Uploading a Form. 1. Login Screen. 2. Filled Forms Page

Transcription

1 Uploading a Form 1. Login Screen You will be provided a link to this login screen by an administrator at either Victoria Forms or your organisation. To begin the process of uploading a form you must first follow the link to the login page, and then enter your username and password. 2. Filled Forms Page Upon entering your username and password, you will be presented with the Filled Forms page. The Filled Forms page displays information about the forms that have been submitted by users and allows you to access the data from any submitted form.

2 When uploading a form the only element of the Filled Forms page you will need to access is the navigation bar, which contains links to the Configure Forms and Blank Forms pages: To upload a new form, click on the Configure Forms link. 3. Configure Forms page This page allows you to view all forms hosted on your EFS system and configure how they are accessed by the public. This page also allows you to initially upload a form. To upload a new form, scroll to the bottom of the page. Here you will find the Archived (non-active) Forms Library, as well as links to upload and setup forms. To upload a new form, click on the link marked Setup Upload Blank Form to Library, marked with an arrow above. You will then be taken to the upload page.

3 4. Upload Page The upload page is very simple it allows you to upload new forms in the.wdfp format. To upload a new form click browse, locate the.wdfp file on your computer, and then click Upload File. If the upload is successful you will be presented with a page detailing the uploaded elements, it should look similar to the page below: You can then click on the back link to go back to the configuration page. You have now uploaded your form.

4 Configuring an uploaded form 1. Locate the form in the configuration page Once the form has been uploaded you can go about the process of configuration. Start by finding the form on the configuration page. New forms will be added to the Miscellaneous category by default. (Should you have any trouble finding a form you can use your browser s find function by pressing Ctrl + F and typing in the title of your form) Below we can see the form we uploaded in the configuration page, indicated by an arrow: 2. Open the form s individual configuration page To begin the process of configuring a form you must click on the form you want to configure, which will bring you to the form s individual configuration page. Important note - The configuration page for individual forms acts just like any other Victoria Forms form, therefore when you have made changes you need to ensure that you click the Submit Form button on the navigation panel in order for those changes to be applied. (See page seven onwards for in-depth advice about how to use the individual form configuration page and the features that can be enabled through it.) Initially we only need to enable the form to be viewable as a WDF this allows us to preview the form as the public would see it. To do this, check the first two checkboxes on the individual form configuration page and then submit the form using the Submit Form button on the navigation panel, as shown below: 1 2

5 Viewing an uploaded form 1. Blank Forms page Once a form has been configured to be viewable, close the individual configuration page (a popup will ask if you are sure you want to close the page). Then use the navigation bar (at the top of the Configure Forms page) to open the Blank Forms page. The Blank Forms page displays all viewable forms held on your EFS system, and allows you to open them. In order to view a newly uploaded form, simply click on the form on the blank forms page. The form will be in the same category as it was in the Configure Forms page which is Miscellaneous by default. Below we can see the form that we uploaded in the Blank Forms page: Clicking on a form will allow you to view it in a separate window.

6 2. Generating URL code In order to create a URL so the public will be able to access the form from your council s website, navigate to the Configure Forms page, scroll to the bottom of the page, and click on the link marked: Links Generate code for inserting links direct to forms on a public website Clicking this link brings you to a page containing links to all of your viewable forms. To find the link to your form use your browser s find function by pressing Ctrl + F and typing in the title of your form. Below we see the links for the form we uploaded earlier: The first link will open the form in the current window, the second link will open the form as a separate pop-up window. You can edit the text marked XXXXXX YOUR LINK TEXT GOES HERE XXXXXX, to whatever you want the link to say. Then the link can be copied and ed to whoever manages your website in order to make the form accessible by the public through your website. You have now uploaded, configured a form as viewable, and created a working link for your form.

7 Using the individual form configuration page Victoria Forms staff will help you through the process of configuring a form and will provide you with the relevant information that needs to be added to the form configuration page for each new form you upload. Although the form configuration page contains a lot of options, the majority of the time you will only be changing or entering information into a few of the fields. The below provides an overview of all of the features that can be enabled and customised on the form configuration page. Reminder the form configuration page acts just like any other Victoria Forms form. For changes to be saved you MUST press the Submit Form button in the navigation panel and wait for the confirmation message.

8 Page 1: The first page that we see is properties when in blank form library page: In order to make the form viewable to registered users and to the public you must check the Publish Form: as WDF boxes for both Private blank form library and Public blank form library. The as UFX option is no longer in use, and should not be checked. If you wanted a form to be available for smart-phones and in basic HTML (which provides an accessible version), you can also check these boxes. To make it easier to find the form in the live forms library of the configuration page you can enter a category in the Category field. For example, a form that is in the Council Tax Discounts Category and that is viewable as standard, basic, and to smartphones would be configured per the screenshot on the following page: Properties when form is decommissioned Ticking the Decommission this form checkbox, removes the form from public view. A link can be entered on the in the Redirect blank and unsubmitted forms to new form field so that any links to the decommission form will be redirected.

9 Page 2: Clicking the next page button on the navigation panel to the left of the page brings us to the Viewer / Filler properties page. Here you can configure how you want the form to look and act for users. Viewer / Filler Features Enable Esigning allows users to sign the form using an esignature pad or tablet. (Note, the type of signing you should enable is dictated by how the form has been designed. If in any doubt please ask a member of Victoria Forms Staff). Enable Checkbox Signing NO LONGER IN USE. All our forms are now automatically configured to include this option as standard, so this option is not required when configuring your form. Enable PDF conversion option allows users to create a PDF of their form. Enable Help Frame Option allows users access custom help messages for each individual page of the form, if you (the Council) have provided these custom help messages for each page of the form. Most Councils are satisfied with the standard help page provided by Victoria Forms and will not require this option. Enable Form Summary allows users to view a summary of the information they have entered on their form, if this feature is included with the form.

10 Saving Forms Enable File Attachments allows users to upload attachments to the form. This is usually enabled to allow users to submit proof documents, such as Doctors certificates or bank statements. Enable comments allows users to place comments around the form as they fill it in. This is not a widely used feature for public forms as the comment data is not submitted into back office systems. Enable Forwarding / Saving On Server by unregistered users allows users to save a partially completed version of the form on your server. Users are given a code when they save the form, to retrieve the form they can then input the code using the open form button. Enable Local Save allows users to save partially completed versions of the form on their computer. Disable Save on Server (Registered Users) - stops registered users from saving forms. Note registered users are users who have a username and password to log onto your EFS system. These are usually members of the council or Victoria Forms staff. Viewer / Filler Styling Form interface style this changes how the navigation panel is displayed and can allow a custom banner and interface to be accessible above the form. The most common settings are either blank, or Webpage Brushed Aluminium New. Victoria Forms staff will inform you of how to set this for your website. Note the three boxes correspond to the headings Unregistered Users (Public Website), All Registered Users (Logged in Users), and Expert Users Only. Normally all boxes should be set to the same option. The example on the left shows how a form with a custom viewer provided by Victoria Forms displays when set to Webpage Brushed Aluminium New. The example on the right shows how it is displayed when set to blank: Special Effects this allows you to enable form pages to Slide Horizontally. Customer Help Pages Link to viewer / filler help (WDF) allows you to change the link to the custom help page that is displayed when users press the help button. Link to viewer / filler help (UFX) as above, but for old version of the forms. Enable high quality-print (WDF only) Not used. Enable top controls on opening moves the navigation panel to the top of the page by default. Start page for expert users defines which page the form opens when accessed by an expert user either an administrator council member or Victoria Forms staff. Replace X with a tick character (wdf and pdf only) changes the character from an X to a tick on checkbox fields.

11 Page 3: Clicking the next page button on the navigation panel to the left of the page brings us to the Form branding and attachments configuration page. Here you can configure attachments, adapt the first page, and alter the form branding: Form Branding HTML to show as opening page HTML can be entered in this field to display a custom page as the front page. When left blank the form front page is shown as default. An example of a custom HTML front page is shown below:

12 Default form library branding file used for this form (where required) displays the default branding file specified for the form. Use alternative library branding file for this form (where available) allows you to select a different branding file where needed, for example Welsh Revenues & Benefits Branding (1.0). Note the branding file specifies: i) The Council Name ii) Data Protection information iii) Postal Address and / or council office address iv) The information on the front page of the form, as shown below:

13 Attachments Configuration Note File attachments must be enabled on page 2 of the configuration page in order to access these options. Document Grouping there are three options here: no grouping, user defined, or custom groups. No grouping leaves attachment groups off. User defined allows users to add their attachments into groups after they upload them. Custom groups allows you to define groups into which users can add their attachments, see the example screenshots below: Whitelist of Filetypes, Max Size allows you to specify which filetypes are allowed to be uploaded, along with the maximum size for each filetype in KB. Information should be entered in the format shown below, which allows PDFs with the maximum size of 1000KB, DOCs with the maximum size of 500KB, and GIFs with the maximum size of 200KB:

14 Files to AutoConvert to PDF (requires Victoria Forms File Conversion Add-on) - allows you to specify what filetypes you would like to be converted to PDF when submitted. This allows Word Documents to be converted to PDFs. Page 4 Page four allows us to configure the contact us form, and what the user sees when the form is submitted: Contact Us Form Enable Contact us Form this allows users to access a contact us form through a button on the navigation panel of the form. Address(s) to send comment / queries to here you can specify which addresses receive the comments that are entered in the contact us form. Custom text for comment / query form this allows you to add a custom message at the top of the contact us form in HTML. Custom message for response this specifies the message sent to the user when they submit a query.

15 Example of a configured contact us section: With the contact us section configured as above the contact us page appears as below: The query is then sent on to monty.dawson@victoriaforms.co.uk

16 On submission - Message Custom message after submission to server (html) this specifies the message that will be displayed to users in a pop up when they submit the form. This must be written in html. An example is shown below: This outputs to the user as below: Submission message box WIDTH (pixels) and HEIGHT (pixels) these two boxes allow you to specify how big you want the submission pop up to appear. This is only used when you have a very long message to display to the user On submission s If the user enters an address on the form the server will send an to this address when the form is submitted. Here you can configure what you want that to say, and also set up an notification to be sent to a council member when a user submits a form. Receipt Subject this allows you to specify the text that appears in subject of the sent to the user. Receipt Body (Text) this allows you to specify the text that appears in body of the sent to the user. Send PDF copy of the form as attachment if checked, a PDF will be attached to the that is sent to the user. Note you must have the document conversion module installed for this to work. Notifications allows you to specify the address(es) of council members that you want to receive an notification of a new form submitted.

17 Here is a working example of the configuration panel: If configured as above the user recieves the shown below, sent to the address entered on the form: An notification is also sent to monty.dawson@victoriaforms.co.uk, as shown below: Form Workflow Open data in new form (filename) allows you to specify a different form that user data can be transferred to upon submission. Note this feature is not widely used. Category to put form into on first submission specifies the category a newly submitted form is placed in. The only options are new and preliminary. Note this feature is not widely used.

18 Advanced form customisation Data to prepopulate form UFX only - this only applies to old version of forms and should not be used. Data to prepulate form WDF only this allows you to enter data onto user fields. This is most often used to allow certain features of forms to be enabled or disabled. You should consult Victoria Forms staff for instructions on how to add data to certain fields as you will need to know field IDs. Should you know the relevant field IDs, you can enter data in the following format: <field_00000>any TEXT OR DATA YOU NEED TO ADD</field_00000> For checkbox fields you need to enter -1 for them to be checked. A working example is seen below: The above configuration inputs the information onto the form by default, as shown below:

19 Page 5: Text version customisation This section is not used. The basic text version of the form will respond in the same way as the normal form, with some standard messages added to guide the user through using the basic form. Browser failure + alternatives These options are not used as Victoria Forms forms will work with all browsers. Offline Forms Creation This option is not used. If Offline Forms creation is needed please contact a member of Victoria Forms staff. Form export These options allow you to configure what happens to the data on the form when it is submitted. You must consult with Victoria Forms staff before configuring these options, but the screenshot below shows a typical setup for a form that is exported as a PDF file and ed to a Council member of staff.

20 Page 6: The options on this page should not be configured before first consulting with a member of Victoria Forms IT team. Custom Code APIs These options allow you to configure what happens to the data on the form when it is submitted. These options should be configured by a member of your councils IT team in collaboration with Victoria Forms staff. Custom Processing This allows for form data to be integrated into your councils database system. These options should be configured by a member of your councils IT team in collaboration with Victoria Forms staff.