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Document Storage and J1 Web Forms

Document Storage is a centralized file management system within the Desktop environment. Forms uses this system to store PDF copies of form submissions.

  • Users designing forms need access to the appropriate categories and types when setting up the forms. When a form is configured to save to Document Storage, all submissions will be saved there.

  • Users reviewing form submissions that may save individual submissions need access to the appropriate categories and types when reviewing the forms. Individual form submissions can be saved to Document Storage when the form is not configured to save to Document Storage.

Documents are categorized and access to them is Desktop role-based, ensuring users can only view and manage files within their authorized areas.

Note

J1 Web honors Desktop's Document Storage permissions.

To save submissions, the following must be set up in Desktop:

  • Enable access to the different types of files you want to allow users to store at the category level

  • Create the different document types

  • Grant form role the appropriate directory list (dir), view (Viw), and add permissions

The following image shows examples of Document Storage options that might available when creating a form. Options vary according to the logged-in user's Document Storage permissions in Desktop.

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The following image shows Document Storage options available in J1 Web.

2026_2_1_forms_doc_storage.png

How To

Set Up Document Storage for J1 Web Forms

  1. Log in to J1 Desktop as a Document Storage Administrator with permission to add new documents, and access the Desktop, Document Storage Setup window.

  2. From the Document Category tab, select the Document Category you want to use or create a new one.

  3. Select the Active checkbox and click Save.

  4. Click the Make File Extensions Available for Category link. The Make File Extensions Available for Document Storage System window appears.

  5. Select the PDF checkbox.

    Note

    Forms submissions are stored as PDFs in Document Storage and PDFs must be configured.

  6. For the PDF file type, enter the highest allowable file size in the Maximum File Size column.

  7. Click the Save button and close the Make File Extensions Available for Document Storage System window.

  8. Access the Document Type Definition tab on the Document Storage Setup window.

  9. Right-click and select Add Row. New row fields are enabled.

  10. Enter a Name and Description. Make this a recognizable name as it will appear as an option when users work in J1 Web.

  11. Repeat Steps 9 and 10 for as many document types as needed. For example, you might create separate Athletic Interest and Contact Consent document types.

  12. Select the Active and Display in DropDown checkboxes. These selections ensure the options are available in J1 Web.

  13. Click Save and close the Document Storage Setup window.

  14. Access the Document Security window.

  15. From the Permission On options, select Document Type.

  16. From the Permission On: Document Type tab, select the document type you created earlier.

  17. From the Permission For options, select J1 Web Role. The Permissions For: J1 Web Role tab appear.

  18. For the Forms role, select the Dir, Viw, and Add checkboxes.

  19. Click Save. The document types will be available for users to select in J1 Web when working with forms.

Additional Resources