PDF Share Forms with Forms Central extended features

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1 PDF SHARE FORMS Online, Offline, OnDemand PDF forms and SharePoint are better together PDF Share Forms with Forms Central extended features Product: PDF Share Forms Enterprise for SharePoint 2010

2 Contents About this guide... 3 Intended audience... 3 Forms Central... 3 Form Templates... 4 Submission History... 4 PDF Form Templates Designer... 4 Form Central Permissions... 4 Templates Administration... 5 Form Categories... 5 Transactions Monitoring... 5 Template Deployment... 6 Template... 6 Template Configurations in Forms Central... 9 Default buttons... 9 General tab... 9 Attachments User Flow Summary Enable comments Confirmation Page PDF Receipt If form is locked Prevent additional comments Form icons Persistence Workflow Audience Versions Transactions Runtime

3 About this guide This guide describes how to use PDF Share Forms Enterprise for SharePoint 2010 with Forms Central functionality, including how to deploy template to Forms Central, configure templates, manage PDF forms in SharePoint and work with Forms Central etc. Intended audience This guide is intended for PDF Share Forms Enterprise administrators, power users, designers and developers. Forms Central To open Forms Central settings navigate to Site Actions Forms Central Administrator view Contributor view 3

4 Form Templates This page stores all active forms that was deployed to Forms Central. User can start to fill-in any form from the list Submission History This page contains all forms that were submitted by using Forms Central. In addition, user can download receipt of the form if this functionality was configured (form contains ReceiptPlaceholder and PDF Receipt is activated in template s User Flow configurations) PDF Receipt is activated and can be downloaded PDF Receipt is disabled PDF Form Templates Designer Redirect user to PDF Forms Template library. There users can create new static (Acro) or dynamic (XFA) templates or upload existing templates. Form Central Permissions Display security groups to configure form submission permissions. Need to use if template is configured to be submitted by relative path. Then form will be available in the Form Templates page for users only if those users belong to specified group ( Group Name column). NOTE: if this group does not exist in the Share Point Site permissions page it should be created exactly with the provided in Group Name column name. 4

5 Templates Administration Manage PDF form templates deployed to Forms Central. This page can be viewed and changed only by user with proper permissions Template s configurations can be opened through this page. Form Categories User can manage PDF form categories to filter forms. Add button adds new item to the list and user need to specify the name of a new category. This page can be viewed and changed only by user with proper permissions Transactions Monitoring Contains full information about form submissions. If template was configured to store receipt, then it can be downloaded from this page. This page can be viewed and changed only by user with proper permissions 5

6 Template Deployment Template Template contains text fields, dropdown field, image field, text layout and receipt placeholder. Receipt placeholder will be populated with preconfigured message, receipt number and date/time of submission when receipt is downloaded. NOTE: ReceiptPlaceholder will work only if PDF Receipt is enabled in User Flow configurations. Step 1. Choose PDF Form Tools Home Deploy Deploy To Forms Central Repository Click Next. 6

7 Step 1.1 Add Template Name and Template Code Click Next. Step 1.2 Template validation checks template for errors Click Next. 7

8 Step 1.3 User will get message about successful uploading to Forms Central and URL to template s configurations in Forms Central 8

9 Template Configurations in Forms Central Form Central provides more functionality for form submission and storing, like: additional commentaries, attachments, response pages, persistence control etc. Default buttons Save button saves changes done in Forms Central settings. Deploy deploy all configurations to update content ty. Preview Form allows previewing PDF form in a browser. Exit redirect user to Forms Central Templates Administration. General tab By default, after clicking on URL, which is provided after deployment, or opening template from Templates Administration user is redirected to template s General tab. Form code (ID): SampleForm is template code that was specified in PDF Share Forms designer during deployment process. It is unique identifier of the template in Central Repository. Current Version: 1 version of the template in Form Central. Changes after every save. 9

10 Last deployed version: 0 the last version of deployment, done through Forms Central. Name name of the PDF form in a Form Templates and Templates Administration pages. Description a place where user can add additional information about a PDF form. This information will appear beside a name of the PDF form in the Form Templates and Templates Administration pages, also in the summary tab of the form. Category categories are used to filtrate forms according to their necessity. Categories can be created at Form Categories. Submission expiry date specify the end of the time period when new submissions are allowed. After this date, no new forms can be submitted. Leave blank to allow new submission at any date. Production Status to follow the status of template. Is shown in Versions tab. Active user can submit new forms only if template is active. In addition, form will not be shown to user in the Form Templates and in the libraries content type list. Save completed forms specifies where form will be submitted. Relative path user need to type in the name of a library from current site collection, where form will be deployed; Absolute path user can choose site collection and library where form will be deployed. When user choose one of the options, Persistence tab s view changes. User flow features enable summary and confirmation pages in form submission. Summary page is shown when form is opened; confirmation page is shown after form submission. These pages can be configured in the User flow tab. 10

11 Attachments Configure attachment Submit Method provides possibility to choose how attachment will be connected to a form: as separate document in the same folder or as a part of the submitted form; Allowed Attachment Types - by default, template has no attachments allowed. To grant this functionality, user need to click Add button New item will be created. User need to specify Document Type attachment will be stored with this name; Required if checked, then this attachment will be necessary; File Type format of the attachment file; Maximum Size size of the attachment file in MB; Maximum Count specifies how much files can be added as this particular attachment. User can allow adding multiple attachments, by clicking Add button multiple times. 11

12 User Flow User flow is used to configure summary and confirmation pages. If Use Summary Page and Use Confirmation Page checkboxes were checked, in general tab, then Show Summary Page and Show Confirmation Page checkboxes will be checked in User flow tab. If user will uncheck Show Summary Page and Show Confirmation Page in User flow tab then Use Summary Page and Use Confirmation Page also will be unchecked in General tab. Summary If user configure template to show summary page then it will be the first page that will be shown when user opens/creates form. Summary page can be edited in the following section Enable comments Add Comments tab to the form submission. Comments are optional and can be left empty. Each user who opens the form can add comments. 12

13 Confirmation Page Add confirmation page after form submission. It can be designed in the following section PDF Receipt In addition, confirmation page will contain offer to download receipt, if PDF Receipt was enabled in template configurations. Otherwise, if confirmation page is not configured to be shown, receipt can be downloaded in Submission history page. 13

14 If form is locked Form can be locked by using Lock form action in designer (Developer Server rules Form Submit). User can configure locking mechanism in Form Central template configuration. There is two types of locking mechanism: Make it read only all fields are made read-only, but they still exist in a form and can be unlocked if necessary; Flatten form fields are flattened and become document content which is no longer interactive. Prevent additional comments If template is configured to lock form after submission (see previous step), then user can prevent adding new comments to the form s Comments tab. Form icons Appearance of the form s icon in the Form Templates page. In addition, user can upload image for the icon and choose size of the icons 14

15 Persistence If user choose to save completed form in specific SharePoint site and document library (absolute path) in general tab then user will be able to choose a site and a library where form will be submitted If user choose to save completed form in current SharePoint site (relative path) in general tab then user will be able to choose a submission library only from the current site collection 15

16 Workflow Workflow Options User can select the workflow to start either immediately after form is submitted or after submission period is ended (on submission expiration date) Form Processing Stage User can setup form stages to visually show how form transitions between states in business workflow. User can use stages like New, In Progress, Completed or any other that will be meaningful in scenario. User can use workflow action Change form stage to set form into specific stage. Form always starts in the first stage. Audience When form is configured to save completed form in current SharePoint site (relative path), then users from different site collections will be able to submit forms only if they are members of the specified group. 16

17 Versions In this tab user can control all saved versions. Production Status can be changed in general tab. In addition, user can restore previous versions. Transactions Here user can see all forms, which were submitted and open them. Runtime Step 1. Create new form. Since template is configured to show summary page, that will be the first page to show. It contains form s name and description 17

18 Step 2. Navigate to Form tab and fill in all required fields and click save Step 3. After clicking on Save button in the form, user will be redirected to the Attachments tab (attachments were configured). Click Browse and add attachment with description (description is optional) After that user can navigate to Comments tab (optional). 18

19 Step 4. Comments tab Multiline text can be added as a commentary. Step 5. Click on Submit Form button Step 6. Confirmation Page contains message that was configured in templates User Flow configurations User can view submitted form by clicking on a View submitted form or click on a Done and be redirected to the submission library 19

20 Step 6.1 (optional) If template contains ReceiptPlaceholder and PDF Receipt was enabled, then user will be able to download receipt by clicking on Download receipt. Downloaded receipt will contain all information from the form (all fields will be flattened) and ReceiptPlaceholder will contain text, that was configured in the User Flow configurations, also it will contain receipt number and date when form was submitted Step 7. Navigate to the submission library, there will be created folder, which stores submitted form and all attachments Step 7.1 Open folder 20

21 Step 7.2 Open form. Summary page will be shown Step 7.3 Navigate to the Form tab All information is shown. 21

22 Step 7.4 Navigate to the Attachments tab. It contains full information about attachment and allow to open attachments by clicking on the name of the attachment Step 7.5 Navigate to Comments tab to review commentaries (if form contains additional commentaries, then it will be shown on the Comments tab s button) User can add additional commentaries and submit form again by clicking on Submit Form. 22