Forms Designer

This section gives you details on the behavior of the Forms Designer when Lock and Unlock is used.

Manually Locking a Forms Designer

A Form Designer can be locked by selecting the Lock option from the context menu. The section below gives detailed instructions of how to lock and unlock a forms designer:

Steps to Lock and Unlock a Forms Designer

1. In the Enterprise Console, click the Menu button, and then click Forms. The Forms page appears.

2. Select and right-click a form.

3. Select Lock from the shortcut menu.

4. The Forms Designer gets locked and a lock icon is visible beside it in the Forms window.

5. Perform all required actions, such as designing, editing, defining, adding controls, saving and publishing the form.

   Note: After you lock a form, you can design or edit the Form multiple times. You must unlock the Forms Designer so that other users can use the form.

6. Select and right-click the form to be unlocked.

7. Click Unlock on the shortcut menu. A message 'Item has been Unlocked' will be displayed.

8. Click OK. The Forms Designer gets unlocked and the lock icon beside it will not longer be displayed. Other users will be able to modify it.

Auto Locking Forms Designer

A Forms Designer gets auto locked when the options Edit or Design is selected. The forms designer which get locked automatically will get unlocked when the user saves the changes or when the Forms Designer is closed.

The table below lists out the actions which allowed and which are restricted for a Locked form:

Behavior of the ribbon bar options when a Form Designer is locked:

When a Form Designer is locked by an user, any action performed from the ribbon bar which leads to modification of the form design will be restricted for all other users. Only the lock owner will be able to perform all the actions from the ribbon bar. The scenario given below explains all the behavior of the ribbon bar options when a form is locked:

Scenario:

Lee locks the form 'Leave Approval Form' to make some changes to it. Lan logs in to the Enterprise Console , accesses the Forms list and selects the form 'Leave Approval Form' which is locked by Lee. Lan will not be able to perform any action which leads to modification of the form, 'Leave Approval Form' as the form is locked by Lee.

This section explains the behavior of the ribbon bar options when Lee performs the actions given below:

• Design: When Lan clicks on the Design in the ribbon bar with the form 'Leave Approval Form' selected, a message 'Item is currently locked by another user, Lee', will be displayed.

• Edit: When Lan clicks on the Edit in the ribbon bar with the form 'Leave Approval Form' selected, a message 'Item is currently locked by another user, Lee', will be displayed.

• Publish: With the form 'Leave Approval Form' selected, if Lan clicks on the Publish icon in the ribbon bar, a message 'Item is currently locked by another user, Lee' will be displayed.

• Unpublish: With the form 'Leave Approval Form' selected, if Lan clicks on the Unpublish icon in the ribbon bar, a message 'Item is currently locked by another user, Lee' will be displayed.

• Delete: When Lan tries to delete the form 'Leave Approval Form' using the ribbon option Delete, a message 'Item is currently locked by another user, Lee' will be displayed.

• View: Lan can use this feature, and view the forms designer, as Lock will not be considered.

• Associate: Lan can use this feature, and associate the form to an existing or a new workflow, as Lock will not be considered.

• Organize: Lan can use this feature, and re-organize the forms list items, as Lock will not be considered for Organize.

• Change Owner: Lan will not be allowed to change the owner of the form, a message 'Item Owner cannot be changed because it is Locked by the user, Lee'

  Note: Lee who locked the form 'Leave Approval Form' will be able to perform all the above mentioned actions as no restrictions will be levied for the lock owner.

Behavior of Context Menu options when a Form is locked

When a Form Designer is locked by an user, all the context menu options of the locked Form Designer will not be available for the other users. The scenario in the section below explains the behavior of the context menu options when a form is locked:

Scenario

Lee locks the form 'Leave Approval Form' to make some changes to it. Lan logs in to the Enterprise Console , accesses the Forms list and selects the form 'Leave Approval Form' which is locked by Lee. Lan will not be able to perform any action which leads to modification of the form, 'Leave Approval Form' as the form is locked by Lee.

Context menu options which Lan can view and use for the locked form 'Leave Approval Form' are:

• Show Child Item

• Show All Versions

• View associated Workflow

• Preview Form

• Export Form

Context menu options which Lan cannot view and use for the locked form 'Leave Approval Form' are:

• Publish

• Delete

• Associate

• Dissociate

• Edit Form

• Import Form

• Save As

• Security settings

Features:

• When a Form Designer is locked, the child items will not get locked and other users can work on it. Consider a Forms Designer Physical Inventory of Systems, which has the following child items

  • Physical Inventory of Peripherals

  • Physical Inventory of External HDD

Scenario:

9. Login to Enterprise Console as Kevin, access Forms window.

10. Select Physical Inventory of Systems from the list and lock it by selecting the Lock option from the context menu. The Physical Inventory of Systems forms designer will be locked by Kevin.

11. Log out and login as Lee and navigate to the Manage Forms window. Forms Designer Physical Inventory of Systems is locked and the red lock icon beside it indicates it is locked by a different user.

12. Double click Physical Inventory of Systems to access its child items.

13. A list of child items of Physical Inventory of Systems is displayed. Verify the lock status of the child items. The child items of Physical Inventory of Systems are not locked though the parent form designer is locked. Hence, Lee will be allowed to modify it if required.