Online Forms with FormWorks

Transcription

1 User Manual Online Forms with FormWorks This document was created to help schools utilize the web-based applications offered by DMAC Solutions. Click on the sections below or scroll to the next page to see step-by-step instructions. As always, please contact us if you have any questions! Contents: (click to view) Settings Templates Forms Reports Click here to watch Online Tutorial Accessible. Reliable. Secure. Supported. DMAC HELP DESK >

2 2 FormWorks Log in to DMAC Solutions at *Teacher passwords are automatically generated based on class roster uploads sent to DMAC. The DMAC District/Campus Administrators can create logins for other user roles. Click on FormWorks Navigating FormWorks The four sections of FormWorks are on the navigation bar located at the top left: > > Templates - create, edit, or delete active templates as well as view published and archived templates > > Forms - submit forms, view completed and received forms > > Reports - run reports based on their completed forms > > Settings - allows the district/campus administrator to select FormWorks authors Settings > > Click Add New to select authors that will be allowed to create templates in FormWorks > > Click to remove an author

3 3 Templates: Creating a New Template > > Click on Templates in the top Navigation Bar. > > Click on add new to create a new template. A pop up box will appear. > > Click on Start with a blank template to create a new form. > > May also choose to copy an existing template or select from a list of common templates. Blank Template > > Enter the name of the form. Click on the type drop down button and choose where your template will be used. The name should automatically populate. To create an approval path, select yes. Select no if an approval path is not desired. To restrict access to the template, click Edit Users by Access. This feature allows assigned users to create new forms and reports using the template. > > If the form will have an approval path, select the final approver s DMAC account role and name. Approval paths are needed for forms that will be automatically sent to another user such as discipline forms, referral forms, etc. (optional). NOTE: notifications will be sent by .

4 4 > > Customize the form by clicking the chosen fields listed to the left and drag to the area on the right. > > Double click within the field to customize the section of the form. > > Preview, Publish or Print - You can preview, publish, or print the form from the template page. Adding Individual Fields: Heading - The heading option allows you to place larger 'title text' on your form. Click the settings icon on the field to open the pop-up box to enter text details. Click save or cancel. Text/Text Box/Text Area Text - Use the text option to include text on the form that doesn't require the user to fill in information (e.g., welcome or instruction text). Text Box and Text Area are fields where the form user can enter short answers or longer comments. > > Label and sub-label type inside blank boxes for label and sub-label. > > Check Required if the box must be completed before the form will be saved as completed. Note: an asterisk * will appear beside the label on the form if it is a required field. > > Click Save or Cancel.

5 5 Check Box/Radio Button/Drop Down box > > Type label and/or sub-label if desired. > > Check required if this is a required field for the form. > > Select the number of columns for choices to be printed on each line. > > Click new to add choice 1, repeat for additional choices or use. > > Remove all the choices that have been selected by clicking the clear button. > > Import choices from a generic list of categories in DMAC by selecting the category and clicking add choices. > > Select the grayed out check beside a choice to allow a green check to appear denoting that it will auto populate to that choice on the form. The user will have to deselect the option if they do not want it to be chosen when using the form. A blank choice can be selected as a default choice. > > Reorder choices by selecting choice and drop and drag to new location. Up and down arrows may also be used to move choice for reordering. > > Click Save or Cancel Number > > Type label and/or sub-label in box. > > Choose required if this is a required field for the form > > Choose from number, currency or percent for Number type > > Type in a Minimum and Maximum Value Range (if applicable) > > Click Save or Cancel

6 6 Date/Time > > Type in Label and/or Sub-label if needed > > Check required if needed > > Select to show either Date or Time > > Click save or cancel Page Break > > Insert a page break where to separate between pages when printing Data Fields Data fields are different from standard fields because they will auto populate with information; Print Fields will auto populate with the teacher name, student name, appraiser name, campus name and current year. Date/Time under Data Fields will auto populate with the current date and time. > > Print and Preview form is available from the template page > > Publish the form when you want the template to become available for others to use

7 7 Existing templates: > > Navigate between active, published, deleted, archived or all templates by clicking on the words in the Template navigation bar. The active tab is the default. > > Click on the header name (i.e., template name, author, approver, type, #, Created On and Published On) to sort the list of active templates. Icons for templates: Publish allows the template to become a form which can be completed by other users. After the template has been published and used, it cannot be edited. Unpublish allows the template to be removed from the form list and continue to be edited as a template. Once a form has been used it cannot be unpublished because it has records against that form. Settings allow the user to assign where the template will be located in DMAC. (ex: RtI) The template author can be changed if the form has an approval path. Approval path will send the form directly to the named approver within DMAC once it has been completed. (ex: discipline form) Copy allows the user to copy and rename an existing template so that it can be edited with new changes. Edit allows the user to add and delete fields within the template. Preview template as a Read Only document. Delete allows the user to delete templates that he/she has created.

8 8 Forms: Completing and submitting a form After entering FormWorks, the New Form page for New, Completed and Received forms will be the default screen. > > New provides the list of forms available to user to fill out > > Search for created forms by typing in the name of form and clicking > > Click on arrow to filter by author names > > Select the author using the dropdown menu and clicking Filter > > Click on the form from the left side and it will appear on the right > > Complete by entering information in each field (*denotes required fields) > > Click Save and/or Print on the right > > Name the saved form > > After saving, users may choose yes to submit the form for reports or the approver s review. No will allow users to continue completing form at a later time.

9 9 > > Completed shows a list of all previously completed forms by user. These forms may be viewed, deleted, or printed by clicking on the form from this section. > > Received allows users to view forms that have been sent to them via the approval path.

10 10 Reports in FormWorks: > > Click on Reports from the navigational bar at the top of the page > > Select the template used for the Report. Sort using author, type or status > > Select the Start Date and End Date for the report > > Select the Reporting Fields > > Click Print to view reports NOTE: Users can also select Export Data in the Options. Select the reporting fields you wish to export to a.csv file to be modified in a program such as Microsoft Excel and click Export on the top right (once you click on Export Data, the Print icon on the top right will change to an export button). > > Print or Save using adobe toolbar