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Overview

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As a user of the IT Audit Machine, the My Forms screen is the screen from which most of your work will be managed. From here you will be able to access the forms which need to be filled out with your organization's information to document compliance.

In this section of the User Guide, we’ll look at the various capabilities of the My Forms page and explore how it will help you access the forms you need for your organization.

My Forms View

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When you first access the My Forms page in ITAM, you will be presented with a view of all of the forms which are available to your organization (entity). On the left will be any folders created to organize the available forms. On the right any forms not organized into a folder will be displayed.

Expanding Forms and Folders

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To access a particular form, you will need to expose the action icons for that form. If the form is not in a folder you can click on the form and the action icons associated with that form will be displayed. If the form is contained in a folder, you will first need to click on the folder name to expose the forms which are contained within it and then click on the form with which you would like to interact to expose the icons.

Searching for Forms

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As more forms are added to your entity, it can be easy to lose track of where various forms are kept. Instead of clicking through the various folders searching for a form, you can use the provided search capability to facilitate quickly finding the form you need.

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The search tool includes two options for searching, one for simply searching the titles of the forms and a more in-depth option for searching within the elements of the forms for the terms. It also provides a powerful search and replace capability that allows for quickly updating or replacing data in your forms.

Searching by Form Title

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Searching by Form Title is the simplest method of searching for a particular form. Simply enter the text for which you want to search and click the Go button.

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The tool will return any forms which contain that text as a part of any word in the title of the form.

Forms contained within a folder will be returned within the folder which contains it, essentially reducing the displayed folders to only those that contain matching forms. To display the matching forms within a folder, click on the name of the folder to expand it.

Searching by Form Elements

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Searching by Form Elements is very similar to Searching by Form Name, however, instead of searching the titles of the forms, the tool will search within the forms to find any matches and display the resulting forms. Unlike the Name search, the results will not highlight the search term in the results.

Searching and Replacing Data

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The Search and Replace capability takes the Search Tool to the next level by allowing you to quickly find and replace data within your forms without needing to open each form independently, update the relevant data, and then save and close the form again. Instead, you can select the form that contains the data you want to replace, enter the value to find in the search field, the value to replace it with, and click Go.

Working with Expanded Forms

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Once a form has been expanded by clicking on it, two icons are exposed, View and Entries.

Editing Form Data (View Button)

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The View button for Form data is found above the form and gives you access to the Form itself and the data it contains. It can be used to add or edit the data in the form. See the Form Data Entry section of this guide for detailed information on editing data in a form.

Viewing Entry Information (Entries Button)

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The Entries icon for Form Entries looks like a cube and gives you access to the Entries which have been created for the related form. It can be used to access the list of available entries and from there view the data and statistics on a particular entry. See the Form Entries section of this guide for detailed information on viewing entries.

Control Group Tiles

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Some forms contain fields that have been grouped into Control Groups. When those exist in a form, color-coded tiles will be displayed in a heat map underneath the form when expanded representing each Control Group. The color of the tiles will represent the calculated state of the item based on the maturity, status, and value of the control group.

In addition to being a quick way to review the state of the control groups in a form, each tile also acts as a link to the particular control group it represents in the form.

For more information about Control Groups and the representative tiles see the Data Control Groups section of this guide.

In this section, we explored the My Forms page and its capabilities and the other data you can access from it. In the next section, we’ll look closer at Form Data Entry and how you can enter and edit data on a form.

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