Deutsches Elektronen-Synchrotron DESY
A Research Centre of the Helmholtz Association

Quick guide FORMS

Language Settings

You can change the language setting in the top menu bar and choose between German and English.

Search
There are several ways to search for forms.
 
On the administration’s forms website, users can search using the keyword structure or the search field.
 
DESY FORMS offers two ways to search for forms:
 
1) Search via the dashboard
 
After successfully logging in to https://forms.desy.de, you will find a field at the top where you can enter search terms.  
Forms containing this term will be displayed and can be opened directly. 
 
You can use * as a wildcard. You must enter at least 3 characters.
 
This is the simplest and fastest search method.
 
In addition, you can use the arrow to the left of the magnifying glass to filter by folders, forms, or form content.
 
2) Navigation via the Form Catalogs
 
Under "Form Catalogs," you can choose between "Forms," "Forms A-Z," and "Folders A-Z."
Under "Forms," you will see a list of the individual form folders, from which you can then select the form you need.
Under "Forms A-Z," you will find an alphabetical list of all forms on the form server.
Under "Folders A-Z," the folders are listed alphabetically for you to choose from.
 
A standard search function or search bar is no longer available, so you can use the navigation to find the form you need.
Latest updates (bell icon)

The latest information is provided here.

Tasks

In the Tasks section, you can see the tasks that have been assigned to you or your FORMS group as part of workflows. 

My Forms

This section displays the forms you have marked as favorites.
If you haven't marked any forms as favorites yet, this section will not appear.

Form catalogs
Under “Form Catalogs,” you can choose between “Forms,” “Forms A-Z,” and “Folders A-Z.”
Under “Forms,” you will see a list of the individual form folders, from which you can then select the form you need.
Under “Forms A-Z,” you will see an alphabetical list of all forms on the form server.
Under “Folders A-Z,” the folders are listed alphabetically for you to choose from.
Zoom (26 KB)

Figure: Menu of form

Leave form

Click “Leave form” to close the form and return to the dashboard.

Go to Databrowser
Click this button to open the data browser. The data records are displayed here in a list. 
 
In the data browser, you can find your saved forms by entering a filter criterion. 
* can be used as a placeholder.
 
Click the “Leave Databrowser” button to close the data browser and return to the dashboard. 
Save (Floppy disk icon)
The form containing the entered data can be saved to a database on the server by clicking the floppy disk/save icon. Data that needs to be encrypted is stored in encrypted form on the server. A confirmation message appears. You can also see the number of saved records increasing (e.g., “1 of 2” at the top of the menu bar).
 
Saved form contents are deleted regularly, but no later than after 3 years.
Print (Icon printer)
To create a PDF, click the printer icon. If the form needs to be filled out on paper, some forms allow you to use this icon to print a blank copy or download the form. In this case, no further validation checks are performed on the forms. It is not possible to fill out the PDF file on a computer.
 
To print the form, please use only the printer icon in the FMS menu bar. However, the form will not be printed directly. After clicking the icon, a message will appear below the toolbar containing a link to view the PDF file. After clicking the “View PDF File” link, the PDF file will load, and you can then print from the PDF view.
Favorites (Icon star)

You can add a form to your favorites by clicking the star icon, and remove it by clicking it again. The favorites will then appear in the dashboard under “My forms.”

Attachments (Paperclip icon) - in some forms

You can use this feature to manage attachments. Any attachments that have already been added will be displayed.

More (Copy, delete, or discard changes to a record)

Copy Record

You can copy the data from a form that has already been filled out so that you can edit the copy without having to re-enter everything.

 

Delete Record

Clicking this icon deletes the currently open record. A confirmation prompt will appear.

 

Discard changes

Clicking this icon discards any changes made to the form.

New record (Icon plus)

Clicking this icon creates a new record. You will be asked if you want to save the currently open record first.

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