Share data in forms

To share data in forms, you must apply data sharing to form controls. The data's category type determines how to set up data sharing.

Share single-value data in a form

Single-value data can have only one value for the entire project, such as a project name or a project owner. In forms, single-value data is displayed in a single data field.

Therefore, to share single-value data in a form, switch to design mode and double-click a form control. Then, share the control with a single-value data field.

For example, you can share a single-value custom data field called Region with a control in the Task Progress Report.

  1. Choose File > New > Form, choose Task Progress Report, and then click OK.
  2. Choose View > Design Mode.
  3. Below the Date field, insert a Drop Down control.
  4. In the Drop Down Properties dialog box, under Data, click Apply Data Sharing, and then click Data Source.
  5. In the Data Sharing Setup dialog box, expand the category that includes Region, and then select it.
  6. To test the shared data field, choose View > Fill Out Mode
Now, users can select an option from the Region field in the Task Progress Report.

Share multiple-entry data in a form

Multiple-entry data can have multiple values for the entire project, such team members or x variables. In forms, multiple-entry data is displayed in data tables.

Therefore, to share multiple-entry data in a form, you must complete the following steps:
  1. Switch to design mode, insert a data table, and then share the data table to a multiple-entry category.
  2. Double-click a control inside the data table and share it with a data field within the selected category.

For example, you can share a multiple-entry custom data field called Risk with a new custom form you are creating.

  1. Share a data table with the custom category that includes Risk.
    1. In design mode, insert a data table.
    2. In the Data Table Properties dialog box, under Data, click Apply data sharing, and then click Data Source.
    3. In the Data Sharing Setup dialog box, select the category to share the table with.
  2. Share a control in the data table with a data field in the category.
    1. Double-click a form control inside the data table.
    2. Under Data, click Apply data sharing, and then click Data Source.
    3. In the Data Sharing Setup dialog box, expand the category that includes Risk, and then click OK in each dialog box.
  3. To test the new shared data field, choose View > Fill Out.
Now, users can enter multiple entries in the Risk column in the data table.
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