Managing Online Forms

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Managing Online Forms

Please, login to The Admin

to complete the following steps.

Topics

Introduction

Adding a Folder

  Editing a Folder
  Moving a Folder
  Deleting a Folder
  Undeleting a Folder
  Setting Security for Online Forms
  Setting Permissions for Online Forms

Introduction to Online Forms

The Online Forms application is managed at the subsite level via The Admin, meaning you will create and store online forms in the subsite where users are to access them. Security and Workflow govern the use of online forms and will need to be considered by Administrators.

Example view of the Online Forms application within a subsite called 'Training' via The Admin

Online Forms are maintained within a folder structure that can be built according to your business requirements. If the structure you develop needs to be modified, you can quickly and simply change it. Let's go through the different options within the folder structure.

Online Forms - Folder Structure

From the root folder called Online Forms (see below) the folder structure is maintained using icons to add, edit, delete, move or undelete from the recycle bin.

The options used to maintain the Online Forms folder structure via The Admin

Once the folder structure is built, individual folders and their forms are maintained using options to Add Folder, Edit Folder, Delete Folder and Add Online Form. Here you can also view the Online Forms listing within each folder and view the Archived Forms within a folder. At the form level, you can Edit, Copy Link and Delete.

The options used to maintain individual folders and forms

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Adding a Folder

1. In The Admin, expand the Online Forms application and select Manage Forms

2. Select Add Folder and complete the wizard Steps to create your folder; ie. Details, Workflow, Security, Finish, as detailed below.

Note: Use Back, Next, Cancel to step through the wizard

3. Steps

(i) Details - In this step, you Title the folder, create the Folder Path (URL), set a Description for its purpose and determine its status as Active.

Note: The folder path is automatically created based on the Title you enter. An Active folder means its content is accessible from the Front End. Deselecting the Active check box would set the folder to Inactive and mean that its content cannot be accessed from the Front End.

(ii) Workflow - An online form must be linked to a workflow, which defines how a form can be processed. In this step, you set which workflows will be available for the online forms in the folder. Here you can also set a Default workflow, that will be automatically selected for all forms created in this folder.

(iii) Security - Here you set the Front End user access to all forms in this folder. These users will include both, Submitters and Approvers. Click here for a step-by-step of setting security.

Note:
Important settings to remember:
*Read Only* - this status is required for users to submit forms.
*Editor* or *Full control* - Either of these statuses is required for users to approve forms.

You can also set security on individual forms which will override folder lever security.

(iv) Owners - Specify the owner/s of this folder (and the forms inside this folder). Use the Add User/s Remove User/s buttons to do so.

(v) Confirm details and select Finish

4. Once finished, you will be taken to the folder view for the newly created folder.

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Editing a Folder

Any information that was entered during the Add Folder process can be edited here. For example, information such as folder name, path (URL), description, setting the folder to active/inactive.

Here you can also select which workflows will be linked to associated forms and set the default workflow for forms created in this folder. Folder-level security can also be set here.

1. Expand the Online Forms application and select Manage Forms

2. In the folder list, select the folder you want to edit

3. Select Edit Folder icon

4. There are editing options presented in four tabs, Details, Workflow, Security, and Owners. Select the tab to view/change the information within it:

Details - the folder name, folder path (URL), folder description, the folder's active/inactive status

Workflow - the workflows which can be used at the form-level, a default workflow for all forms within the folder

Security - the security settings for the folder and forms contained within it.
Note: Security is initially set at the folder-level and is inherited on a form-level. In addition, specific form-level security can also be set.

Owners - the people who maintain and administrate this form via the Admin.

5. Click Apply to save while remaining on the current page; click OK to save and return to the folder list

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Moving a Folder

1. Expand the Online Forms application and select Manage Forms

2. In the folder list, select the folder you want to move

3. Select the Move Folder icon

4. Select the subsite where the folder is to be moved to and click OK

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Deleting a Folder

Please note:
Deleting a folder will also delete any online forms in this folder. You can retrieve deleted folders from the recycle bin for that subsite.

1. Expand the Online Forms application and select Manage Forms

2. In the folder list, select the folder you want to delete

3. Select the Delete Folder icon

4. Select the checkbox to confirm deletion

5. The folder will now sit in the Recycle Bin

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Undeleting a Folder

1. Expand the Online Forms application and select Manage Forms

2. Select the Recycle Bin icon

3. From the Recycle Bin, locate the folder you want to undelete and select Undelete

4. The folder will now be returned to the list of active folders

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Setting Permissions for Online Forms

What are Permissions used for?
Permissions refer to the level of access an Admin User has to The Admin console of Intranet DASHBOARD. Permissions can be applied to the entire administration (superuser), a group of subsites (group manager), a subsite (site manager/site user) and individual applications in a subsite (custom administrator).

How are Permissions applied?
Permissions are applied against the Admin User.

Important Permission settings for Online Forms

To Create, Edit, Move and Delete Online Forms and Folders: Permissions to a subsite must be set to Site Manager

To Create, Edit, Move and Delete Online Forms only: Permissions to a subsite must be set to Site User or Custom Administrator

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Back to Online Forms

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