for the same reason your doctor has you fill out a patient file. By designing a unique way to log and present data on their patients, a doctor’s office can make more efficient use of your information to better serve your needs. By allowing your organization to choose from a range of Form Field styles and use them in limitless combinations, your data becomes a resource for tasks ranging from basic record keeping to complex reporting and automated processes.
Allowing Form design to reflect dynamic use cases opens the door to customize existing features (such as Reports), and build entirely new modules (invoicing or support tickets, for example) right into platform.
Forms are created in your organization’s Workspace Project by those who have the permission settings to do so. By the time you work with a Form, it will have already been designed and installed to the Project or Portfolio your working on. For example, a Form could be designed to log details related to a power purchase agreement, as pictured below:
You can access all forms installed to a Project, Portfolio or Workspace via the Add-ons section of the Sections Bar.
You're most likely to see Forms configured as one of two types: Single-Entry Add-On or Multi Entry Add-On.
As the name suggests, this Form type displays a single sheet of information, most commonly used for cases where information is generally static (for example, a record of important details related to an operations and maintenance provider).
Multi-Entry Add-On Forms are useful for cases where:
1) you plan to add information to a section in the future (for example, payment entries to your Accounts section)
2) separate entries can be categorized under a broader Form subject (for example, a list of assets on a solar farm).
Beyond their flexibility in storing information, multi-entry Forms are useful for presenting data in useful ways.
First, it's possible to roll up data from multiple Projects at the Portfolio level. Start by accessing the Filter menu and selecting the Edit Filter button.
From there, you can choose to include entries from Forms installed to all Projects, or select specific Projects you want to see entries from. You can also choose to exclude current portfolio items, and filter Forms by field.
When you're satisfied with your filters, click apply to activate the filter and see a rolled up list of Form entries across projects.
You can also use multi-entry forms to create Dashboard Widgets based on the content of a given form. Begin by selecting Filter for the multi-entry form you wish to make a dashboard widget based on, selecting Edit Filter just as you did when creating the roll up.
The criteria you choose to filter by defines the content of the widget you're going to create. So, if you filter this Asset Registry multi-entry form by "Inverter", your dashboard widget will list all inverters logged in that form:
When you've chosen your filter (and in effect widget parameters), click apply to save your changes and then head back to the filter menu. This time, click the Create Widget button.
Here, you can choose a name and description for the widget, whether it will display as a count or list of items, and its physical size on your dashboard. Finally, choose where you want to add this widget within your organization.
Once all mandatory fields are complete (marked with *), click save to create the widget. To verify everything went smoothly, head to the dashboard you selected. Depending on whether you chose count or list formats, the widget should look as follows:
Any form can be configured as a Child Form when it's being built in your organization's Workspace. Child Forms are used to attach pertinent data to items such as Documents or Multi-Entry Forms.
Look for the Child Forms button to see what forms have been assigned to the item. Multiple can be assigned to the same item, giving you a selection of several Child Forms in some cases.
These forms work in exactly the same ways discussed above, except for being assigned to a "parent" object.
To add or edit information simply click and click on any of the fields. We call these fields Form Controls, of which there's several styles allowing users to insert dropdown lists, check boxes, date fields, and so on.
Beyond adding information to your Forms, there's several other ways to interact with them:
Use Attachments to link (attach) any relevant document to a Form. If the document already resides in PowerHub, simply create the link by clicking on the BROWSE icon, or if the document is not in PowerHub, you can click on the UPLOAD icon and it will automatically be linked to the Form you're working with.
The Tasks section allows you to assign Tasks specific to the contents of the Form you're working on. For a more in-depth look at how to create Tasks for your Form, see our article here.
To help keep track of activities or discussions, you can make Notes that will stay exactly where they need to be, with the Form!
The Communications tool is a quick and easy way to send an email regarding the Form in question, directly from PowerHub. You can also attach a document to the email, similar to linking a document to a Form.
Finally, the More Actions button gives you the option to Print the Form or Export it to several different formats:
Note that if any of these sections have content, their icon will be highlighted in blue.
If you need further assistance, please contact your organization's Administrator. As an Admin, if you need further assistance, please submit a Ticket or contact your Customer Success Specialist directly.