Entry Form (4.10.5)

ON THIS PAGE:

Add an Entry
Save a Draft Entry
Submit an Entry
Edit an Entry
Delete an Entry
Add a Comment
Add Attachments
- Delete an Attachment
- Banned Attachment Types
View the History
Related Cases
Instructions
Draft Entries
Overdue Entries
Fields
- Subform Entry Fields
Release History

This article applies to version 4.10.5 of P2 Explorer. For the latest help, see Entry Dialog.

The Entry Form is the dialog used to create and edit entries.

Entries are a record of cases, events or activities that have occurred and may need to be tracked for monitoring or reporting purposes.

The fields on an entry form will vary between forms and form types, and each type of form will contain a different set of mandatory fields.

Draft entries can be created to save information that may be incomplete, or not ready for submission. These entries can then be reopened, edited and submitted at a later time.

After an entry is submitted it becomes part of the relevant work flow. For example, a rule may be triggered, or an approval process actioned. Submitted entries cannot be later saved as draft entries, however they can be edited and resubmitted.

The main parts of an entry form are:

1. Title

The title of the form:

Shows if an entry is being added or edited
Displays other information about the entry
Varies between applications

	Case Management	Shift Log
New Entry	Create New Case	Add Entry - Form Name
Edit Entry	ID - Title	Edit Entry - Form Name
Draft Entry	ID - Title Draft	Edit Entry - Form Name Draft

2. Entry Actions

	The share, copy, create action, edit action and delete entry actions may be available when editing a Shift Log entry
	Access online help
	Close the dialog

3. Form Icons

The icons indicate the type of entry, and the label is either the entry type or the form name.
Multiple icons indicate shared entries and are a feature of Case Management and Shift Log.

4. Tabs

The available tabs vary between applications:

Tab	Application
Commentary	Case Management, Shift Log
Attachments	Case Management, Shift Log
Auditing	Case Management, Shift Log
Related Cases	Case Management
Instructions	Shift Log

These features, except Instructions, are only available after the page has been saved as a draft, or has been submitted.

5. Fields

Form fields that can be filled in for an entry.

A field with a:

Grey background cannot be edited (these are updated automatically by the system)
Light red background is an overdue entry
Blue outline is the active field
Red outline is mandatory
Asterisk beside the name indicates a required system field

6. Authors

System fields that show who created, and modified the entry, and when.

7. Actions

Action buttons to:

	Saves an entry as a draft and leaves the dialog open.
	Saves and submits a completed entry and closes the dialog.
	Resubmits a previously submitted entry that has been edited. Closes the dialog.
	Clears unsaved changes from the entry form.
	Closes the dialog.
	Opens the Unsaved Changes confirmation dialog from the entry form dialog. Returns to the entry form dialog from the Unsaved Changes dialog.

Note: Different forms contain different fields and are used for different purposes.

Add an Entry

To add a new entry:

1. Open the required entry form.

Case Management:	Shift Log:

2. Fill in the necessary fields.

3. Save the draft or submit the entry.

4. Close the dialog.

After the entry is saved:

Comments can be added
Attachments can be added
The History of the entry can be viewed
Related Cases can be viewed in Case Management

A submitted Shift Log entry form:

Read more: Subform Entry Fields, Case Categories

Important: Rules are not run when a draft entry is saved. They only run when an entry is submitted or resubmitted.

Save a Draft Entry

To be able to save an entry as a draft, the system required fields must contain data. It is optional to enter data into any of the other fields, including the mandatory fields.

Note: System required fields have an asterisk beside their name.

Entry dialog showing system required field and tooltip:

Click:

Save Draft to save the draft entry
Close to close the entry dialog

Read more: Draft Entries

Submit an Entry

To be able to submit an entry, all mandatory fields must contain data.

Click:

Submit to save and submit the entry, and close the dialog
Cancel to clear the unsaved data
Resubmit to save and submit an edited entry
Close to close the entry dialog

Edit an Entry

To change an entry:

Click on an entry row in the table to open the entry dialog and make the required changes

To save a draft entry click:

Save Draft, or
Submit

To save a submitted entry click:

Resubmit

When a form is open for editing, the tabs on the right hand side of the dialog are available.

Delete an Entry

Entries can only be deleted in Shift Log.

Deleting an entry will remove it from the system, along with any comments and attachments for that entry.

Note: You will only be able to delete entries you created, or if you are a Shift Log administrator.

How you delete an entry depends on how the entry was created.

Entries created in Shift Log in Field Operator are deleted from the delete button at the bottom of the entry form dialog.

Entries created in an entry form dialog and saved as draft or submitted, can be deleted by:

Clicking the 3 dots on the right side of the entry in the entry table, or the entry dialog
Selecting Delete this Entry
Clicking Delete to confirm

Entry table:	Entry dialog:

Subforms can only be deleted:

From within the entry form dialog
When they have a status of New

Create a subform entry:

Click on the icon to delete the subform entry:

Click Delete to confirm:

Note: Subform entries exist as separate entries in the relevant table after the originating entry form has been submitted.

Important: If a draft entry containing a subform entry is deleted, the subform entry will also be deleted.

Add a Comment

To add a comment to an entry:

Click on the entry to open the entry dialog
Click the Commentary tab on the right side (if it is not already selected)
Click in the "Enter a new comment" box, and type the comment
Click Save to finish the comment and save it

Read more: Comments in Explorer.

Add Attachments

Photos and documents can be attached to an entry.

An entry must first be saved before attachments can be added, and not all file types are allowed.

1. Click on an entry to open the entry form

2. Click on the Attachments tab on the right side (if it is not already selected)

3. Click in the grey "Upload an attachment" box, and use the Windows file selector to find the file you want to add

Alternatively, drag and drop the attachment from your desktop or another location on your computer.

When using mobile devices, such as a tablet, you can tap the attachment box to take a photo or choose one of your existing photos.

4. Change the title and description of the attachment if required, and click the Upload button.

5. The file is attached and saved with the entry.
To open the attachment, click the preview image and save it to your computer.

Delete an Attachment

To delete an attachment from an entry, click the red Delete icon next to the attachment.

Banned Attachment Types

The following file types are not permitted as attachments.

ade	hpj	mcf	plg	sct
adp	hta	mda	prf	settingcontent-ms
app	inf	mdb	prg	shb
appcontent-ms	ins	mde	printerexport	shs
asp	isp	mdt	ps1	theme
bas	its	mdw	ps1xml	tmp
bat	jar	mdz	ps2	url
cer	jnlp	msc	ps2xml	vb
chm	js	msh	psc1	vbe
cmd	jse	msh1	psc2	vbp
cnt	ksh	msh1xml	psd1	vbs
com	lnk	msh2	psdm1	vsmacros
cpl	mad	msh2xml	pst	vsw
crt	maf	mshxml	py	webpnp
csh	mag	msi	pyc	website
csx	mam	msp	pyo	ws
der	maq	mst	pyw	wsc
diagcab	mar	msu	pyz	wsf
exe	mas	ops	pyzw	wsh
fxp	mat	osd	reg	xbap
gadget	mau	pcd	scf	xll
grp	mav	pif	scr	xnk
hlp	maw	pl

View the History

Every time a change is made to an entry, the system keeps a record of what has changed. These changes can be seen in the Auditing section on the right side of the entry.

To view an entry's history:

Click on the entry to open the entry dialog
Click the Auditing tab on the right side (if it is not already selected)

Related: Workbooks, Filtering Logs

Related Cases

In Case Management, all of the cases for a particular entity can be viewed in the Related Cases section of the entry form.

To view the Related Cases:

Click on the entry to open the entry dialog
Click the Related Cases tab on the right side
Use the column filters to reduce the number of cases displayed.

Instructions

In Shift Log, instructions can be added to the form configuration in P2 Server Management.

To view the instructions for the entry:

- Click on the entry to open the entry dialog
- Click the icon or the Instructions tab

Related: Form Configuration

Draft Entries

Creating a draft entry is a way of saving an entry for submission at a later date.

The draft entries can be searched for, viewed, and edited by the entry creator and administrators.

They have an edit icon on the left side of the entry in the relevant table,

and have the subtitle Draft in the edit entry dialog.

Entries that have been created from a subform within a draft entry dialog, are not able to be saved as draft. They need to be completed and saved when entered, and will appear in the relevant table after the draft entry has been submitted.

Note: Entries cannot be moved back to a draft state after being submitted.

Overdue Entries

Entries become overdue if the current date/time is past the date/time in the Due Date field.

Overdue entries have a pale red background colour in the Shift Log and Case Management entry tables, and in the Due Date field in the entry dialogs.

When someone is assigned an entry that has a date in the Due Date field, the due date is also shown in the Notifications in the Info Zone.

Fields

Some of the types of fields that may be in a form are:

Text An alphanumeric text value. Multiline text fields usually allow you to apply formatting to your text (see Formatting Text).	Datetime This is a date, time, or a combination of date and time. Click in the field or on the calendar button to open the Date/Time Picker and select a date and time.
User A user is any person who is entitled to use the system. Start typing their name, and then select the correct one from the list that appears.	Entity An entity is usually some piece of equipment, although in some situations it could refer to another type of object or something like an area.
Number A numerical value. Depending on the configuration, it would either be a whole number or a decimal number.	Yes/No A yes/no or true/false value is shown by a check box - tick the check box for yes (or true), or clear the check box for no (or false).
Selection An arrow pointing down indicates that you can choose an item from a list. Click the arrow to see the options available, and then click one of the options to choose it.	Subform A form that opens from inside another form. Click the Create button to open the subform.