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About Standard Forms
A Standard form
is a special type of catalog
card that allows you to use external files in the Management
Plans feature of Proliance. Like a catalog card, a standard form can
represent any electronic document: word processor files, spreadsheets,
or scanned images of paper documents.
Standard forms from the Workspaces work area may have
been created locally, or they may have been copied from the Organization
work area when a standard group was exported
or imported.
Standard
Forms vs. Catalog Cards
Standard forms are very similar to catalog cards. They
both have the same purpose: to allow you to add external files to Proliance
and to optionally circulate the card for review and approval.
However, standard forms are intended to represent files
that will be used within plans in the Management Plans feature. Catalog cards
represent files and items that are general in nature. A file attached
to a catalog card cannot be used in plans.
Standard
Forms vs. Forms
Standard forms are packaged into standard
plans. When you create a plan using
a standard plan, Proliance uses the packaged standard forms to create
the forms that appear in each stage of the
plan.
Standard forms can also be used to "refresh"
a form back to its original state when you move from one stage to another.
A standard form itself is never used in a plan, while a
form cannot be used as a template to create another form.
You also use standard forms to define default information
that will appear in forms once plans in use are created based on the
standards. This reduces the amount of information that workspace team members
must enter into the forms and it helps maintain consistency between workspaces.
Standard forms can exist in both the Organization
work area and the Workspaces
work area:
- From
the Organization work area: These standard forms can be added to
any number of standard plans that
are also in the Organization work area. These standard plans can be exported
to any workspace so that they can be used to create
plans in use for that workspace.
- From
the Workspaces work area: When you export a standard group to a workspace,
Proliance copies over the standard forms from that group. Users in that
workspace can modify the standard form without affecting the original version
at the organization. However, these changes will be lost if a user updates
that standard form at the Organization work area and then synchronizes
the changes to the workspace. You can also create new standard forms from
the Workspaces work area, but these can only be added to the standard plans
that were also exported to the workspace.
Information in a standard form is organized across the following
pages:
Additional information is also available on the following
tabs:
- References:
Displays the revisions of the standard form and shows other documents
that have a relationship to the standard form. For more information, see
"About the References Tab".
- Project: Lists the projects the document is linked to. For more information, see "About the Projects Tab"
- Workflow: Enables you to see where the document is in its lifecycle, the users
who have already performed actions on the document, and the users who
will receive notification when the document changes to a specific state.
For more information, see "Workflow
Tab".
- Activity Log: Records all the activities of the document, such as when it was saved,
imported, exported, forwarded, or received. For more information, see
"Activity Log Tab".
- Attachments: Contains a list of all the documents related to this standard form.
For more information, see "Attachments
Tab".