This video will show you everything you'll ever need to know to create incredibly powerful Form Sets to take advantage of one of Doxserá's most powerful features.

Transcript:

Form sets are groups of forms that you can use all at once. I've got here in my C drive under the TFT forms I've got a bunch of forms here. This is where I store my forms and in particular under the corporate folder here I've got these four corporate forms annual vote bylaws certificates and minutes and I've been using for them for a while they all work fine independent of each other but I decide you know what whenever I use one of these forms I'm generally wanting to use the other three as well. It'd be nice if I could deal with them all simultaneously.

So that's where a form set comes in. I will get that of out of our way and go into Docsara.

And the start button in Docsara has two functions. If there is a form open that has a questionnaire and I click the start button it works just like it does in the form tool. It advances my cursor to the first question in the questionnaire and I'm ready to type my response.

But if I don't have a form open that has a questionnaire in it, if I just have a blank document or a document that's not a form or no document at all like I've got here then when I click the Start button, Docsara takes me to this Form Sets screen. This is where Form Sets are both created and used.

So I've got this is the first screen you would see, the very first try and time you opened this Form Sets screen. It'll never look like this again because once I start creating some form sets it'll look a little different. But this very first time I come in here it tells me this category is empty.

Right now I've only got one category here called sets. This category is empty. Either choose a different category or click the green plus button to create a form set in this category. Follow the blue arrow above. So here's this blue arrow that's guiding me to the button that I need to click to create my very first form set. So I click that and the name of my new form set is gonna be corporate forms.

Okay. That takes me into the set building screen and again because this is the very first time I've been here it looks a little different than it's gonna look in the future. But the very first time I get here I get a blue message that says click the green plus button to add at least one location where forms are stored. And it's talking about this green plus button right here. So I click that.

And my first job with my very first form set is to tell Docsara where I keep my forms.

You might keep your forms all over the place. You might have half a dozen different folders, some of them on your hard drive, some of them on your server, where you keep forms. That's fine. You can add several locations instead of just one.

In my case though, I keep all my forms in one place. It's on my C drive in a folder named TFT forms. So, I've selected that and I click click Okay and I give a name to the location. I'm just gonna call it TFT forms.

That's fine with me.

And now I've got a location in my list of locations forms, it is able to give me this whole little tree structure where I can choose one folder or another. And I can see all of the forms I've got in each of those locations.

And I'm going to be using those forms to build my form sets.

The first form set I want is a set of corporate forms. They're located here in this corporate folder and here's the four forms that I showed you a moment ago when I was in Windows Explorer and I want all four of those forms to be in this form set. So I'm clicking all to select all of them and the blue arrow to move them over into my form set. I can build a form set from several different locations in several different folders. If I had some more corporate forms over here in another folder I just go grab them, you know, choose one of them, bring that one into my form set as well. So my form set can be composed of lots of disparate forms from all sorts of places all over my computer and all over my network. I'm gonna remove that one there because I don't really want it.

And I can rearrange the order of the form sets here. I can alphabetize them. I can check my form set with this little check mark button. That'll go through the forms and make sure that all the questionnaires in them are compatible. There I don't have the same label applied to different answer types.

I can delete forms here, up and down. Okay. That's all the buttons there. So I've created a form set, Has four forms in it. And I'll click Save to save that form set.

And now my form set screen looks the way it will in the future. It's no longer giving me that little introductory message or the blue arrow. I've I've now got a functioning set of forms. I've only got one set so far.

I can create as many sets as I like. This is my corporate form set. I would click plus if I wanted to add another form set right now. And I can categorize my form sets here in the same way that you categorize master lists or other information in the form tool and Docsorrah.

But for now I'm just sticking with one category. I've got one form set. And now that I've created that form set I'm gonna show you how to use that form set. I would come along now as a form user again clicking the start button without having a form open takes me to the form set screen.

I select any one of the form sets that have been created. Right now, I only have a single form set to choose from. And then I select which ones of these forms I want to use right now.

And I'm gonna just select all four of them. I use all four forms. Actually before I do that though, I'm gonna shrink down my word screen so that you can see more clearly what happens.

Back to the form set.

Select all four of those forms. And I click the Go button.

And Docsara right now, you might see it flash a bit. It just did it. It opened up each one of those four forms very quickly.

And it looked at the questionnaire in each one of those forms. And it built a single compiled questionnaire here that includes let me make this a little bigger.

There we go. That includes all of the questions in all four of those forms and there's some overlap. Every one of those forms asked me for the name of the company.

But docs are in this compiled questionnaire is only asking me that question once.

Maybe one of the forms asked for the state of formation.

So that question is included. Maybe two of the forms bit that this grid answer down at the bottom here only showed up as a two column grid in one of the forms and as some I forget what it is in another one. But it's built a whole new column onto this create grid in order for it to present all the questions in a in a comprehensive way. So as the form user here now having selected my four forms that I want to use, It's my job to fill in this compiled questionnaire which includes all questions necessary to answer all four forms. I'm gonna cheat right now and load in some questions that I saved previously so that I don't have to waste your time showing that.

So here I've answered all of the questions that are necessary, filled in the grid here with four shareholders names.

And then just like if we're just as if it were any old ordinary form, I click the fill button and instead of creating a single finished document, it gives me this interface and I have a couple of choices to make.

The top section I choose either petrify or don't petrify.

If I choose don't petrify that means there's gonna be a questionnaire an intact questionnaire, at the bottom of every one of the four finished documents when I finish. That's handy if I expect that I will need to fine tune these individual documents and make further changes to them independently from each other.

Petrify means I will end up with four completely finished documents with no questionnaires attached, no field codes, just as if I had gone through and clicked the petrify button separately on each one of those four documents.

That's usually the way you will work when you're using form sets because you're doing things in bulk and you want to end up with just finished product. You're you're you've finished fine tuning and you're creating the whole batch all at once. It also has the advantage of running a little faster. If you petrify at the same time, it's able to process a little faster that way.

Then the second choice to make is whether you want to leave the finished documents open and unnamed or whether you want to automatically name and save the finished documents. I'm going to show you both ways. The first time I run it here, I'm going to choose to leave the finished documents open and I'll click Okay And one, two, three, four.

It has just created four finished documents from that one compiled questionnaire.

Here's my minutes which have the four shareholders along with their states of residence listed there.

Close that.

Here's a certificate of ownership has been generated for each one of the four shareholders that includes the shareholders name and the company president's name. So it's pulling in the same information but it's arranging it differently in this finished document.

Let's close that one.

Here is some bylaws. Again same information it's just arranged differently in this document.

Close that one and the fourth one is my annual meeting which lists my officers up here and my shareholders down here.

Four documents from one questionnaire.

Then let me show you I'm gonna generate that same set of documents again, but this time I'm gonna tell it to save the documents as they're created. Let's create a landing spot for them. I'm gonna make a new folder right here on my desktop and I'll call it Acme.

It's empty right now.

Nothing in it. I'm gonna leave that open.

That's a window into my Acme folder.

This is my questionnaire, Making it smaller so that we'll be able to see everything that's happening all at once.

So this time, I've already filled in the questionnaire. I'm going to click the fill button and this time I'm going to choose automatically name and save finished documents.

Where do I want to save the finished documents? I choose a folder here. I can browse to it. I'm going to go to my desktop where I have a folder named Acme.

Choose that.

Next choice here is file name structure. How do I want to name these files as they're created? And there's three parts to the file name structure beginning, middle, and end. At the beginning of the file name, I can put either a date or a name of form or a sequential number or just some text. In this case, I'm going to put in some text at the front of the file name and the text is going to be acme hyphen.

In the middle of the file name, I'm gonna choose to put in the name of the form. That's the form that was used to create the document and at the end of the file name I'm gonna put in today's date.

Okay? And this blue text down here shows me an example of what I selected. That's what my ending file name is gonna look like.

And there's a little checkbox here it says when finished open destination destination folder to view files. I'm going to leave that turned off because I've already got my folder open over here so I don't need it and I'll click Okay and watch how fast this goes one, two, three, four and you see here one, two, three, four, all four of those finished documents have been created, saved in the correct location, and named following the rules that I specified for finished documents.

So that's soup to nuts on form sets.