Common Scenarios

These examples show how Spreadsheet Forms are commonly used in OSPROV.

Creating a Claim Form with Totals

Best for: Travel claims, expense claims, purchase claims, and reimbursement forms.

1. Create a Spreadsheet Form
2. Build the claim layout with columns such as item, quantity, rate, amount, and remarks
3. Bind only the cells that should become named submission fields, such as claim_date, department, and total_amount
4. Use formulas for calculated amount and total cells
5. Set amount fields to Number or Currency (RM) display format
6. Submit a test workflow
7. Export the XLSX to confirm formulas and formatting behave as expected

tip

Keep formula cells unbound unless the calculated value must appear as named submission data in reports or workflow outputs.

Creating a Controlled Choice Field

Best for: Department, category, status, location, priority, or yes/no selections.

1. Select the cell that should contain the user's choice
2. Set Type to Dropdown
3. Enter the allowed options, one option per line
4. Click Apply
5. Test the filler view to confirm the dropdown appears on that cell only

Dropdown options must match exactly during submission. If users need flexible input, use Text instead.

Revising a Published Spreadsheet Form

Use a new version when the form is already published and needs layout or binding changes.

1. Open the existing form from the Forms list
2. Create a new version if the form is already published
3. Make the required spreadsheet layout or binding changes
4. Review all named cells, especially if rows or columns were inserted or deleted
5. Save and publish the new version after testing

Existing submissions keep their original submitted spreadsheet snapshots. New submissions use the published version active at the time of submission.

Reviewing a Spreadsheet Submission

Best for: Approvers who need to inspect the submitted layout, formulas, totals, or supporting values.

1. Open the workflow action or submission record
2. Click Full view or Open Full View
3. Review the submitted cells and any calculated values
4. Use the workflow action buttons, such as Approve, Reject, or Revert, when available
5. Export as XLSX if an offline spreadsheet copy is needed

Choosing the Right Form Type

Need	Recommended Form Type
Tabular layout, totals, and spreadsheet-style review	Spreadsheet Form
Existing PDF document that must keep its page layout	PDF Form
File uploads, signatures, repeating grids, or complex conditions	Standard OSPROV Form
Mobile/PWA submission	Standard OSPROV Form or PDF Form
API submission	Standard OSPROV Form