Create an iSheet

Before you create a new iSheet there are several questions that should be considered: 

• What is the purpose of the iSheet?

• What information do you need to track?

• What is the format of the data?

• Who will need to access the iSheet and to what level?

• Is the data stored in the iSheet open to everyone?

The more planning you can do in advance the less likely you are to have to make modifications to your iSheet later, when it may not be so easy to do so.

Add a new iSheet

Select Admin, then iSheets under Module settings.

From the iSheet admin area, click the Add drop-down and select iSheet from the list.

If you have previously created, or have access to, an iSheet template, then you can also Import from a template. 

If you have an excel sheet , then you can also add columns and records from an Excel file. 

On the Add iSheet page, you can select options to configure your iSheet.

Default settings may be different on your instance of Collaborate, based on the system-wide configuration settings used by your organisation.

• Name - The name of the iSheet must be unique among all of the iSheets on a given site. 

  • The Name field is the only required iSheet setting. 

  • It cannot contain the following characters: \ / : * ? “ < > |.

• Description - If you enter a description, it will appear beneath the iSheet name in the iSheets module: 

• Status - There are two choices: 'Active' and 'Pending'. Pending iSheets are not viewable by anyone except Administrators, and then only from the iSheets admin page. While an iSheet is under development, it is recommended that its status is set to Pending and then changed to Active only when the iSheet is ready. By default, all users with access to a site will be able to see Active iSheets on that site. 

• Access type - The choices are Public and Private. A 'Public' iSheet can be used for lookup, join or iSheet link columns in iSheets on any site. A 'Private' iSheet is only available to be used for lookup, join or iSheet link columns in iSheets on the same site, and is not available for such columns in other sites. 

For System Administrators, 'Private' iSheets are available for use in such columns in iSheets on all sites.

• Field descriptions - This allows you to control the nature in which your column descriptions behave. 'Slide-in' keeps your column descriptions hidden until you click the question mark which then prompts the description to slide in from the right-hand side. 'Inline' means that the descriptions are always visible beneath the column name.

• File metadata template, Folder metadata template and Task metadata template - Use these settings to associate the fields of the iSheet with documents, folders and tasks, respectively, in the iSheet module. 

You may only have a single Metadata iSheet of each type in operation in a site simultaneously.

• Allow all users to see the View link - If this box is unchecked, then standard users (i.e. non-admin) will not see the View dropdown menu in the iSheet grid view.

Do not use this feature to limit which columns a user can see. Use column-level security to securely restict access. 

• Allow sections - This setting allows iSheet columns to be organised into sections to make the input of data easier for users. 

  • If sections are enabled on an iSheet, all columns must be placed in a section.

• Allow lookups - Enabling this setting allows this iSheet to be available to be used for lookup, join or iSheet link columns in other iSheets.

The Access type setting described above determines if this iSheet is available on the same site only or all sites in your instance. 

• Allow choice list values to be saved and reused and Allow score list values to be saved and reused - If these options are selected you may save, or export, choice and score column values for use in another iSheet, or copy the saved values directly from another iSheet. See Store and reuse choice and score values.

• Display in iSheet list - By default, every iSheet will be listed in the iSheets module, and is visible to every user. However, if you have iSheet that will be referenced in another iSheet as a join or lookup, but the referenced iSheet should not be visible on its own, uncheck the box for this setting and the iSheet will no longer be shown in the iSheets module to non-administrative users. Alternatively, you may hide an iSheet via permissions. 

• Display 'Search' as the default view - With this setting enabled, when a user first views this iSheet, they will see the iSheet search form instead of a table-formatted view. No data from the iSheet will be shown immediately. When that search is run, the view that is marked as default will be used for the search results.

If a user does not have access to the default view, then the first listed view that they have access to will be used instead.

• Enable archiving - This allows Administrators to save an iSheet at a certain point in time and then download saved versions as excel files at a later date.

• Enable modified date override - If enabled, users with edit access to iSheet items may adjust the Modified date value. The choices are:

  • Current time (use the current date and time, which is the default way for handling Modified dates) or

  • No changes (keep the existing value of Modified date) or enter any date and time. 

This setting should only be enabled under specific circumstances, such as when data from another system is being brought it and must be backdated.

• Enable record locking - With this feature enabled, records being edited will be locked, preventing other users from editing that record until it has been saved and closed.

• Enable sheet alerter - Enabling the sheet alerter permits Administrators the ability to create and configure email alerts. Users will have the ability to subscribe to receive email notifications whenever there are updates to an iSheet that match the alert configuration. 

• Set character limit to truncate multiple line text - Select this option and enter a value to truncate long entries in multiple line text columns. This helps when viewing and navigating an iSheet.

• Allow comments - Allow users to add comments to iSheet records.

• Set share records limit - An Admin can limit the maximum number of records shared in one action (this does not apply if sharing the entire iSheet). 

• Enable iSheet form sharing - You may send a request for information to contributors by sharing an iSheet form via a link or in an email. This form is based on the iSheet and adds a new record to the iSheet when it is submitted.

• Enable HighQ Forms - HighQ Forms helps legal professionals create user-friendly Forms for their clients with little to no code.

• Set Add/Edit forms to only display columns from the selected View - If enabled, Add/Edit record and shared forms only display and request data for columns defined in the selected View. 

Once you have set your initial configurations, click Save to confirm these settings and create your iSheet. You may revisit these settings once the iSheet is created by clicking the iSheet name in the list to access its Properties page.