My Forms - Examiner
- Christopher Rushing (Unlicensed)
Contents
Overview
As an Examiner in the IT Audit Machine, the My Forms screen is one of the key ways to access many of the features you will need to accomplish your tasks. From this view, you can search for forms and access the data which has been entered by entities.
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
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 the organizations you oversee. On the left will be any folders that have been created to organize the available forms. On the right, any forms which are not organized into a folder will be displayed.
If you cannot find a form you are expecting, it may not have been associated with your organization or entity. Contact your administrator or the Continuum GRC Service Desk for assistance.
Expanding Forms and Folders
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 simply need to 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
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.
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 which allows for quickly updating or replacing data in your forms.
Searching by Form Title
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.
The tool will return any forms which contain that text as a part of any word in the title of the form.
The search text will be highlighted in the titles of each form returned.
Searching by Form Elements
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.
Once the search has returned the results, it will show the forms in which elements were found that match the search criteria. The forms will have a new icon on the right side of the form.
Clicking on the red circle with a plus sign will expand to show the elements within the form which matched.
The matching Field Titles will be displayed and the matching term highlighted. Clicking on one of the displayed field titles will bring you to the page where the field in question resides. Clicking on the red circle now displaying a minus sign will collapse the result area and just display the matching form again.
Searching and Replacing Data
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 use the Replace option to find and replace the data in all forms.
First, you must select the Entity whose data you want to search which contains the data you want to replace.
Once you have selected the Entity, enter the value to find in the search field, the value to replace it with, and click Go. You will be prompted with a warning notifying you that the change cannot be undone.
In many cases, you can do another search and replace to change the data again if you made an error in replacing the data.
Once you confirm that you would like to make the change, the data will be replaced and the forms which were affected will be displayed on the right of the display.
Viewing Form Entries
Once a form has been expanded by clicking on it, an icon will be displayed that looks like a cube and gives you access to the Entries that 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
Some forms contain fields that have been grouped together 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 value of the item.
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 Form 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 take a look at Control Groups and what effect they have on form data.
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