What's New
- Added a new submenu for (Admin) form tools
- Tenant Admins now have the ability to publish forms externally—to one or multiple (other) tenants.
TABLE OF CONTENTS
Introduction to Managing Forms (for Admins)
Published forms are available for all users in a tenant, while unpublished forms are only visible for the user who created them. For example, a user may revise an existing form, and as a part of this process, the same user would want to publish the new form and unpublish the previous version so that only the latest version of the form is visible for other users moving forward with future projects.
Traditionally, users could create and publish forms internally. Recently, Talon has added the ability for tenant admins to also share (publish) forms externally—to one or multiple (other) tenants. The process to publish a form internally or externally is the same, however external form publishing must first be enabled in your tenant.
Sharing (Publishing) Forms to Another Tenant is a premium feature. For more information, please contact sales@talon.io
As a tenant admin and the owner of a form, you can...
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Click an action button above to jump to tutorials and best practices.
Editing a Form
Note A form can only be edited if not yet used in a session.
Step 1 Navigate to the Forms tab in the main navigation bar.
Step 2 Locate the form you wish to edit by browsing all or search by title:
Step 3 Once you have located the form you wish to edit, click the ellipsis in the upper right corner of the form's thumbnail. A submenu will appear with additional options.
Step 4: Click Edit. A new page will open to edit the form.
If you are unable to edit a form, you can make a Copy of the form.
Step 5: In Edit, please make any necessary changes to the form.
Step 6: When ready and all necessary changes have been made, scroll to the bottom of the page and click Save. Once complete, the page will return to the Forms page.
Once returned to the Forms page, locate the form and Publish when you are ready for all users to access.
Copying a Form
Step 1 Navigate to the Forms tab in the main navigation bar.
Step 2 Locate the form you wish to copy by browsing all or search by title:
Step 3 Once you have located the form you wish to copy, click the ellipsis in the upper right corner of the form's thumbnail. A submenu will appear with additional options.
If you cannot locate a form you wish to copy, it is likely unpublished and owned by another user. 1. Navigate to the All Forms page and search to identify the owner. 2. Request the user to briefly publish the form so that you can make a copy. 3. Once you have copied the form, be sure to ask the other user to unpublish the original.
Step 5 In the submenu of the form you wish to copy, click the option to Copy. You will then see a popup message to confirm that you wish to copy this form.
Step 6 Click Yes to confirm. In just a few moments, a copy of this form *with the same title* will generate to your Forms page.
Final Steps: If you wish to make changes to the newly copied version of your form, you can now follow the Editing a Form process above to complete.
Tip Update the form with [versions] at the end of its title such as V1, V2, V3... If revisions are made, please be sure to publish the new version and unpublish any previous version history *to ensure users are utilizing the latest version of a form for future projects.*
Publishing a Form
Traditionally, users could create and publish forms internally. Recently, Talon has added the ability for tenant admins to also share (publish) forms externally—to one or multiple (other) tenants. The process to publish a form internally or externally is the same, however external form publishing must first be enabled in your tenant.
Step 1 Navigate to the Forms tab in the main navigation bar.
Step 2 Locate the form you wish to publish by browsing all or search by title:
Step 3 Once you have located the form you wish to publish, click the ellipsis in the upper right corner of the form's thumbnail. A submenu will appear with additional options.
Step 4 In the submenu of the form you wish to publish, click the option to Publish. You will then see a popup message to select one or multiple tenants that you wish to publish a form.
If you do not see the option to Publish, you may not be the owner of this form and / or a Tenant Admin, both of which are required for publishing a form.
- If you are the owner, please contact a Tenant Admin to assist with this process.
- If you are a Tenant Admin, please make a Copy of this form and proceed with the recommended next steps:
1. Navigate to the All Forms page and search to identify the owner.
2. Request the user to briefly publish the form so that you can make a copy.
3. Once you have copied the form, be sure to ask the other user to unpublish the original.Step 5 Click to select one, multiple, or all available tenants that you wish to publish a form.
- Internal Publish select your company's tenant
- External Publish select other tenant options that you wish to share (publish) this form
You may only see one tenant option available to publish a form. If you wish to share forms to other tenants, please contact sales@talon.ioStep 6 Once you have selected all necessary tenants to publish this form, confirm your selection(s) and click Publish
In just a few moments, the form will appear as published on the Forms page and will be available to all users in the selected tenants in Step 6.
On the Forms page, you can click on the form submenu again to Copy, Publish (to additional tenants), or Unpublish this form.
If revisions are made, please be sure to publish the new version and unpublish any previous version history *to ensure users are utilizing the latest version of a form for future projects.*
Unpublishing a Form
Step 1 Navigate to the Forms tab in the main navigation bar.
Step 2 Locate the form you wish to unpublish by browsing all or search by title:
Step 3 Once you have located the form you wish to unpublish, click the ellipsis in the upper right corner of the form's thumbnail. A submenu will appear with additional options.
Step 4 In the submenu of the form you wish to unpublish, click the option to Unpublish. You will then see a popup message to select one or multiple tenants that you wish to unpublish a form.
Step 5 If published to one tenant, please see Step 5-A. If published to multiple, please see Steps 5-B and 5-BB.
- Step 5-A If only published to one tenant, you will see a popup message to confirm. Click Unpublish.
- Step 5-B If published to multiple tenants, you will see a popup message to select one or multiple tenants you wish to unpublish this form. Confirm your selections.
- Step 5-BB When ready, click Unpublish
Once unpublished, users from the selected tenants will no longer have access to this form. If revisions are made, please be sure to publish the new version and unpublish any previous version history *to ensure users are utilizing the latest version of a form for future projects.*
Deleting a Form
Note A form can only be deleted if not yet used in a session.
Step 1 Navigate to the Forms tab in the main navigation bar.
Step 2 Locate the form you wish to delete by browsing all or search by title:
Step 3 Once you have located the form you wish to delete, click the ellipsis in the upper right corner of the form's thumbnail. A submenu will appear with additional options.
Step 4 In the submenu of the form you wish to delete, click the option to Delete. You will then see a popup message to confirm if you wish to delete a form.
If you do not see the option to delete, you may not be the owner of this form. Additionally, you cannot delete a form if it has been used in a session. Unpublish when you wish to eliminate access to other users (internally and/ or externally) for future projects.*
Step 5 In the pop-up window, select Yes to delete this form.
Once deleted, the form will no longer be accessible to you or any other users in this tenant.