eforms Pro Administration, Curriculum & IT Conference 2017 Training Day 1/20
Table of Contents Introduction... 2 Prerequisites... 3 Security (required)... 3 Creating eforms... 3 Creating an eform relating to Students... 5 Creating an eform relating to Staff... 9 Creating an eform relating to the Outside Public... 10 Creating an eform relating to Caregivers... 14 Creating an eform relating to the Enrolment Public... 17 Creating an eform with an Image... 19 Introduction eforms are a powerful tool within PCSchool Student Management Software enabling forms to be dynamically designed incorporating workflow technology to be distributed via email or exposed in the Web Portals. The eforms Maintenance control is used for collecting and maintaining information gathered by questionnaires to assist in keeping data up to date. The questionnaires are called eforms. eforms can be used to collect information for Staff, Caregivers, Students and even members of the outside public including potential new families. Data can be collected and save directly into the database which saves time and keeps information up to date. Some examples of how eforms are currently being used in schools: Absence Reporting Leave Application Camp Excursion Forms Timesheets Event Entry Online Enrolment Maintenance Requests Caregivers with children absent can complete an electronic absence note. This is acknowledged by the attendance officer. Staff members apply for leave. The eform is processed through a head of department as well as a bursar for final approval. Staff can complete an eform as part of a camp planning process. An eform can also be used as part of the caregiver consent process. Casual staff members complete a timesheet for pay processing. Members of the public can enroll in a schools organised event, such as a fun run, with entry fees collected as part of the eform completion process. Caregivers can apply online, entering the requested student and family information, including the upload of a birth certificate and previous school reports. On acceptance, this information is automatically save to create the new student record. Staff can complete a maintenance task request for future action by the relevant staff member. 2/20
Prerequisites Security (required) For users to be able to create and use the eform Maintenance tool in Spider they must first have the necessary user security rights. Security object eform Admin [310] must be allocated to users who create the eforms. eform Search [311] 311 allows you to see eforms you have submitted or are a controller of. eform SearchAll [312] allows access to search all eforms: Creating eforms To create a training eform please log into http://host.pcschool.net/spider eforms Management in the PCSchool Spider Web Application can be accessed two ways. 1. 2. Menu option Select Setup and Utilities from Filter menu by. Click on Other Modules menu. Select eforms Management from the menu. Favourites option eforms control may have been added to staff favourites by the administrator. OR it can be added by the user upon opening the eforms Management control for the first time and selecting the option to [Add to Portal Homepage] 3/20
The layout of the eform Management is as follows. eform pertains to: Display eform in Spider Quicklinks for: Search/Select eforms: Select who the eform will relate to: General [G], Student [S], Caregiver [F], Staff [T], Outside Public [P], Enrolment Public [E]. The eform can be shown on the portal of either Caregivers, Students or Staff. Shows existing eforms. Create eform: Select to create an eform. Import eforms: eforms can be imported and a small selection of eforms are available on help page at Available eforms to Import The eform pertains to: is required if you are planning to save or show information in the eform to the PCSchool databases. Only select an option if you are planning to save data back or show information in an eform, otherwise leave it as GENERAL. We will be creating eforms that relate to the following: Student [S] Caregiver [F] Staff [T] Outside Public [P] Enrolment Public [E] 4/20
Creating an eform relating to Students In this eform students can select a teacher to send them information ie assessments. Create an eform and select to pertains to a Student: Select Add Object Group: Choose Controller Subject Teacher Confirm the Group: The Dynamic Controller has been added. When using Dynamic controllers, you need to know the recipient; otherwise the person would be displayed multiple times. The following table describes how the selection is currently designed. Dynamic Controller Role (Preselect Type) Subject Coordinator Subject Teacher Student Caregiver Staff General Teacher name shows Filtered on current subjects Filtered on current subjects Teacher name shows Filtered on current subjects of selected student Filtered on current subjects of selected student Teacher name shows Shows ALL primary subject co-ordinators Shows ALL subject teachers for current period Teacher name shows Shows ALL primary subject co-ordinators 5/20
Start building the eform. Select New Question Then add a new group: Once the Group is added Select or Add Group and the new group will appear in the dropdown box: Ask the Question. In this eform the Students Name will show when the student opens the eform. Select the table and field where the answer will relate to the database: 6/20
Select the database field name: Also select to show existing data. In this eform the Students Name will show when the student opens the eform. The data will not need to be saved in this example Next then select the type of Answer from the list below: Please ensure that the Maximum number of characters allowed in the answer is sufficient to allow the student s given name. 7/20
Save the question and continue to build the eform with the following questions: Student Questions: Surname Assessment Name Assessment Date Comments Attachment Assessment Is the Assessment for submission or feedback Teacher Questions: Comment Does the assessment require more work? Date Submitted: Move the question around: 8/20
Save the eform and set the workflows: This is a basic workflow only requires to go back to the Student and to the Caregiver. Creating an eform relating to Staff eforms can be created easily by importing an eform. The PCSchool Help website has a small collection of eforms which can be imported using the following method. Click on the following link to download an eform to import. For this example please use the Staff Database Update: http://help.pcschool.net/help/available-eforms-upload/?category_id=35 To Import an eform click on to the Choose File shown in the picture below Open downloaded eform and open the file. Once the eform has imported a success message will show along the bottom of the eform 9/20
Select Search/Select eform to open the imported eform. This eform pertains to Staff and also included is the Staff in the Add Object Groups The questions in this eform uses information from the Staff database and if the information is updated it can be updated directly saved into the database: Go through the questions and select what information you would like saved into the Database and if the information needs to be approved before saving into the data base. Creating an eform relating to the Outside Public The eform example can be added to the School s Website for non members of the School community. This eform will also have and example of the how the Shopping cart can be used. Select eform to pertain to the Outside Public and Create a new eform. Once the eform is saved the following information must be active: GUESTINFO (GROUP) - Full Name and; GUESTINFO (GROUP) - Email Address 10/20
The questions in orange are compulsory as this form pertains to an external user. They must provide both their name and email address for the eform to save. The email address is used to send the return link if the user wishes to Temporarily Save their eform. These questions can be edited. Add the Shopping Cart Confirm to add the Object Group: 11/20
Edit the Question to edit the Group: Change the Group Caption which will change the heading in the eform and select the Payment Account (Income Account or SubAccount) the funds will be transferred into then save. Add the question that will appear on the eform above the item dropdown. Then the Possible Answer that will displayed. Please note: that the total amount for the item, must be in curly brackets{}. 12/20
Add the quantity of tickets that the customer can purchase: To preview the eform select the Preview or Get Link. If using the Get Link icon this will allow you to test the eform as viewed by the public user. This will also allow you to view how the payment screen is viewed. 13/20
Test the eform: Select to pay now option and this will take the purchaser through to the payment screen. At this stage, the eform has no decision makers. Please note: if there is no decision question the Add Workflow & Template button does not show: Creating an eform relating to Caregivers In this eform the parent will be sent the eform as an excursion consent: Build the eform to show the following questions: 1. I give persmission for my child to attend the Swimming Sports. 2. Emergency Contact for the excursion: 3. Emergency Contact phone number. 4. My child is in Year? 5. My child will participate in the following 50 meter events at the Primary Swimming Sports 14/20
6. My child will participate in the following 25 meter events at the Primary Swimming Sports. 7. I will assist as a parent helper: 8. I wish to advise that I will be picking up my child/ren from the pool at the end of the day. Add a shopping cart for the Caregiver to make a payment for the bus: The item will be One way fare $15, Return fare $25 and Student does not need transport $0 The decision question will be for the School Office: 15/20
This eform will be sent to the School Office for approval to calculate the numbers for the Swimming sports. Then information will then be sent to the Head of Sport to coordinate the swimming races and also the parent helpers. Then to the finance department for costs. The eform should look like the example when created: The imformation can also be gathered be collected from the eform Search Search the eform by name and all the responses will show. These responses then can be exported in an excel spreadsheet. 16/20
Creating an eform relating to the Enrolment Public This eform is for an Enrolment process which can be emailed to a potential family or this eform can be added to the School s website. The New Enrolment is selected to the Add Object Group and this adds the questions to the eform. Save the eform and edit the eform questions: The question shows how the Database Link is connected and how it is saved into the database. 17/20
There are three options the question has to save the information into the database: Do not Save to the database: Save directly: Save only if approved: For this example the information can only be saved into the database if the eform is approved by the Registrar: This is how it is shown in the eform Edit the question and select the controller for the decision question. Set the Workflow and templates: There is only one decision maker in the question so if the information supplied is approved by the Registrar then the Originator of the eform will receive and email and the same if it is not approved. A different message can show in the four eform templates: 18/20
You can add the a content of how the email will read depending on the decision: In this example the message has been added to say that the eform has been approved: This shows how the templates is shown in the email received by the Originator if the decision was approved; Please note: If the workflows are changed on the eform it is very important to re-edit the templates to reflect the changes made to the eform. eform Templates can be changed Creating an eform with an Image In this example, the eform will show the how an image can be added to the eform which allows the Originator to mark a spot on the image where the student was injured. Create the eform: 19/20
Add the question: Select the Possible Answer: Select the file path: Please note: that only an image type can be added here ie jpeg, png,tif files Save the question and preview the image: The image will be mark with a red mark on the image and this will save as the eform is sent through the work flow: 20/20