Forms - Copy Form and Copy Field Configuration

Owned by Lisa Barnett
Last updated: Feb 02, 2022
7 min read

Applies To Version(s): 4

  • Copy Form is included in ShareVision and ShareVision Plus subscriptions.

  • Copy Field Configuration is included in ShareVision Plus subscriptions and can be purchased as an add-on for ShareVision subscriptions.
  • If your ShareVision site is an upgraded site from a previous version (3, 3.5 or 3.7), this feature will require some configuration by our team before it is available on your site. Please email experts@sharevision.ca and request that this feature be configured. It will be configured at no charge. 


Overview

  • In Configure Portal Settings on your ShareVision site, you can enable the Copy feature on Announcement, List and Calendar Page Parts which will allows users to copy a form and then edit it before saving it.

  • With the Copy Fields Configuration feature, a ShareVision Administrator can configure which fields on the form should be copied to the new form and if the copied fields should be read-only (not editable). 

    The Copy Fields Configuration is included in ShareVision Plus subscriptions and can be purchased as an add-on for ShareVision subscriptions.


Use Case

Customers have used these features with the following types of forms:

  • Daily PRN Count
  • Emergency Response Drill
  • Medication Disposal
  • Monthly Program Inspection
  • Monthly Group Home Inspection
  • Shift Schedule

In this knowledge base article, copying a form for Medication Disposal will be used to demonstrate how both the Copy Form and the Copy Field Configuration features can be set up. 



Requirements/Dependencies

To use this feature, the following is required:

  • Login with ShareVision Administrator permissions

  • An Announcement, List or Calendar Page Part that you want to provide users with the ability to create a new record by copying an existing form.



How to Enable the Copy Button on a Form

  1. Login to ShareVision with a user account that has Site Administrator permissions.

  2. Select the gear in the upper right hand corner and then select Site Administration


  3. When prompted, enter your ShareVision Administrator username and password and select Sign In


  4. Navigate to the Page Part for the form that you want to enable the Copy button on. In this example, we will use the Medication Disposal Page and Medication Disposal Page Part which is located on the Individuals Portal. 



  5. Expand the Page Part Buttons section.



  6. Scroll down to the Display "Copy" Button on Forms option and check the box.

  7. Scroll down and select Save.

  8. With this setting, ShareVision users can create a copy of an existing form which will allow them to edit the copied information and save it. Click here to view the Staff User Guide - Copy Form without Copy Field Configuration.


How to Configure Copy Fields 

For a Page Part that already has the Copy Form Button enabled, you can configure which fields should be copied when the user selects the Copy button on an existing form.

The Copy Fields Configuration is included in ShareVision Plus subscriptions and can be purchased as an add-on for ShareVision subscriptions.

  1. Login to ShareVision with a user account that has Site Administrator permissions.

  2. Select the gear in the upper right hand corner and then select Site Administration


  3. When prompted, enter your ShareVision Administrator username and password and select Sign In


  4. In Site Administration, go to the Features and Utilities section and select Copy Fields Configuration.



    Note: The list of items in this section of your Site Administration may be slightly different. The items displayed are dependent on the type of ShareVision subscription and/or if any add-ons were purchased.

  5. Select New Item


  6. Next, select the List Name (Announcement, List or Calendar) that you want to add this feature to


  7. Next, you will need to select which List Content Type to add this feature to. If the list has more than one Content Type and you would like to copy this field for all Content Types on the list, select (None).

  8. Select a field that you would like to have copied in the Field Name. 

  9. If you would like the prevent the value in the copied field from being edited by the user, leave the box next to Lock Copied Field checked. 


  10. To copy an additional field from the original form, select Add Field.

  11. Continue to add each field you would like to have copied. 


  12. When all fields to be copied on this form have been added to the Copy Field Configuration, select Save.

  13. With this setting, ShareVision users can create a copy of an existing form with each field that you have configured to be copied. They can then edit the copied information for any field that isn't locked or that wasn't included in the copy field configuration setup and save it. Click here to view the Staff User Guide - Copy Form with Copy Field Configuration.


How to Edit Settings for Copied Fields 

You can edit the settings for a field that you have already configured to be copied. 

  1. Login to ShareVision with a user account that has Site Administrator permissions.

  2. Select the gear in the upper right hand corner and then select Site Administration


  3. When prompted, enter your ShareVision Administrator username and password and select Sign In


  4. In Site Administration, go to the Features and Utilities section and select Copy Fields Configuration.



    Note: The list of items in this section of your Site Administration may be slightly different. The items displayed are dependent on the type of ShareVision subscription and/or if any add-ons were purchased.

  5. Expand the list that the field belongs to.


  6. Select Edit for the field that you want to change.

  7. Make the change to the field configuration.


  8. Select Save.


How to Remove a Field from Being Copied 

You can remove a field from being copied after you have already configured it to be copied.

  1. Login to ShareVision with a user account that has Site Administrator permissions.

  2. Select the gear in the upper right hand corner and then select Site Administration


  3. When prompted, enter your ShareVision Administrator username and password and select Sign In


  4. In Site Administration, go to the Features and Utilities section and select Copy Fields Configuration.



    Note: The list of items in this section of your Site Administration may be slightly different. The items displayed are dependent on the type of ShareVision subscription and/or if any add-ons were purchased.

  5. Expand the list that the field belongs to.


  6. Select Edit for the field that you no longer want to be copied.

  7. Select Delete.


  8. You will be prompted to confirm the deletion, select OK.


  9. The field will no longer be copied when a user selects the Copy button.


Staff User Guide - Copy Form without Copy Field Configuration

For forms that have the Copy button enabled and Copy Field Configuration set up, you can copy an existing form instead of creating a new one. In this example, only some of the fields from the original form will be copied to the new form when you select the Copy button.

  1. Go to a form that has the Copy button enabled.  

  2. Select an existing item in the list.


  3. Select Copy.


  4. An exact copy of the original form will be displayed. 


  5. Do not select Save. Review each field and edit as needed to update the information on the form. 

  6. After you have updated the fields, select Save.





Staff User Guide - Copy Form with Copy Field Configuration

For forms that have the Copy button enabled and Copy Field Configuration set up, you can copy an existing form instead of creating a new one. In this example, only some of the fields from the original form will be copied to the new form when you select the Copy button.

  1. Go to a form that has the Copy button enabled.  

  2. Select an existing item in the list.


  3. Select Copy.


  4. A form for a New Item will open and any field that was set up to be copied from the original form will be filled in. 


  5. Complete the rest of the form and select Save.

See Also

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