Purpose
“Form Templates” manages application forms. VMS uses four types: general, visitor, construction, and garrison. When tenants submit an application, the ticket fields come from the form template configured here.
A form template controls what fields a ticket contains, how approval works, which approved actions run, and which attachments can be downloaded after approval.
Before you start
- Confirm the application type: general, visitor, construction, or garrison.
- If the form needs contractor personnel fields, confirm the building already has qualified contractor personnel.
- If tenants should download attachments after approval, prepare the attachment files.
Table columns
The list shows:
- Create type: user-created or system default.
- Publish status: whether tenants can use it.
- Name.
- Create time.
Steps
Import default templates
If you do not want to start from scratch, import a system default template.
- “Preview”: review the template content first.
- “Import”: copy the template into the current building, then edit it.
Preview content includes:
- Form schema
- Approval management
- Approved actions
Copy a form template
You can copy an existing form template to create a new one faster.
Required fields:
- Source template
- Name
Edit a form template
After copying or importing a form template, use the “More” menu to edit info, form schema, approval management, approved actions, and attachments.
Info
Click “More > Edit Info” to open the form template info dialog.
- “Initiator”: the role that starts the ticket.
- “Terminator ”: the role that closes the ticket.
Form design
Click “More > Form Design” to open the full-screen designer. It includes “Form Schema”, “Approval Management”, and “Attachment Management”.
- Question types
- Attributes
In “Form Schema”, you can add question types such as:
- Text
- Short answer
- Long answer
- Selection
- Checkbox
- Radio
- Select
- Autocomplete
- Yes / No
- File upload
- Date and time
- Image editor
Question types marked with 🚧 are still under development and are not released.
Common attributes include:
- Question: question label.
- Required: whether the question must be answered.
Some question types have additional attributes. For example, file upload can restrict file type, file count, and file size; date range can restrict minimum and maximum days; autocomplete can use system data such as floor, contractor, and contractor personnel.
Approval management
Before publishing a form template, configure the approval flow. You can decide who must approve before a ticket closes.
If the role is tenant, the applicant specifies the approver when creating the ticket. If the role is BM, select a BM user for that approval step. Assign approvers with the correct permissions for each step.
Approval steps can define before-approval and after-approval actions. If you use approved actions, configure the data source and target values shown by the UI; the system runs the action only when its conditions are met.
Attachment management
Upload attachments that tenants can download after ticket approval.
Publish status
Use “More > Hide / Publish” to change the template status.
Delete
Click “More > Delete”. The system asks for confirmation; deletion cannot be undone.
Result
- Published form templates can be bound by task templates.
- When tenants create a task, the system creates tickets based on the bound form templates.
- Approval and approved actions run according to the form template.
FAQ
- Tenant cannot see the form: confirm the form template is published and bound by a task template.
- Construction or garrison personnel field cannot select personnel: confirm the building has qualified contractor personnel.
- Approver cannot be selected: confirm the user exists and has the permission required for that step.