Using multi-layouts

Note: Post-processing does not work with multi-instance layouts because any values in the layouts are immediately saved to iMIS, making them unavailable for post-processing.

The multi-instance form layout is a powerful part of forms that allows users to embed a dynamic grids into a form, which allows form users to see and update multiple records in one step. Typical use cases for multi-layouts in forms includes the following:

  • Employment History
  • Continuing Education Credits
  • Annual Reviews

The multi-instance form layout works similarily to the Panel Editor; however, it offers unique advantages:

  • Default values can be set (either specific values or URL parameters)
  • Post-processing steps can be invoked on updates to multi-instance rows.
  • Field (column) names can be set differently for the summary view versus the detail for readability (e.g. a field for GPA can be shown as “GPA” on the grid view and as “GPA Average per Transcript” when the user updates the row).

In addition, a multi-instance layout can be deployed on multiple forms. Any changes made to a layout design will impact all forms that use it.

Tip! When planning layouts, consider creating both editable and read-only versions of the layouts and naming them accordingly.

Configuring a new multi-instance layout

Do the following to configure a new multi-instance layout:

  1. Go to RiSE > Form Builder > Form library.
  2. Select the form or create a new form.
  3. Do one of the following:
    • Drag-and-Drop forms: Click Manage Multi Layouts.
    • Advanced forms: Click the Multi Layouts tab, then select Manage multi layouts.
  4. Define the Layout settings:
    1. Choose layout – Details the friendly name of the existing layouts. To create a new layout, choose New Layout.
    2. Source - Details the available multi-instance panel sources available for use with multi-layouts. Select the Source.

      3. Note: Activity types are not available.

    3. Layout name - Enter the name of the layout. Use attributes like staff, edit, or read-only in the layout name to help define its use case.
    4. Layout instructions - Enter the text to be displayed to the user at the top of the pop-up window to provide guidance on requirements and/or recommendations that are editing or adding records.
    5. Popup height - Height of the pop-up window that will appear when the New record or Edit link is selected. If the height of the popup window is insufficient, scrollbars are activated.
    6. Poup width - Width of the popup window that will appear when the New record or Edit link is selected.
    7. Allow editing – Enable to allow the form user to edit existing records.
    8. Allow deleting – Enable to allow the form user to delete an existing record.
    9. Allow new records – Enable to allow the form user to add new records.
      • Text - Enter the link text for the new type of record being added, such as Add another CEU credit or Add additional work history.
    10. Filter – Allows records to be filtered based on a constant value or URL parameter. For example, you may wish only records marked as “Unapproved” to be shown to an end-user on a layout that allows editing.
    11. Click Save.
  5. Field Settings control how the individual fields and their properties are displayed. The field settings for the grid and pop-up views are managed together, as they are interdependent. Do the following to update the Field settings:
    1. Click the edit icon for an individual property.
    2. Grid label – Typically used ti display a shorter or abbreviated label (e.g. 2021) for the grid display (e.g. use App Date instead of Application Date).
    3. Popup label – Typically used as an alternative label that is more detailed or explanatory.
    4. Default Value – Define a constant value that is displayed in the text field, or define a URL parameter by inserting the token indicator in front of a URL parameter name (e.g. @ff@MembershipYear).
    5. Show in grid – Enable to display the field in the grid.
    6. Show in pop-up – Enable to display the field in the popup. When enabled, the field cannot be edited regardless of other settings.
    7. Read-only - When enabled, the field is read only.
    8. Required – When enabled, the field must be populated when editing or creating a new record.
    9. Lookup - Used for text fields, this allows a text field to be defined as using a look-up. Default uses the values defined in the panel source, Source table uses a general lookup table to present values, and Query uses the results of a query to present values.
    10. Click Update.

    Note: File Upload fields are not available for forms with multi-instance layouts.

  6. Continue updating the Field settings as necessary.
  7. Select Update field list. This will update the list of available fields to reflect changes made to the data source in Panel Designer. This will reset any unsaved changes made to the layout.

    8. Note: In order for the Update field list button in Form designer to properly remove unwanted fields, first remove the field from the panel, then right click the field from the left side field source tree and click Delete. Lastly, click Save & Exit. Once Update field list has been enacted, any new fields will be added to the bottom of the grid by default.

Deploying multi-instance layouts

From a Drag-and-Drop form, expand the Multi layouts form element, then drag the layout to the form.

From an Advanced form, click the Multi layouts tab, then from the Multi instance layout drop-down, select the layout and click Add to form.

When deployed a multi-instance layout appears as a large text box with the layout name and the multi-instance source name, separated by a period. To view how the layout will display, click Preview.

Note: Unlike multi-instance fields that are are saved to iMIS upon form submission, values entered in multi-instance layouts are saved to iMIS when the multi-instance layout update is complete.

Deleting a multi-instance layout

Before deleting a layout, be sure to remove the layout from content records that are using the layout.

Do the following to delete a multi-instance layout:

  1. Go to RiSE > Form Builder > Form library.
  2. Select the form or create a new form.
  3. Do one of the following:
    • Drag-and-Drop forms: Click Manage Multi Layouts.
    • Advanced forms: Click the Multi Layouts tab, then select Manage multi layouts.
  4. From Choose layout, select the layout.
  5. Scroll down, then click Delete layout.