From a best practice perspective, there are four main actions you need to take to make a copy of a Form to assign to a Process. These are required in order to preserve the original state of the process and form.
We strongly recommend performing this in a test system first to test the efficiency of the desired change.
Identify the form name.
Create a copy of the form.
Create a copy of the process and assign the amended form to it.
Assign the copied process to the menu set.
Identify the form name
The form you see on the website when opening a record is reflected inside the listing when in the process configuration screen, in the left-hand navigation pane.
The form you see on the website when creating a new record is referenced within the User Interface section of the listing as the "Create" form.
To identify the name of the form, follow the below steps:
Within the Admin Tool, click Menus. Double click the menu set where the field needs to show the new name.
In the left hand side, you will see all the processes ordered in the same way as on the website.
Single click the zone where the processes containing the form lives (for example, Career History, Absence History etc.).
Once selected, a number of menu items will become available in the right hand side. Here you can see the processes available in the respective zone on the website.
Double click the process containing the form.
In the left hand side of the Process Properties window, you will see the Lists and Forms available there.
Double click the Form that contains the field. You will see its name in the right hand side of the window. Take a note of this as you will need it later on.
Close all the windows.
Create a copy of the form
Within the Admin tool, click Forms.
Using the note you took earlier, find the form that needs changing and single-click it.
Click Create a copy of the selected form. This will be visible underneath the original form, containing (Copy) at the end.
Double-click the copied form and rename it accordingly (for example, you can add an underscore at the beginning of the name - this will put the copy at the beginning of the list of forms).
Click OK.
Click the red dot for Enabled.
Click OK to commit the changes.
Create a copy of the process and assign the amended form to it
Login to the Admin Tool.
Once logged in, navigate to Processes. Scroll down to find the required process.
Highlight it and click on Create a copy of the selected process on the right-hand side.
Rename the copied process as appropriate so you can easily find it (for example, you can add an underscore at the beginning of the name - this will put the copy at the beginning of the list of Processes).
Click OK to save this.
Click the red dot for Enabled.
Single click the Form tab (i.e. Detail (Form) ).
In the right hand side of the window, click User Interface tab to expand it.
Next to the field under View, click Change.
Select the copied form and click OK.
Click OK to commit the changes.
Assign the copied process to the menu set
Within the Admin Tool, click Menus.
Double click the menu set where the copied form needs to be added to.
From the left hand side of the window, single-click the area where the copied form needs to be added to.
From the right hand side for the window, click Add Item and select Existing Process. Remember the copied form was added to the copied process hence you adding the copied process here.
Use the Filter drop down to return the copied process depending on the Schema this is part of.
Click OK to commit the changes.