FAQ

A. General information

Functions - Does the form support functions such as calculations?

If the form specification contains technical calculations, these are carried out in the form.

Links - How do I get a permanent link to a form?

To receive a permanent, version-independent link to a form, please send a short e-mail to forms@desy.de. We will be happy to provide you with the required link.

Substitution - How do I set up a substitution?

You can define substitution rules very flexibly in the form management system FORMS.

Please note that the form management system does not recognise your substitutes and therefore cannot check the correctness of the substitution entered.

You can access the substitution menu by clicking on your logged-in name in the top right-hand corner and selecting ‘Manage proxy rules’.

Fig. 1: Managing deputy regulations

You have the choice of adding a general substitution (called 'General Proxy’), i.e. for all processes in the form management system, or a ‘Form Proxy’ if required. In this case, you can select different substitutions for individual forms (see Fig. 2)

Fig. 2: General representation and representation form

You can select the desired persons and the duration of the substitution.

You can also flexibly enter several substitution periods for a single person, e.g. for the next planned holiday or business trip, or specify several people for the substitution (see Fig. 3 and 4). If you enter several people as substitutes, they will receive the substitution tasks at the same time.

Fig. 3: General representation

Fig. 4: Form Representation

The default setting is to be informed about the actions of your representative by e-mail, e.g. about authorisations, accepting/submitting/withdrawing or terminating processes (see Fig. 5 and 6).

Fig. 5: Notification of substitute action

Fig. 6: Example e-mail from a substitution action

B. Technical problems / error messages

Printing - Why can't I print the form?

To print the form please use only the printer symbol in the menu bar of the FMS. Printing via the browser symbol does not produce a usable result.

Printing - Why does it cut off the footer when printing?

When opening the forms with Mozilla Firefox, the form is displayed correctly, but the footer is not printed when printing. You can avoid this problem by printing the form with a PDF reader via 'Save document'. Alternatively you can use Microsoft Edge.

Log off - I interrupted the work on an online form, the continuation of the filling process was no longer possible afterwards. Is there a time limit for completing the form?

Yes, for security reasons the current session (time to fill in a form in the web browser) is limited to 4 hours without activity. If inactivity lasts longer, the form must be reloaded and filled out again.

However, you can save the form at any time (within the 4 hours) with the diskette symbol, and continue working at a later time. In this way, you avoid having to start again from the beginning when the system timeout is reached.

C. Questions about forms

Sending - Why can't I send the form?

Currently, the first forms with stored ad hoc workflows are being tested. These forms can be sent within the system.

For the time being, the other forms are intended exclusively for printing. Gradually, these are to be released for mutual processing. Then a form can be edited by several persons one after the other by sending the form to each other in the system "for editing" before it is printed. You can find more detailed explanations in the instructions for workflows.

Languages - Are the forms available in other languages?

The forms are available in German and English.

D. Queries

Contact person

For questions and comments on the form management system, please contact forms@desy.de. This will provide you with general support on forms from V6 (formerly VQ) and technical support from IT.

Technical user support for the forms is provided by the responsible groups. The group responsible for the process is named in the footer of the form.

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