Event Forms – AMS

You can use the Event forms tool to build and edit event forms. Event forms collect and store chronological data about people (represented by their user account), so that you can understand and analyze their performance over time.

You can also create specialized event forms to book appointments and schedule events, which can be used on the web version of Teamworks AMS and the Smartabase Classic mobile app.

Managing event forms

When you open the Event forms tool, you’ll see a list of all event forms on your AMS site. These can be sorted and filtered by their names and categories. From this list there are specific event form management actions that you can take:

Edit name
Delete
Duplicate
Resave
Migrate fields
Migrate options(s)
Download event form
Link to child (enterprise only)
Copy to child (enterprise only)

A screenshot showing the form management properties available within the Event form tool.

Edit an event form’s name

Use the Edit name function to update the name of an event form. When you change the name of an event form, everywhere the form name appears will update to the new name, including:

The event form selection screen shown during the data entry process.
The list of event forms available to report on using the reports tool.
The available data sources for the Dashboard builder.
The settings for linked calculations, Embedded events and Embedded reports.

Delete an event form

The Delete function removes the event form and all data recorded using it from your AMS site. We generally recommend that you don’t delete an event form unless you have already removed permissions for the form from all roles it was added to and considered backing up your data elsewhere.

Duplicate an event form

The Duplicate function creates a copy of the event form. This doesn’t duplicate the data recorded by the original event form. If you use the duplication function, make sure the name of your new event form is unique.

Resave an event form

You can use the Resave function to recalculate all records for an event form. You can use this when you modify or add a calculation and need to recalculate previously-saved records. If you use this function, you should be aware that resaving large numbers of records might affect the performance of your AMS site until the resave is complete.

When completing a resave, you can also choose to only apply it to a specific date interval. For example, you could resave data from within the last 12 months, the last three weeks, between two specific dates, or for today only. Where feasible, setting a smaller date interval is helpful when dealing with larger data sources because the resave will be completed quicker and have less impact on any other processes that may be running.

AMS will send an email to the address used by your AMS account to confirm that a resave has been finished. You should wait for the email notification to arrive before running another resave or migration.

Migrate a field name

The Migrate fields function is used to safely change the name of a field within an event form. When you update the name of a field using a migration, AMS will also update most references to that field name, such as field visibility settings, linked calculations, embedded events and dashboards.

AMS cannot change any formulas you’ve written that use the original name of the field, so you will need to manually update any calculations where you’ve entered the original field name.

It is vital that you refresh your browser after the migration process completes, and before you next open and edit the event form. You will receive an email when the migration process is complete. We recommend exporting all data from an event form before running a migration to mitigate any risk of data loss.

Migrate option names

The function to Migrate option(s) is for safely modifying the options used by an option type field. It’s important to remember that you can’t use the option migration process to add more options than already exist in the options list for the field. You can add more options to an option field safely by adding to the list in the Options properties of the sidebar. Similarly, changing the order of options can be done in the Options properties.

You can learn more about the process of migrating options in the help article about option fields.

Download an event form

Use the Download event form function to export and save an event form as a text file (.txt) on your computer. When this text file is imported back into AMS as an event form, the new form will have the same fields, sections and properties as the original.

If you use this method to create an event form, you should make sure that the name of your new event form is different from the original version of the event form.

Link to child (enterprise only)

Use the Link to child function to link event forms created on the site to another site on the same server. To use this function, the following criteria must be met:

The server must be configured as an enterprise instance.
The sharing of forms from the current site to another site must be enabled in the Shared sites administration tool.
You must have a minimum of Read access to the form in your role.

Linked forms can only be edited on the site where it was created. If the form is accessed from the linked site, none of the management functions will be visible.

Copy to child (enterprise only)

Use the Copy to child function to copy event forms created on the site to another site on the same server. To use this function, the following criteria must be met:

The server must be configured as an enterprise instance.
The sharing of forms from the current site to another site must be enabled in the Shared sites administration tool.
You must have a minimum of Read access to the form in your role.

Forms that are copied from one site to another can be edited in isolation - that is, changes made in one version will not be automatically applied to the other version. Likewise, data saved in one version of the form will not be created for or copied over to the other version of the form.