Skip to main content

Admin Tasks

 Adding a Team Member to be an Admin

Add the team members digital email address to the correct list in the config, raise a PR etc.

  • MOJ_FORMS_DEVS - members of the tech team.
  • MOJ_FORMS_ADMIN - members of the wider team who need admin access
  • MOJ_FORMS_TEAM - members of the whole team who do not need Admin access

 Transferring ownership of a form

  1. Go to the environment where the form lives - the URL should indicate whether it’s in the live or test environment
  2. Admin > Services - search bar doesn’t work but list is in alphabetical order
  3. Select form > form details
  4. Search Metadata - we’re changing the created by value
  5. Search for “created_by” value which uses user ID
  6. Open another tab to find the user ID
  7. If the user has a @digital.justice and @justice account, check which account to use
  8. Copy and check last few digits for reference
  9. Admin > Services > Metadata > Select edit button
  10. Replace the ‘created_by’ user id with the one that you have just copied and hit save
  11. Notification in #form-builder-alert slack channel
  12. Add details via comment for slack so the team knows it was a planned change

Tip: might be helpful to copy full metadata into a googledoc temporarily so you can revert back to original meta data if needed.

 Unpublishing a form

  1. Check where the uptime check exists, Admin > Uptime Checks if it’s Form Builder form it’s likely to not be in the Admin dashboard and may be managed by Cloud Platform.
    • If it’s an older form a dev will need to be involved to create a pull request to Cloud Platform to remove the check.
    • If it’s visible in the Publish services then select the delete button
  2. Add a comment in the #form-builder-alerts channel to the Pingdom alert so the wider team are aware of the changes you’re making.
  3. Admin > Services > Select Form in alphabetical order
  4. Select Unpublish button for both live and test environments if applicable
  5. Copy Service ID - top right-hand corner
  6. Admin > Publish Services search with Service ID to check status of form has changed to unpublished
  7. Update #form-builder-alerts channel for notification and add comment on the changes made

 Renaming a form

This is quite involved and a Tech task - raise a support request ticket on the backlog.

Forms that are ONLY published in test

  1. Unpublish form from test
  2. Change the service_name in the metadata
  3. Republish the form (with the new URL)

Forms that are published in Production

  1. Warn the user that this will change the URL
  2. Duplicate the form with the new service name (see below)
  3. Copy over settings and publish
  4. Unpublish and remove old form

Note: There is a backlog ticket to separate the slug from the service name.

 Duplicating a form

  1. Create a new form with the new name you want
  2. In the metadata find and copy service_id and service_name and save somewhere
  3. Open the original form and copy all the latest metadata
  4. Back to the new form, replace the metadata with the original metadata DO NOT SAVE yet
  5. Replace the service_id with the new service_id
  6. Replace the service_name with the new service_name
  7. Save the metadata
  8. Check to make sure everything works

 Setting a form locale to welsh (cy)

This assumes there is already an existing form, either newly created or duplicated.

  1. Find the form in the editor admin and edit it
  2. Replace in its metadata "locale": "en" with "locale": "cy", no need to save yet
  3. Search and replace in the metadata all instances of (optional) with (dewisol)
  4. Save the metadata and return to the editor to check the form shows welsh copy
  5. From this point onwards the form owner will need to translate all questions, hints, etc.
  6. Form owner will also need to translate any editable templates like emails or footer pages
  7. Once all is done form needs to be republished

 Setting API endpoint and url

  1. In the Admin section, find the form in Services List
  2. Edit the form to display his version and metadata
  3. Click on the button API settings
  4. Set SERVICE_OUTPUT_JSON_ENDPOINT and SERVICE_OUTPUT_JSON_KEY for test or live environment
  5. Save
This page was last reviewed on 5 July 2023. It needs to be reviewed again on 5 October 2023 .
This page was set to be reviewed before 5 October 2023. This might mean the content is out of date.