Forms Builder Module v4.11.1 Create, administer, and complete electronic forms in the Passageways portal.
Contents Section 1. Overview... 1 Section 2. Module Properties... 1 Section 3. The Form Building Process... 1 Section 4. Managing Form Libraries... 2 A. Creating a Form Library... 2 B. Adding a new Sub Folder to a Library... 3 C. Adding a new Form to a Library... 3 D. Editing a Form Library s Name and Description... 3 E. Deleting a Form Library... 4 Section 5. The Form Libraries Island... 5 A. Form Libraries Properties... 6 B. Creating a New Form... 8 C. Editing a Form... 19 D. Form Properties... 20 E. Activating Forms... 23 F. Deactivating Forms... 23 G. Deleting a Form... 23 H. Entering Data into a Form... 24 I. Copying a Form... 24 J. Distributing Forms to Users... 25 K. Creating a Folder... 25 Section 6. My Forms Island... 26 A. Needing Completion... 26 B. Needing Approval... 27 C. Submitted Forms... 27 D. Distribution... 28 E. Individual Results... 29 F. Aggregate Results... 30 G. Viewing Aggregate Results... 30 Section 7. Activity Report... 31
Watch for Alert Icons: Helpful tips and hints Additional important information
Section 1. Overview Forms Builder allows users to generate, edit, and utilize custom created electronic forms. Forms Builder allows administrators to choose which users have access to particular form to enter data, to view data, and to approve entered data. Section 2. Module Properties The Portal Admin has the ability to change e-forms Builder s three different properties. Property Name Description Example ConnectionString Connection string used to connect and retrieve information from the e-forms Builder database Server=(local);UID=userid; PWD=password;database= FormBuilder; ImagesPaths The directory which contains the images to upload. This is a comma separated list of physical paths c:\inetpub\wwwroot\passageways\ modules\formbuilder\ FormImages\ UploadedFormsPath The directory where uploaded forms are stored. Paths must have a \ at the end c:\inetpub\wwwroot\passageways\ modules\formbuilder\ uploadedforms\ MaxImageSize The maximum file size (measured in kilobytes) of an image allowed for uploading in the e-forms Builder Designer 200 Section 3. The Form Building Process The process of creating an e-form for users to utilize is a four step procedure. 1. The Portal Admin creates a Form Library to contain created forms or grants users access to the Forms Builder Module Administrator permission so that they may create form Libraries 2. The Form Library Creator/Administrator creates any needed sub-folders and sets the Creator, Publisher and End-User permissions. 3. Form Library Creator/Administrator or Users set as a Creator in step #2 create and edit forms. 4. Form Library Administrators grant users the End User permission, who can utilize activated forms. 1 Forms Builder v4.11.1
Section 4. Managing Form Libraries A Form Library is used as a central grouping of different forms. Think of it as an electronic filing cabinet that holds a number of various folders and forms. A. Creating a Form Library 1. Click Module Tools 2. Click Form Builder 3. Click Manage Form Libraries 4. Click New Form Library 5. Type the Form Library s Name 6. Type the Form Library s Description (optional) 7. Click OK Important Note: The User that creates a Form Library will automatically be assigned as the Library Owner and will have full administrative rights on that library allowing them to modify permissions, and create/edit/delete forms and folders in the library. If a Library Owner is ever deleted from the portal any Portal Administrator can reassign any other portal user as the owner and thus giving that user full permissions over the library Forms Builder v4.11.1 2
Right-Click In order to easily access the options for a Form Library, Folder, or Form simply right click on the item in question. The screenshot here shows this dropdown as it appears for a Form Library. B. Adding a new Sub Folder to a Library Adding or removing Sub Folder can be done at any time after the library has been created. 1. Click Module Tools 2. Click Form Builder 3. Click Manage Form Libraries 4. Right Click the Library you wish to add a Sub Folder too 5. Choose Add Folder 6. Enter Folder Name and optionally add a Folder Description 7. Click OK C. Adding a new Form to a Library The edit option allows you to change the name and description of a pre-existing Form Library. 1. Click Module Administration 2. Click Form Builder 3. Click Manage Form Libraries 4. Right Click on the Library/Folder you wish to add a Form too 5. Click the Add Form 6. Follow the form Creation instructions found on Page 9 D. Editing a Form Library s Name and Description The edit option allows you to change the name and description of a pre-existing Form Library. 1. Click Module Administration 2. Click Form Builder 3. Click Manage Form Libraries 4. Right Click on the Library you wish to edit 5. Click the Properties option 6. Edit the Library s name and/or Description 7. Click OK to confirm changes 3 Forms Builder v4.11.1
E. Deleting a Form Library When a Form Library is no longer needed, it can be deleted by the Portal Admin or the Creator of the Library. 1. Click Module Administration 2. Click Form Builder 3. Click Manage Form Libraries 4. Right-Click on the library you wish do delete 5. Click the Delete option 6. Click OK on the pop-up window Be careful when deleting Libraries. Deleting a Form Library deletes all the folders and forms contained in that Library. There is no undo, so Forms Builder v4.11.1 4
Section 5. The Form Libraries Island The Form Libraries Island is the central location to build, edit, and administer forms. Each Library can be expanded by double-clicking on the Library name or by clicking the + sign to the left of the Library/Folder name. Many of these same options are available by going to the Actions of the island. Please note: you will need Workgroup Manager or Assistant Manager permissions in addition to permission to the form library you are attempting to access/edit. Right-Click In order to easily access the options for a Form Library, Folder, or Form simply right click on the item in question. The screenshot here shows this dropdown as it appears for a Form Library. 5 Forms Builder v4.11.1
A. Form Libraries Properties Each Form Library has four different Properties tabs to set options; General, Creators, Publishers, and End Users. Simply Right click on the Form Library you wish to edit and select Properties. i. General Properties The General Properties tab allows the Form Library Administrator to change the name of the Form Library, its Description, its owner, and add tags. All other Users can view the Form Library s name, description, when it was created, and who created it. ii. Creators The Creators tab allows the Form Library Administrator to grant the Creator permission to Workgroups, Roles, and End Users. Creators have the ability to build, delete, and edit new Forms. Additionally they can create and delete sub-folders within the Form Library. Forms Builder v4.11.1 6
iii. Publishers The Publishers tab allows the Form Library Administrator to grant the Publisher permission to Workgroups, Roles, and Users. Publishers have permission to activate forms for use in the library. A form cannot be completed by end users until it has been activated. iv. End Users The End Users tab allows the Form Library Administrator to grant the End User permission Workgroups, Roles, and Users. End Users have permission to open and fill out activated forms in the library. For details about permissions, see Appendix 1 in the back of the manual 7 Forms Builder v4.11.1
B. Creating a New eform 1. Click Actions or right click on the form Library or folder 2. Click Create a New Form; or Add Form 3. Choose the name of the Library where you would like the form to be placed; 4. Type a Name; 5. Type a Description (optional); 6. Choose eform as Form Type; 7. Choose a Form Layout; 8. Choose Form Approval; 9. Click Next; 10. Drag and drop the desired Form tools to the workspace to create your Form; 11. Click OK i. Using the eform Designer Form Designer is the tool used to create eforms. Form Designer is comprised of three different areas: the Toolbox, the Workspace, and the Properties bar. A form creator will click on a desired tool in the toolbox, drag it to the workspace, customize the tool with the properties bar options, and then click Apply Changes. If the properties of a tool needs to be changed, click on its move button to bring up it s properties and reorder the fields on the workspace. Forms Builder v4.11.1 8
ii. Form Designer Toolbox The Form Designer Toolbox contains 15 different tools to allow form creators to build e-forms. Each tool has its own different set of customization options in the properties menu. a. Label The Label tool is used by the form creator to display text. Form Users cannot add or edit the information entered into this field. Property Name Property Function Label Used by form creators to differentiate multiple uses of the tool. Text will not be seen by form users. Name Text that will be displayed in the forms database.. Read-Only Blocks form users from making any edits.. Required Default Value Font Size Usually used to make sure users complete a form field before they are able to submit the form.. The main option that form creators will edit. Text that is entered will be displayed to form users. Optional sizes for the Default Value text to display. Font Color Alignment Font Optional colors for the Default Value text to display. Options to allow the Default Value text to be displayed Left aligned, Right aligned, or Centered across the width of the form. Options to display the Default Value text in different font types. Width Option to change the width of the Default Value text boundary to half (50%) of the width of the form. If changed to 50% Default Value text will word rap at the mid point of the form. Use the Label tool not only to create page headers, but as fields to help describe to form users on the proper way to fill in form information. 9 Forms Builder v4.11.1
b. HR The HR tool is used by the form creator to display a horizontal line in the e-form. This can be used to divide sections of a form or just to add style to the page. Property Name Label Property Function Used by form creators to differentiate multiple uses of the tool. Text will not be seen by form users. Name Text that will be displayed in the forms database. Read-Only Blocks form users from making any edits. Required Usually used to make sure users complete a form field before they are able to submit the form.. Default Value Usually used to set an example of what can be displayed.. Width Option to change the width of the Horizontal Rule boundary to half (50%) of the width of the form. If changed to 50%, the Horizontal Rule will only appear at the first half of the form or 50% of the page width. Color Optional colors for the Horizontal Rule. Thickness A number 1-20. The higher the number, the thicker the Horizontal Rule line. Forms Builder v4.11.1 10
c. Check Box The Check Box tool is used by the form creator to create a list of choices and allow users to select or check as many as needed. Property Name Label Name Read-Only Required Default Value Text Align Repeat Direction Repeat Columns Items Property Function Text that will be displayed on the form in front of list of check box options. Text that will be displayed in the form s database. This is used in the results view of the form to designate choices selected. Blocks form users from making any edits. When marked Yes, users will not be able to submit this form without choosing at least one option from the Items list. A list of values from that Items list can be typed here to make these options checked. Values are separated by pressing the Enter key. Left will place text on the left of the check box. Right will place text on the right of the check box Vertical will list all of the Items in a top down format. Horizontal will list all of the Items in a left to right format. Enter a numeric value to create columns of check list Items. Enter values to list different checkable options users to select. Values are separated by pressing the Enter key. Label: Training Requests Default Value: Help Desk Text Align: Right Repeat Direction: Horizontal Items: Forms Help Desk Products and Services Label: Training Requests Default Value: Help Desk Text Align: Left Repeat Direction: Vertical Items: Forms Repeat Columns: 2 Help Desk Products and Services 11 Forms Builder v4.11.1
d. Date Picker The Date Picker tool is used to allow users to select a specific date. Users can click on the calendar button to get a quick calendar to select the desired date. Property Name Label Name Property Function Text that will be displayed on the form in front of the Date Picker field. Text that will be displayed in the form s database. This is used in the results view of the form to designate information users have entered. Read-Only Blocks form users from making any edits.. Required Default Value Format When marked Yes, users will not be able to submit this form without choosing a date for the field. A value that will appear in the field as a default. Sets how the date information will be displayed. There are four different options. Short Date: 2/14/2010 Long Date: Sunday, February 14, 2010 Month Day: February 14 Year Month: February, 2010 e. Date/Time Picker The Date/Time Picker tool is used to allow users to select a specific date. Users can click on the calendar button and the time button to select a desired date and time. Property Name Label Name Property Function Text that will be displayed on the form in front of the Date/Time Picker field. Text that will be displayed in the form s database. This is used in the results view of the form to designate information users have entered. Read-Only Blocks form users from making any edits.. Required Default Value When marked Yes, users will not be able to submit this form without choosing a date and time for the field. A value that will appear in the field as a default. Format Sets how the date information will be displayed. There are three different options. Short Date and Time: 2/14/2010 1:00 PM Long Date: Sunday, February 14, 2010 1:00 PM Month Day: February 14 1:00 PM Forms Builder v4.11.1 12
f. Drop Down List The Drop Down List tool allows form creators to make a list of items that allow users to only select one item in the list. Property Name Label Name Property Function Text that will be displayed on the form in front of the Drop Down List field. Text that will be displayed in the form s database. This is used in the results view of the form to designate choices selected. Read-Only Blocks form users from making any edits.. Required Default Value When marked Yes, users will not be able to submit this form without choosing an option from the Items list. A value that will appear in the field as a default. Should be one of the options in the Items list. Items Enter values to list different options users can select. Values are separated by pressing the Enter key. g. List Box The one List Box tool allows form creators to make a list of items that form users will be able to choose or multiple items from the list. Property Name Label Name Property Function Text that will be displayed on the form in front of the List Box field. Text that will be displayed in the form s database. This is used in the results view of the form to designate choices selected. Read-Only Blocks form users from making any edits.. Required Default Value When marked Yes, users will not be able to submit this form without choosing an option from the Items list. A value that will appear in the field as a default. If the Selection Mode option is set at single, should be one of the options in the Items list. If Selection Mode is set at multiple, there can be one or more values from the Items list here separated by pressing the Enter key. Selection Mode Choose to allow form user to either make Single or Multiple choices from the Items list. For users to select multiple items, they must hold their Ctrl key. Items Enter values to list different options users can select. Values are separated by pressing the Enter key. 13 Forms Builder v4.11.1
h. Masked Text Box The a Masked Text Box tool allows form creators to make a customized field to limit the information user can enter into the field. Property Name Label Name Property Function Text that will be displayed on the form in front of the Masked Text Box. Text that will be displayed in the form s database. This is used in the results view of the form to designate information users have entered. Read-Only Blocks form users from making any edits.. Required Default Value Mask Value Type When marked Yes, users will not be able to submit this form without choosing an option from the Items list. A value that will appear in the field as a default. The value should match with the format set by the Mask. A customizable limitation that can be set for users to input data into the field. See Appendix II The options to show mask data in the results of a form. A Literal is text that is entered into the mask that form users cannot change. A Prompt is an area, usually marked with an underline _, that is a placeholder for form users to enter data. Text: Will only show the inputted data from a user and none of the literals or prompts. Text with Literals: Will show the inputted data and any literals than have been entered into the mask. Text with Prompt: Will show the inputted data and any uncompleted prompts than have been entered into the mask. Text with Prompt and Literals: Will show the inputted data, any literals, and any uncompleted prompts that have been entered into the mask. The Main reason to use the Masked Text Box is anytime you want to strongly limit any form user from mis-entering information. It s recommended that if the Mask Text Box is use that you explain what is needed in the Label field with an example. Forms Builder v4.11.1 14
i. Phone Number The Phone Number tool allows form creators to make a field for users to enter a phone number. Users will not be able to enter letters, punctuation, special characters, or too many numbers into this field. Property Name Label Name Property Function Text that will be displayed on the form in front of the Phone Number field. Text that will be displayed in the form s database. This is used in the results view of the form to designate information users have entered. Read-Only Blocks form users from making any edits.. Required Default Value When marked Yes, users will not be able to submit this form without choosing an option from the Items list. A value that will appear in the field as a default. The value should match with the format set by the other properties. Show Country Code If change to Yes, the place holder - will appear in the field allowing users to input the country code for a phone number. Users will only be able to enter 4 numbers into this area. Show Area Code If change to Yes, the place holder ( ) - will appear in the field allowing users to input the area code for a phone number. Users will only be able to enter 3 numbers into this area. Show Extension If change to Yes, the place holder ext. will appear in the field allowing users to input the extension for a phone number. Users will only be able to enter 4 numbers into this area. Use the feature Preview feature in Form Designer to see what your e-form will look like before you complete or publish it. 15 Forms Builder v4.11.1
j. Radio Button The will Radio Button tool allows form creators to make a list of available choice where the form users be able to select a singe option. Property Name Label Name Property Function Text that will be displayed on the form in front of list of Radio Button options. Text that will be displayed in the form s database. This is used in the results view of the form to designate the choice selected. Read-Only Blocks form users from making any edits.. Required Default Value Text Align Repeat Direction Repeat Columns Items When marked Yes, users will not be able to submit this form without choosing an option from the Items list. The value from that Items list can be typed here to make these options selected. Left will place text on the left of the radio buttons. Right will place text on the right of the radio buttons. Vertical will list all of the Items in a top down format. Horizontal will list all of the Items in a left to right format. Enter a numeric value to create columns of radio button list Items. Enter values to list different checkable options users to select. Values are separated by pressing the Enter key. Label: Training Requests Default Value: Help Desk Text Align: Right Repeat Direction: Horizontal Items: Forms Help Desk Products and Services Label: Training Requests Default Value: Help Desk Text Align: Left Repeat Direction: Vertical Items: Forms Repeat Columns: 2 Help Desk Products and Services Forms Builder v4.11.1 16
k. Social Security Number The Social Security tool allows form creators to have a field that limits form users to enter data in the traditional social security format. The field will have spaces for the 3 numbers, 2 numbers, and then 4 numbers without having to make the user enter any dashes -. Property Name Label Name Read-Only Required Default Value Property Function Text that will be displayed on the form in front of Social Security field. Text that will be displayed in the form s database. This is used in the results view of the form to designate the information entered into the field. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to submit this form without typing in any information. The value from that Items list can be typed here to have a default value in the field. l. Text Box The Text Box tool allows form creators to have a field form users can enter text. Property Name Label Name Read-Only Required Default Value Max Length Rows Text Mode Property Function Text that will be displayed on the form in front of Text Box field. Text that will be displayed in the form s database. This is used in the results view of the form to designate the information entered into the field. Blocks form users from making any edits. Not important here. When marked Yes, users will not be able to submit this form without typing in any information. The value text that will appear in the field. The number of characters, including spaces, that form users will be able to enter into the field. Used in conjunction with the Text Mode: Multiple Line. It is the number of multiple line rows that show in the field. Single Line: A single line for text to be entered. Hitting the Enter key will not create a new line of text. Multiple Line: Used in conjunction with the Rows property to create a field with multiple rows of text. Hitting the Enter key will create a new line of text. Password: Text entered will appear as a dot. Results viewers will see the actual text. Wrap Used in conjunction with the Text Mode: Multiple Line. Entered text will not scroll the text box but go to the next line in the field. 17 Forms Builder v4.11.1
m. Time Picker The Time Picker tool is used to allow users to select a specific time. Users can click on the time button to select a desired time. Property Name Label Name Property Function Text that will be displayed on the form in front of the Time Picker field. Text that will be displayed in the form s database. This is used in the results view of the form to designate information users have entered. Read-Only Blocks form users from making any edits.. Required Default Value When marked Yes, users will not be able to submit this form without entering a time into the field. A value that will appear in the field as a default. Format Sets how the time information will be displayed. There are two different options. Short Time: 1:00 PM Long Time: 1:00:00 PM n. User Drop Down List The User Drop Down List tool allows form creators to have a field that form users can select another portal user. This list uses the same listing of users that can be found in the User Manager Portal Admin Tool. See the Portal Administrator user guide for more information. Property Name Label Name Property Function Text that will be displayed on the form in front of field. Text that will be displayed in the form s database. This is used in the results view of the form to designate the information entered into the field. Read-Only Blocks form users from making any edits.. Required Default Value When marked Yes, users will not be able to submit this form without typing in any information. The value user that will be displayed. If there is a missing portal user from the User Drop List, contact your portal administrator to ask them why. Forms Builder v4.11.1 18
o. Zip Code The Zip Code tool allows form creators to have a field that form users can enter a postal zip code. Property Name Label Name Property Function Text that will be displayed on the form in front of the Zip Code field. Text that will be displayed in the form s database. This is used in the results view of the form to designate the information entered into the field. Read-Only Blocks form users from making any edits.. Required Default Value When marked Yes, users will not be able to submit this form without typing in any information. The value user that will be displayed. Show +4 Code When marked Yes, users will be able to enter the default 5 digit zip code and the 4 digit extension. The field will have a - placeholder. p. Hyperlink The Hyperlink tool allows form creators to have a field that form users can enter a link. Users will enter information into the field and it will change to a clickable link to results views. Property Name Label Name Property Function Text that will be displayed on the form in front of the Hyperlink field. Text that will be displayed in the form s database. This is used in the results view of the form to designate the information entered into the field. Read-Only Blocks form users from making any edits. Required Default Value When marked Yes, users will not be able to submit this form without typing in any information. The value user that will be displayed. When you have made any changes to a tool s properties, make sure that you click the Apply Changes button. 19 Forms Builder v4.11.1
C. Editing a Form The Form Libraries Island also allows Library Administrator and form creators to edit deactivated e-forms. It is important to note that you cannot change page 1. Navigate to the desired form; 2. Bring mouse over the desired form and Right Click; 3. Click Edit; 4. Make changes to the form; 5. Click Apply. D. Form Properties In the Form Libraries Island it is possible to change the properties of an e-form. Properties include General information, labeling Search Terms, setting Results Permissions, deciding Approvals, and Results Recipients. 1. Navigate to the desired form; 2. Bring mouse over the desired form and Right Click; 3. Click Properties; Forms Builder v4.11.1 20
i. General Properties The General properties allows you to change the form s Name and Description. Also you can see when the Form was created, who created it, and where the Form is being stored. ii. Tags Defining Tags allow you to set terms that allow users to use the Search feature on the Passageways Toolbar to find a particular e-form. Tags can be a single word, a list of letters and number, or a combination of words and numbers. Try to stay away from using punctuation or special characters. When using the Passageways Toolbar to search for an e-form, make sure that Forms is selected from the search options. 21 Forms Builder v4.11.1
iii. Form Approval Users can set if a form results need to be approved and where that request is sent. The Approvals tab has three different settings. The default setting is that the form results does not need approval. The second option is that the Supervisor Approval is required. The last choice allows you to define the Workgroup(s), Role(s), and/or User(s) that can approve the form. The defined person(s) will see a request for approval in the My Forms Island. It is important to not however that if multiple user are able to approve a form that only one of the users is required to approve the form not all of the users. iv. Results Permissions Setting Results Permissions is one way to get completed form information to the desired people. These results are viewed in the My Forms Island. There are two different setting for this tab. The default is that Supervisors can view results of an e-form. Supervisors are set by the Portal Administrators and can be seen on a user s profile page. The other option allows you to define the Workgroup(s), Role(s), and/or User(s) that results can be viewed. Forms Builder v4.11.1 22
v. Results Recipients The second way to send completed form information is to send it via e-mail. The Results Recipients tab allows you to send results via email alert to Workgroups, Roles, and/or Users. 23 Forms Builder v4.11.1
E. Activating Forms Activating an e-form allows a created form to be utilized by End Users. Form Library Administrators and Form Publishers have the permissions to Activate a form for Users application. 1. Navigate to the desired form; 2. Bring mouse over the desired form and right click 3. Click Activate. F. Deactivating Forms Deactivating a form prevents users from completing and submitting the form. This is often done when the form needs to be updated. 1. Navigate to the desired form; 2. Bring mouse over the desired form and right click 3. Click Deactivate. G. Deleting a Form Before removing a form from a library remember that you need the proper permission. Also, please note that once you delete a form you cannot undo that deletion. 1. Navigate to the desired form; 2. Bring mouse over the desired form and right click. 3. Click Delete; 4. Click OK Forms Builder v4.11.1 24
H. Entering Data into a Form After an eform has been created and activated, End Users can now enter data into that form. If you want End Users to have access to forms, they must have access to a page that contains the Form Library Island. 1. Navigate to the desired form; 2. Bring mouse over the desired form and right click 3. Click Complete; 4. Enter form data; 5. Click Submit. Whenever you are done entering data, but you don t want to submit the information, instead of clicking the Submit button, you can click Save as Draft. This will allow you to Edit your data in the My Form Island, on the Needing Completion tab, and submit the information later. I. Copying a Form It is possible to copy a form and paste it in the folder it was created, another folder, or even in a different library that you have access. 1. Click Actions; 2. Click Copy a Form; 3. Select form to copy; 4. Select destination for copy; 5. Click Copy; 6. Click Finish. 25 Forms Builder v4.11.1
J. Distribute Forms to Users It is possible to send out forms to be completed by other portal users. Forms can be distributed to any portal user regardless of workgroup or their permissions within the forms library. The targeted users will use the My Forms Island, Needing Completion tab, to access and complete all of the forms that have been disturbed to them. Users who distribute form can user the My Forms Island, Distributions tab, to view the current status of the distributed forms. 1. Click Actions; or the Distribute button on the Form Libraries island 2. Click Distribute Forms to Users; 3. Type in a Distribution Name; 4. Select the forms to send to users; 5. Click Next; 6. Select Workgroups, Roles, and/or Users; 7. Click Next; 8. Choose the Alert settings; 9. Choose a Due Date setting; 10. Type a Welcome Message (optional); 11. Click Finish. K. Creating a Folder It is possible to create folders to better manage your forms. 1. Click Actions; 2. Click Create a Folder; 3. Select a Library or Folder; 4. Type a Folder Name; 5. Type a Description (optional); 6. Click OK. Forms Builder v4.11.1 26
Section 6. My Forms Island The My Forms Island is a single source for all e-form information on forms that relate to a user. A user can only see those forms that they have access to. The My Forms Island contains six different tabs, each is specialized to handle a particular process with e-forms. Tabs will only appear if and when a user is required to take action on or has been given permission to the tab. By default a user will only see the Needing Completion and the Submitted Forms tabs. A. Needing Completion The Needing Completion tab is dedicated to any forms that currently need to be completed. This tab has three sections: Distributed (for any forms that have distributed to you), Declined (for any forms that an approver has declined), and Drafts (for any forms that you have Saved as a Draft). Forms that have a due date will be listed in red. To complete any forms on this tab: 1. Click on the from you wish to complete 2. Complete the form 3. Click Submit to confirm Notice that Declined forms have a line for Comments that the form approver made. That way you will know why it was declined. 27 Forms Builder v4.11.1
B. Needing Approval The Needing Approval tab is dedicated to any forms that have been submitted to you for approval. This tab allows for easy filter by Form Name, the form s status, and by Date or Date Range. Please note that you will not see this tab unless you have been set as an approver of a form. To approve any forms on this tab: 1. Click on the form name you wish to review 2. Type in Comments (optional); 3. Click either Approve, Decline, or Cancel. C. Submitted Forms The Submitted Forms tab is dedicated to any forms that you have submitted. This tab gives you the current status of the form. This tab allows for easy filter by Form Name, Status, and by Date or Date Range. Forms can be viewed and printed. To view and/or print any forms on this tab: 1. Click on the form name you with to review 2. Click Print or OK. Forms Builder v4.11.1 28
D. Distributions The Distributions tab is dedicated to view the status of any distribution that you created. You can also see a list of who and who has not completed the forms on a particular distribution list. Please note that you will not see this tab unless you have created a distribution. To view the list of users assigned to a distribution list: 1. Click the distribution you wish to review The Completed field on the Distributions tab is the number of completed forms for the entire distribution list. So if there are five forms and ten selected users in the distribution list, the number displayed will be the number completed out of 50. E. Individual Results The Individual Results tab is dedicated to view the results of any form that you have be made Results Viewer of. These forms can be easily filtered by Form Name, Status, and which user Completed the form. The Audit Trail will appear when viewing the results of a form. The results view will also allow Result Viewers to print the form. Please note that you will not see this tab unless you have been given permission to view the results of a form. To view the results of a form: 1. Click the name of the form you wish to review 29 Forms Builder v4.11.1
F. Aggregate Results The Results tab is dedicated to view the results of any form that you have be named the Results Viewer. All the form data for every submission will be shown on one screen. These forms can be easily filtered by Form Name, Status, and which user Completed the form. The results view will also allow Result Viewers to export the form into a CSV file. Please note that you will not see this tab unless you have been given permission to view the results of a form. To view the list of users assigned to a distribution list: 1. Click the name of the form you wish to review G. Viewing Aggregate Results The aggregate results view allows you to see all the submitted data for a particular form. By using the date filter option at the top of the page you can find submitted results by date. The submitted data is broken down by the form version as shown in the screenshot below. Forms Builder v4.11.1 30
Section 7. Activity Report The Activity Report allows Form Report users to view which users are creating e-forms, when they are being created, how many times a particular e-form has been added to a distribution list, and the date and time an End User completed a specific e-form. This report is very useful in managing e- forms as a whole for the portal. By default, only Portal Administrators will have access to reports. If you want to have access to the Form Builder Activity Report, contact your Portal Administrator. 31 Forms Builder v4.11.1
Portal Administrator Appendix I Form Builder Permissions Can Create, Edit, and Delete Form Libraries, Folders, and Forms Can Grant Permissions to Create, Publish, Use, and Approve Form Libraries and Forms Can change the owner of a form library Form Builder Module Administrator Can Create, Edit, and Delete Form Libraries, Folders, and Forms Can Grant Create, Publish, Use, and Approve, and Results permissions to Form Libraries and Forms Form Creator Can Create, Edit, and Delete Folders, and Forms Form Publisher Can Activate Forms Form Approver Can Approve Submitted Forms Form End User Can Complete and submit a form Form Results Viewer Can access form results from the My Forms> Individual Results and My Forms> Aggregate Results tabs. Form Results Recipients Receives an email when a form is complete with the form results.
Appendix II Masks Mask examples Definition Form users will see Example results #### 4 Prompts (placeholders that users can enter data into) that users can only enter numbers. 2414 aaaa 4 Prompts that users can enter any character Text LLLL 4 Prompts that users can only enter letters. Those letters will automatically be capitalized. TEXT llll 4 Prompts that users can only enter letters. Those letters will automatically be lower cased. text #all A combination of the above 2tEt <1..5> 1 Prompt to allow a user to enter a single response from range of numbers. This example will allow a user to enter 1 through 5 only. 1 3 <a b c d> 1 Prompt to allow users to enter any text option that are inside the pipes. This example a user can enter a, b, c, or d only. a c <1..5><a b c d> 2 Prompts as a combination from above 1a 3c acaa 3 Prompts and 1 Literal (a character that users can t change) _C 1Cat #C/aa 2 Prompts and 2 Literals. The backslash / is used to change a normal Prompt mask character (a, L, l, #) into a Literal. _Ca_ 1Cat <1..12>/ <1..31>/20<10..99> An example of how to create a customized date field. 01/01/2010 08/30/2011
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