Forms and Data Sharing

Shared and Non-Shared Controls

A Qeystone project inherits the data fields from the template it was started from. Typically, users enter values for data fields through form controls, such text fields and drop-down lists. User-entered data values are either stored in the project or in the form, depending on whether the form control is shared to a data field or not.

Shared controls
When a form control is shared to a data field, the shared control passes the user-entered data value to the data field. The data value is then stored in that data field in the project. In other words, the form doesn't store the value. The form is only a way to enter and display the data values that are stored in the project. For example, many Qeystone forms contain a text box control that is shared to the Project Name field. When you open such a form in a project named " Reduce Cycle Time ", that project name appears in the text box control. When you open the same form in a new project named "Reduce Rework", the name of the new project is displayed in the text box control.
Non-shared controls
When a form control is not shared to a data field, the control has no field to pass the user-entered value to, so the value is stored in the control. For example, on the Audit Form, you enter "AB-123" in the non-shared text box control called Audit #. When you save the Audit Plan as a form template and open it in a new project, "AB-123" appears in Audit #.

Using Forms to Add Data Fields to a Project

When you open a form template in a project, Qeystone imports all the data fields that are either directly shared to a control or used in a formula. Therefore, you can use forms to add data fields to additional project templates quickly and consistently.

  1. Add a new data field to one project template.
  2. Add a control that is shared to the new data field on a form .
  3. Save the form as a new or updated form template.
  4. Create a new project from another project template that you want to import the new data field into.
  5. Open the new or updated form template in the new project. Qeystone adds the new data field to the project. If you don't want to save the form as part of the project template, delete the form before you save the updated project template.
  6. Save the project as a project template to overwrite the existing project template.
  7. Repeat these steps for all project templates that you want to add the data field to.

When a Form Contains a Shared Formula Field

When you open a form template that contains a control that is shared to a formula field, all the data fields used in the formula are also imported into the project.

For example, a form has a control that is shared to the data field Duration. Duration contains the formula: DATEDIF([Start Date], [End Date]). When you open the form in a project that does not already have Duration, Qeystone imports Duration, including Start Date and End Date, which are referenced in its formula.

When a Conflict Occurs Between a Form and a Project

When a data field exists on a form, and you try to open the form in a project that contains the same data field, but with different properties, Qeystone declares a conflict and does not import the data field into the project.

For example, an existing project has a list field called Region, which has two values: North America and Latin America. A Project Charter also has a list field called Region, but it has four values: North America, Latin America, Europe, and Asia-Pacific.

When you open the Project Charter in the existing project, you get the following message:

Because the Region field in the Project Charter does not have the same list values as the Region field in the project, it is not imported. To prevent this conflict, delete the Region field in the project before you open the Project Charter.

The following table summarizes what data is imported and what data is not imported into a project when you open a form template.
Item Imported Not Imported
Data fields Unique data fields that do not already exist in the project. A data field that has the same name and category as an existing data field, but a different definition.
User-entered data values User-entered data values in controls that are not shared to data fields, including rows in data tables that are not shared to multiple entry categories. User-entered data values in controls that are shared to data fields, including rows in data tables shared to multiple entry categories.
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