Availability
Overview
A very useful thing about custom forms is that they can be easily converted to projects or activities (one of the three type). This is called form conversion. The process includes mapping the form fields to those of a project or activity and actual creation of target projects or activities from the records as these are submitted to an active form.
You can do the following conversions:
custom form to a project,
custom form to a task,
custom form to an issue, and
custom form to a request.
Conversion to project
Note
To be able to convert custom form records to projects you need to have the "Add projects" global permission activated in your role.
Note
You must be added to a custom form's user list with the "Manage this custom form and its records" and "Edit and handle records" permissions to be able to convert the custom form records to projects.
To convert custom form records to a project, follow these steps:
- Go to Custom forms in the appropriate space.
- Hover over the form which records you want to convert to a project.
- Click
(Edit) at the right of the row.
- As the form editor opens, navigate to the "Conversion rules" section.
- Open the "Project" dropdown.
- Select a project template to use for conversion (optional).
- Select a portfolio to add the projects resulting from conversion to (optional).
- Map the rest of the fields of the form to those of the project (default mapping is set to Project description).
The above process sets up default field mapping while converting records of a form to a project. When doing conversion of individual records, you can always change the default settings.
Warning
When mapping fields, dropdown fields should be mapped to list type ones.
Conversion to activity
Note
To be able to convert custom form records to activities you need to have the "Add activities" global permission activated in your role.
Note
You must be added to a custom form's user list with the "Manage this custom form and its records" and "Edit and handle records" permissions to be able to convert the custom form records to activities.
To convert custom form records to an activity, follow these steps:
- Navigate to Custom forms.
- Hover over the form which records you want to convert to a request/task/issue.
- Click
- As the form editor opens, navigate to the "Conversion rules" section.
- Open the "Task/Issue/Request" dropdown.
- Select a project template to use for conversion (optional).
- Map the rest of the fields of the form to those of the activity (default mapping is set to Task/Issue/Request description).
Automatic conversion
Birdview also offers the opportunity to convert custom form records as they are submitted to projects, tasks, issues, or requests automatically. Automatic conversion will use the conversion rules set according to the procedures described above.
To enable automatic conversion of custom form records, check the "Auto convert all submissions to:" box in the "Conversion rules" section.
For automatic conversion to projects, it is required to select a project manager.
For automatic conversion to activities, it is required to select a project to which these activities will be added.
Manual conversion
If automatic conversion is not suitable for your organization, you have the option to manually convert custom form records one by one. To enable manual conversion of custom form records, DO NOT select the "Auto convert all submissions to:" option in the "Conversion rules" section."
To manually convert each record, follow these steps:
Go to Custom forms.
Locate the custom form which record(s) you want to convert and click the record counter.
Hover over the record you wish to convert.
Click on the appeared "Convert to" button.
Choose from the dropdown list where you would like to convert your record (project, task, issue, request).
Once selected, conversion rules for every field in the custom form will appear.
Set up the conversion for every field.
Once finished, click the "Convert to project/issue/task/request' button."