Overview

As an Examiner in the IT Audit Machine, I find the My Forms screen to be 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 that entities have entered.

In this section of the User Guide, we’ll examine the various capabilities of the My Forms page and explore how it can 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 the forms available to the organizations you oversee. On the left, any folders created to organize the available forms will be displayed. On the right, any forms not organized into a folder will be displayed.

Expanding Forms and Folders

To access a particular form, you must expose the action icons. If the form is not in a folder, you simply need to click on it, 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 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: one for simply searching the forms' titles and a more in-depth option for searching within the forms' elements 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 finding a particular form. Simply enter the text you want to search and click the Go button.

The tool will return any forms that contain that text as a part of any word in the form's title.

Searching by Form Elements

Searching by Form Elements is very similar to Searching by Form Name; however, instead of searching the forms' titles, 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 expands to show the matching elements within the form.

The matching Field Titles will be displayed, and the matching term will be highlighted. Clicking on one of the displayed field titles will bring you to the page where the field resides. Clicking on the red circle now displays a minus sign, which will collapse the result area and 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 opening each form independently, updating the relevant data, and then saving and closing 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, please enter the value to find in the search field, the value to replace it with, and click Go. You will be notified that the change cannot be undone.

Once you confirm that you would like to make the change, the data will be replaced, and the affected forms will be displayed on the right of the display.

Viewing Form Entries

Once a form has been expanded by clicking on it, an icon that looks like a cube will be displayed, and you will be given access to the entries created for the related form. It can be used to access the list of available entries and view the data and statistics on a particular entry from there. See the Form Entries section of this guide for detailed information on viewing entries.

Some forms contain fields that have been grouped into Control Groups. When those exist in a form, color-coded tiles will be displayed in a heat map underneath the form. When expanded, they will represent each Control Group. The tiles' color will represent the item's calculated state based on the item's maturity value.

In addition to being a quick way to review the state of the control groups in a form, each tile also links to the particular control group it represents in the form.

For more information about Control Groups and the representative tiles, see this guide's Form Control Groups section.