eform online Electronic form filler and e-messaging USER GUIDE Version eform online User Guide - v1.0.1 January 31,

Transcription

1 eform online Electronic form filler and e-messaging USER GUIDE Version eform online User Guide - v1.0.1 January 31,

2 Table of contents OVERVIEW... 3 FEATURES... 4 FLEXIBILITY... 4 SECURITY... 4 AUTOMATION... 4 BENEFITS... 5 REGISTER AS A NEW USER... 6 PURCHASE TOKENS... 6 DOWNLOAD TOKENS WIZARD... 6 FIRST TIME USERS... 6 COMPLETE A FORM... 9 STEP 1: SELECT A FORM... 9 STEP 2: ANSWER EACH OF THE FORM QUESTIONS STEP 3: PRINT THE FORM ICONS EXPLANATION eform online User Guide - v1.0.1 January 31,

3 Overview The eform electronic form filler and e-messaging program is a simple to use and highly flexible electronic form program which provides tools and functionality required for forms design, automation and data collection. The eform program is very powerful as it allows a user to fill out forms, save, print and forms; as well as retrieving information from the database, PDF output, pre-filling forms. The eform program can be accessed for free on the website. Once registered on the same website, a user can purchase Tokens for a selected form. (Some forms are free.) Important Notes: (a) Installation - The eform online program does not require any installation. The program can be accessed using a web browser. (b) Required software - Adobe Acrobat (PDF reader) and an account. (c) NVD Tokens - Each Token represents one (1) NVD and enables three (3) copies of the NVD to be printed. Tokens are unique to each species (NVD type) and are not transferrable between species. Similarly, downloaded tokens cannot be transferred between computers. (d) CVD Tokens - Each Token represents one (1) CVD and enables three (3) copies of the CVD to be printed. Tokens can be used for each CVD, BVD and FVD type. Similarly, downloaded tokens cannot be transferred between computers. eform online User Guide - v1.0.1 January 31,

4 Features Flexibility The eform program allows organisations to use one system to create multiple forms. A form questions and layout are created using structured, simple to edit XML files. Once created, a form can be printed, ed and saved in a PDF format. The program supports special characters such as ~!@#$%^&*()_+ `-=\{ }[ ]: ; <>?,./* e.g.: Company Name: Noddy s! & Co. P/L Persons Name: Mr. J. & H. O Brian Security Data from registered users is secure inside the system and can only be used through tokens by the authorized person. Tokens include preset data and form serial numbers which are secure inside the system. The eform program has a three part login system (User ID, User Name and Password) and uses encryption of non-public data (passwords, logon names). Forms are ed automatically to a storage address for record keeping. The eform program has a serial number database control process at a central database allowing rapid searching to trace a specific form. Automation The eform system has an auto update function allowing for new versions of forms to be automatically updated on the user systems. The eform program automatically generates: barcodes serial numbers PDF output of the form filled for and print purposes Once a form is created, the eform program automatically sends data/pdf by for record keep and traceability purposes. eform online User Guide - v1.0.1 January 31,

5 Benefits The eform program can be used online as well as offline. The eform program offers a cheaper alternative than traditional paper-based forms. e.g.: Producers and feedlotters can now use an e-dec which is an electronic version of the NVD with the eform program. Grain producers, horticultural producers, fodder and livestock producers can use commodity vendor declaration forms. (CVDs/BVDs/FVD - stock feed declarations) Field Type text boxes prefilled values tick boxes number adding learning fields dependent fields date fields time fields barcodes serial numbers multiple copies current date current time expiry date page number multiple users required field Description Input field that can be empty or prefilled A text box can contain preset data and prefilled information called from tokens Tick boxes can be two or more choices This function allows to count specific numeric fields together The program remembers some drop down answers in the user s computer for future use In a section, answers following the first question can belong to the first answer. This input field will only accept the date format dd/mm/yyyy When double click in this field, the current date will display This input field will only accept the time format hh:mm:ss When double click in this field, the current time will display Barcodes are automatically generated Serial numbers are automatically generated More than one copy of a form can be created Each copy states what copy type of the form A form can print the current date A form can print the current time A form can print an expiry date from the date it is created A form can print the page number More than one account can be used in the same program Fields can be set as compulsory field to fill in eform online User Guide - v1.0.1 January 31,

6 Register as a new user Refer to applicable instructions to the forms. Purchase tokens Refer to applicable instructions to the forms. Download tokens wizard First time users 1. Open your Desktop and select the internet browser and login to the website to access the eform program. 2. Select form type from Available Forms list that you purchased eform online User Guide - v1.0.1 January 31,

7 3. Select the Download Tokens button to download purchased tokens. Note: The download and install process must be repeated for each species for which tokens have been purchased. 4. In the Download Tokens Wizard page, select the form you wish to download tokens for 5. Select Next button eform online User Guide - v1.0.1 January 31,

8 6. Select Get Token button 7. Click OK 8. Select YES 9. You can now complete the edec NVD form(s) as outlined under the heading Complete a Form on Page 9. eform online User Guide - v1.0.1 January 31,

9 Complete a form An example electronic delivery form was created to demonstrate the filling process as well as features that can be included in a form. Using the eform program comprises 3 simple steps: Step 1: Select a form Do this by clicking on one of the listed forms. A preview of your selected form will be displayed. Then click the Next button to continue. 1. Select the form you require under the Available Forms list eform online User Guide - v1.0.1 January 31,

10 2. The selected form appears as the Form Preview 3. Select Next 4. Select Add New Form 5. Default registration details appear. Complete form as required eform online User Guide - v1.0.1 January 31,

11 6. Specific form help completion can be obtained by selecting the eform Help button 7. Specific form explanatory notes can be obtained by selecting the Notes button 8. Select Next 9. Complete the declaration details and questions as prompted 10. Select Next Hint: If you click the Previous Forms button, a folder will be opened showing folders of each of the forms you have previously completed. The Cancel button will exit the eform you have started to complete. The Cancelled form will then show in the Forms in Progress column where it can be completed later. The eform Help button when clicked will open a Help file for using the eform program when a user is not using a form. eform online User Guide - v1.0.1 January 31,

12 Step 2: Answer each of the form questions You will be prompted to complete a series of questions. Some questions are setup as drop down lists that remember the answer you enter. NOTE: drop down list instructions This field (which shows a grey box with a downward facing black triangle at the end of the field) is a learning list box. You can add information that you often use. Such as names, address, etc. To add a new item to your list click the grey box with a downward facing black triangle and then click the <Manage this Field> option. Type in information, click Add then click OK. Some fields can be linked to a drop down list such as Town, State, Phone number, address. By typing information into these fields after a new item has been added or existing item has been selected the new information is remembered for the next time you select that item from the list. If more than one name has been captured, choose the name you require the next time you want a new form. NOTE: Should a red writing appear you need to put data in that area. Then click Next button eform online User Guide - v1.0.1 January 31,

13 Some questions must be answered before you can go to the next screen. These questions will have a red writing displayed at the bottom of the question section, if you attempt to go to the next screen before completion. Click Next to go to the next screen. 1. Select OK When on the last screen, a pop-up window will ask if you want to complete the form. Click on Cancel if you need to go back on the form to make changes. Click on OK to complete the form. Hint: The eform Help button when clicked, while the form question screens are displayed, will open a Help file for using the eform program for completing the current form. The Notes button when clicked shows the explanatory notes for the current form. Explanatory notes generally explain what each question on the current form mean and how the questions should be answered. eform online User Guide - v1.0.1 January 31,

14 Step 3: Print the form 1. Select Open Original 2. Select Print button (3 copies are printed) 3. Close the print page eform online User Guide - v1.0.1 January 31,

15 You are now ready to print the form. Remember forms may be single page or may be 2 or even 3 page forms. Click on the Open Original button to print the form as an original form. You must have a default printer installed to be able to print forms. Once you have printed the Original form the Open Original button will be greyed out and only duplicate forms can be printed. Click on the Open Duplicate button to print a duplicate of the current form. The form will be marked as a duplicate. Click New Form to go to the form select screen to start again. Hint: The Logout button will exit the eform program, or close the web page by clicking on the close button. eform online User Guide - v1.0.1 January 31,

16 Icons Explanation Launch the Download Tokens Wizard This wizard will guide you through the steps necessary to download new form tokens and register them on your computer. Open the home page for this Form and Purchase additional Tokens The Online Links Wizard helps connect to the Purchase Tokens website. Log In / Log Out of eform Log In/Out of the eform program View previously completed Forms Open the Previous Forms folder Open the Explanatory Notes documentation for the currently selected Form Open Explanatory Notes for a selected Form Launch Tool to send Forms that have been created but not yet sent previously unsent forms to recipients Open help Open help for the eform program and forms when selected Print Form There are two options for printing the form you just completed. Open Original or Open Duplicate. Both buttons will open the completed form in Adobe Reader. Go to File > Print to print the form to your default printer. The Open Original button can only be clicked once. New Form Click New Form to create another form. eform online User Guide - v1.0.1 January 31,