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Managing Form Sets

Managing Form Sets

Overview

This page details how to view, create, and edit form sets and form set schedules.

Note that form sets are templates. When a form set is added to a permit, project, compliance action, or submission, a unique copy of the form set is created. Editing the form set will not affect existing items that were created from the form set.

Searching Form Sets

To view and manage form sets, navigate to Admin > Form Sets.

Creating and Editing Form Sets

On the Form Set page, click the Open button to edit an existing form set, or click the Add New Form Set button to create a new one.

Before creating a form set, ensure each form has been created in nFORM, configured on the Form Details page, and that a schedule type has been created to define the forms’ behavioral settings.

Even if a form set isn’t intended to function as a “schedule” (such as a submission package or an ad hoc form set), a schedule type is still required to associate the form with the form set.

The Edit Form Set page (a similar Add Form Set page appears when creating a new form set)

Main Fields

The following fields appear on the Edit Form Set page.

Field

Description

Notes

Form Set Name

The name of the form set.

The form set name is visible to external users; ensure it is clear and concise.

For form sets used on permits, projects, and compliance actions, the form set name also becomes the schedule group name.

Form Set Type

The form set type.

For more information on form set types, see the Form Sets page.

Program Areas

The program area(s) to which the form set applies.

This setting determines which program areas the form set can be added in. For example, if Program Area A is selected, only permits, projects, and compliance actions in Program Area A can add the form set as a schedule group.

Allow Adding Schedules After the Fact

The option to allow authorized users to add new schedules to the form set after the permit, project, or compliance action is active.

 

Submission Package External Display Text

A description or instructions for the submission package.

This field can be configured by a system administrator and supports basic HTML formatting.

This text is displayed to users at the top of the View Package page.

Included Schedule Forms Fields

The Included Schedule Forms section of the Edit Form Set page defines the forms included in the form set. The fields available on this page are described below.

To add a schedule to the form set, click the Add Schedule Form button. To review or edit the details of a schedule, click the Open button beside it. To remove a schedule from the form set, click the X (delete) button. For more information on adding and editing schedules, see the Adding and Editing Form Set Schedules section on this page.

Field

Description

Notes

Order

The order in which the schedules are displayed.

Schedules should be arranged in the order they are typically received.

Rows can also be dragged and dropped to reorder schedules.

For submission packages, the first form is considered the “primary” form. Workflows that create a permit are restricted to the submission associated with the primary form. For more information, see the Submission Packages page.

Schedule Type Name / Form Name

The name of the linked schedule type, the form type, and whether the form is considered the primary form.

Clicking the schedule type name opens the schedule type.

Due Date Type

A determination of when a schedule becomes available and when it is expected to be submitted.

For more information, see Due Date Type in the Adding and Editing Form Set Schedules section below.

Right Sidebar Fields

The following fields are available in the right sidebar of the Edit Form Set page.

Field

Description

Notes

Inactive/Active

A toggle that controls the form set’s availability for use.

Inactive form sets cannot be added to permits, projects, or compliance actions.

Form Set Edit History

A record of who created the form set and when, and when the form set was last updated.

 

Creating and Editing Form Set Schedules

The following fields appear on the Edit Schedule page. A similar Add Schedule page appears when creating a new schedule.

Field

Description

Notes

Schedule Name

The schedule type.

 

Regulatory Reference

The regulation that authorized the agency to collect the schedule.

This field is optional, and text entered is not visible to external users.

Due Date Type

A determination of when a schedule becomes available and when it is expected to be submitted.

Options include:

  • Required: The schedule is required.

  • As Needed (One Time): Submitted once per form set; no due date.

  • As Needed (Recurring): Submitted as needed; no due date. A new schedule is automatically created after each submission. This is ideal for event-based reporting; for example, if an entity must submit a form once per discharge event.

  • Calculated Due Date (Recurring): The schedule becomes available after a submission of the same schedule type is received, and the due date is calculated based on the calculation date interval, interval unit, and calculation date specified. This is helpful if a schedule needs to be submitted on a recurring basis, but the due date is based on a date in the previous submission.

  • Specific Due Date: The due date is set by agency staff when the form set is added to a submission, permit, project, or compliance action.

  • Triggered: The schedule becomes available after a submission of a specific schedule type (indicated in the Trigger Schedule Name field during setup) in the same form set is received. This is helpful if a follow-up schedule of a different type needs to be submitted.

Required and As Needed (One Time) are the only options for submission package schedules.

Recurrence Settings

Additional information for configuring schedules based on the selected due date type.

Repeat Interval: The time interval between schedule occurrences.

Repeat Unit: The unit of time used to measure the interval (days, weeks, months, or years).

Maximum Number of Occurrences: The maximum number of repeating schedules to create.

 

Number of Days Before Due that Submission is Allowed

The number of days before the due date that the schedule becomes available for completion and submission.

This prevents users from submitting schedules months or years before their expected due date.

Additional Clarification for External User

Text used to help external users understand the purpose of the schedule or the conditions under which it should be submitted.

 

Agency Internal Comments

Text used to provide clarification of the schedule’s purpose to internal users.

This text is not visible to external users.