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SmartForms comes with Export/Import/Update facilities that can be used:

  • to make a backup copy of a form definition, that can be later restored (Export & Update);
  • to add a form to the SmartForms Library, for example transfer a form definition from another SmartForms Library, or to make a copy of the definition into another folder (Export & Import).

Export

You can export into one archive file a single form or all forms in a folder, including all sub-folders if they exist.

When you export a form, only form's definition is archived, its submitted data is not part of the archive.

Exporting a Form

Exporting current version

You export a current (latest) version of a single form from the "Manage Form" screen (see Managing Form). Click on the "Export Definition" link and the archive file will be placed into your downloads folder. The file will have ".far" extension and name comprised of "smartforms.form." + the name of the form (spaces substituted with underscore), i.e. for "Evaluation Form" the file name will be "smartforms.form.Evaluation_Form.far". If a file with such name exists in the folder, the consecutive number will be added to the end, for example if you export the above form again archive's file name will be "smartforms.form.Evaluation_Form (1).far"

Exporting non-current version

You can export any non-current version of a form from the "Release History" screen. In the "Manage Form" screen (see Managing Form), in the "Status" tab click on the "Show Release History" button to open the "Release History" screen. Clicking on "Export Definition" button will create and download the archive file. The same naming conventions described above apply.

Exporting a Folder

You export a folder by selecting it in the "Manage SmartForms Library" screen (see Managing SmartForms Library). Click on "Export Definitions" button and the archive file will be placed into your downloads folder. The file will have ".far" extension and name comprised of "smartforms.folder." + the name of the folder (spaces substituted with underscore), i.e. for "Helena Folder" the file name will be "smartforms.folder.Helena_Folder.far". If a file with such name exists in the folder, the consecutive number will be added to the end, for example if you export the above folder again archive's file name will be "smartforms.folder.Helena Folder (1).far".

 If a folder has sub-folders the internal hierarchy will be preserved, the whole branch of the hierarchy tree will be archived.  

Note: when you export a folder only latest versions of the forms are exported, there might be unpublished versions among them. 

Update

You use Update facility when you want to restore a form's definition from the archive created using Export facility. As a rule you update definition of a form with another definition of the same form, but nothing can stop you overriding it with the definition of another form. To avoid doing it by mistake don't publish the updated form until you tested it! 

When you update form definition, the submitted data remains intact

You update definition of a form in the "Manage Form" screen (see Managing Form). Check form details to make sure the screen displays the form whose definition you want to update and then click "Update Definition" link in the right panel. In the screen presented select the archive file and click "Show Archive Content" button. The archive file might contain any number of forms, they all will be displayed in the same hierarchy of folders that existed when the archive had been created using Export facility. Tick the form whose definition you want to use for the update and then click "Update Form Definition". When update is complete only the form's name remains the same, everything else is overridden from the form you selected in the archive file. Again, form's data is not affected, if the form is accessible by end-users, they will continue starting and submitting the form in the previous version until you publish the updated version. 

Note: Definition of a published form cannot be updated, you will need to create a new version to do the update.


Import 

Use Import facility when you need to add a form to a folder in your SmartForms Library and you have its definition in an archive file created by using Export facility.

When you import a form from an archive, it is added as a new form to the SmartForms Library. Test Campaign and Production Campaign will be automatically created for it.

If an archive file was created for a folder, when you import this file the hierarchical structure, all forms located in the folder and its sub-folders will be added to the Library. 

You import form definitions in the "Manage SmartForms Library" screen (see Managing SmartForms Library). First you need to choose the folder to which you will add the form/s. When the folder is selected, click on the "Import Definitions" button in the right panel. In the screen presented select the archive file and then click on the "Show Archive Content" button. The archive structure with all folders and forms will be shown for you to check what you are about to add under the selected folder. When ready click the "Import" button. 

Note:

  • you cannot import a form to a SmartForms Library folder if another form with the same name already exists in the folder. 
  • you cannot import a folder to a SmartForms Library folder if another folder with the same name already exists in the folder. 

If the above rules are not violated the content of the archive file will be added to the selected folder.


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