OnBase Guide - Unity Form - Sharing a for Public Use

Transcription

1 OnBase Guide - Unity Form - Sharing a for Public Use Goal: Share a Unity Form such that department, campus and internet users can access and fill out the form Complexity Level: Departmental Administrative Users, Advanced Functional End Users 4/11/2017

2 Table of Contents Background... 3 In the OnBase Unity Client... 3 In the OnBase Configuration Client... 7 Testing... 9 Unity Form Integrations: Pre-filling keywords from the PeopleSoft portal Adding an Auto-fill to your Unity Form... 20

3 Background Unity forms can be accessed and utilized from within the OnBase Unity client, but they can also be shared such that users outside of OnBase can fill them out as well. Below are the steps to setup that external use case. In the OnBase Unity Client 1. Log into the Unity client with an account that has the Functional - E- Forms/Unity Forms group permission tied to it so that you can access the Unity Forms Designer If you do not see the Unity Forms Designer menu option, please contact one of the OnBase Certified Department Administrators to grant that access. Click File, go to the Administration menu option, and then select Unity Forms Designer. 2. Create the Unity form on the appropriate doctype. NOTE: this guide does not cover creating Unity Forms. Please refer to the Unity Client MRG and various OnBase Unity Form Training videos. Unity Forms: Introduction (34 mins)

4 3. Once the form is competed, tested and ready for public use, click on the Share Form button. 4. A new dialog will appear with a number of fields to complete.

5 5. Server Field: PRD: dm-unityform.prod.cu.edu/unityforms STG: dm-stgunityform.qa.cu.edu/unityforms TST: dm-tstunityform.qa.cu.edu/unityforms DEV: dm-devunityform.dev.cu.edu/unityforms 6. DataSource field: does not need to be filled out as the Web server will handle this element. 7. Click on the Use Fixed Credentials box and type in these credentials: User name: S_UNITYFORMS Password: ABCRT12394HHTS This account will have only the most basic privileges in OnBase and will on exist in a special group called UnityForms Group - X X that will have the permissions and doctypes tied to it. If you chose to use other credentials for your Unity Forms please make sure that the use has access to the doctype that the unity form lives on. 8. Target URL: 9. Embed: is not necessary in most cases

6 10. This is what the filled out Share Form should look like: 11. At the bottom of the form is a small Copy button (indicated by the arrow above) where you can save off the URL for this form. Please keep these URLs in a place you can keep track of, as they are not stored in OnBase in any way.

7 In the OnBase Configuration Client If you are using the above credentials, please make sure that the doctype you wish to share is applied to the UnityForms Group - X - X group. 1. Log into the OnBase Configuration Client. 2. Select Users -> User Groups/Rights 3. Find the UnityForms Group - X X group and select Document Types

8 4. Add the appropriate doctype to the group

9 Testing You will want to test this Unity Form to make sure it can be processed correctly. NOTE: Only the Production Unity Forms URI can be accessed off campus. All of the Unity Forms URIs can be accessed on campus.

10 Unity Form Integrations: Pre-filling keywords from the PeopleSoft portal Once you have created the Unity Form, you can now create the Integrations for the form that will allow the keywords to be filled in by the PeopleSoft portal or any other Identity management system that can authenticate users and process JavaScript code. Please keep in mind that you will need to create the integration BEFORE you create the share URL, as the integration will add additional fields that need to be populated on the Share URL screen. Additionally, at this time, you will only be able to pull in the following fields for prepopulation: a. Employee ID or Student ID To automatically pull name and DOB data, you will want to add an auto-fill to the form. We strongly recommend using the following naming convention on the form fields so that the portal teams will have consistent coding to implement. You can change the form field names without modifying anything else of the form. EmployeeID_pre StudentID_pre You will also need to mark those fields as read-only. Please keep in mind that each portal link will have to be hand crafted/coded by the portal team so it is important to get this correct up front. Additionally, you will need to build the integration in all environments (DEV, TST, STG, and PRD) for the portal team.

11 1. Create the Unity form on the doctype. 2. Click the Integrations button in the Sharing section on the ribbon. 3. In the new window that appears, click the plus button.

12 4. Click the pencil icon next to the new Untitled Integration. This will allow you to rename it as needed.

13 5. Search for the Unity Form Template you want to apply the integration to by using the box on the right. Select the Unity Form template you want, and add it by clicking the indicated down arrow.

14 6. Next to your Integrated Template, click the Configure Fields button.

15 7. Select the fields you wish to pre-populate in the left-hand column, and add them by clicking the indicated right arrow. 8. Click OK on the Form Fields dialog, then Click Save. 9. Open the Integrations window again as you did to start the process.

16 10. Click the Copy Token button to copy the token. Paste the token in another place, as you will need to give it to the portal team. 11. Click Save. 12. Click the Share Form button.

17 A share form dialog will appear and include a new Integration field.

18 13. Fill out the form as described before but now also check the Use Integration box and select the integration you just built from the drop-down menu.

19 14. Provide the information below to your campus portal team by ing You can use the following example as a template. Requesting Campus Requesting Office Form Name in Portal & Description Share URL (DEV, TST, STG, PRD) Token (DEV, TST, STG, PRD) Form Fields Portal Type Location in the Portal Intended Audience (Students or Staff) CUBLD UCB Bursar Change of Record Adjustment Request/Detail account adjustments to a student bill due to retroactive enrollment change. DEV o TST o STG o PRD o I3hyIzByKCXP3IrfCntCuQwfvdXr%2fulBf2yyzrpbVlKbRVKHBJHNrbe%2fi abusekmsdwvn03tirtcnq%2fz0lgkwh5ilpdhj8uzldjvbguceulqeooq w0i9vxxhjbskzhklrwgjnx4jihkyu30puok10tuobnoxytnsijbadfaebnv M3VvWM4RfNKV6JpF47K2vXLeHH5BYrLdUPT9vhY5RpXoCdhOAIyCSd 7itPWfgQ8%2fhXSLEclGegw%3d%3d mr30cykwwrztd1mp94caraqu4ds7ihrauhilxumoyvrqissbtzodu77dh zmade3iuxsivskxqkklzmfgsfner6en62of2ylokwpoynws6hecl8ulh7 ye9nd6lciioa%2brzhcesxrnck8saeo7atpif%2bqgylbq6gkhrx5g8v GyXVuZKhkRGhEZYuCTkC%2fkID%2bXE5dLaxaaxCfg%2bshyqGbca4K VCmLIyWpIXiFyK2yjLjXIk8bD2oRwcmw%3d%3d 2b7HCXxjJid2QvmXT8I7kIUEWly3wpCbgXM27jHd7bx05yKxmy1W30PXp 1vi%2f6DsVD54REylY0ikm8tdpHxAYp%2bd3nqpoERgssitrqZJGGR1L2f9 TDsPmzdlCAU78eF%2fWzEGSrc6HrWxQZfQ4tm6t9DIM39ohJsxkSxJjws LFbJI%2bl%2fX8UhUmffJ5yYBAQY2U3j0qao1exzTiAz1xqVPKQdew1UL 8aCd6lWfMd88DApvfewSaXEjnQ%3d%3d zxu%2bodrfyyexfbm4cys8mneficlshnjfihfp6bmgp4yujfzk1fb3k73g nb9rtiyewa1wqocidv1ip9nscabc0dkb0zp%2byk%2bjjf2bqfjje4bt muneuwgvg10ixaczp6elegausognddl4%2bpmmnxhrmb6lirqcjaoz YBb3rxGbmtFP%2f2jv1tveMVfLmbTME7kvX9l0hpzIxtL7Dubpz15Rs1IIfS4 0M6xGbLoExuk4lALxKgGQ5tfQ%3d%3d DEV o pfgd]q*ejycwsez8qtgszc{sf+237huxbm?jz7zjzbujs TST o pfgd]q*ejycwsez8qtgszc{sf+237huxbm?jz7zjzbujs STG o pfgd]q*ejycwsez8qtgszc{sf+237huxbm?jz7zjzbujs PRD o pfgd]q*ejycwsez8qtgszc{sf+237huxbm?jz7zjzbujs StudentID_pre mycuinfo Student Tab Students

20 Adding an Auto-fill to your Unity Form Adding an auto-fill to your form is fairly simple. First, select the triggering field (either Student ID or Employee ID). Under the Field section in the field s properties, click the Edit button next to the Autofill box.

21 Select the appropriate Autofill from the dropdown menu. Leave the Create Autofill record on create box unchecked. Click Finish.