Edit Online Form

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Online Forms: Editing an online form

Edit an existing online form

Please, login to The Admin to complete the following steps.

1. Select Manage Forms from the Online Forms menu

2. In the folder list, select the applicable folder

3. Click Edit for the applicable online form

4. Within Edit Online Form, content is listed in tabs: Form Details, Submission Details, Form Fields, Workflow, Security (as shown below). Select the tab that reflects the details you wish to edit, see below for a description of each tab.

Form Details

Editable Form Details:

The Title is the heading of the form on the Front End of the intranet that users will see

The URL Path is the intranet address for the form

The Description is displayed under the Title, it should explain the purpose of the form, what the information will be used for, and how/when the user's submission will be responded to

The Active check box indicates whether the form is Active and hence, accessible from the Front End. Deselecting the Active check box would set the form to Inactive and mean that its content would not be accessible from the Front End.
(Note: by making a form inactive, those forms currently in submission by a Front End user will not be able to be completed and new submissions of the form will not be possible. If forms are in the submission phase, you can set the form to archive in the first instance and then set to inactive once all submissions are complete)

The Visible Date indicates if the form should be accessible from the Front End from a particular date. If a visible date is not set, the form will be available immediately

The Expiry Date indicates if the form should no longer be accessible from the Front End from a particular date. If an expiry date is not set, the form will be available indefinitely

The Archive check box indicates whether the form has been archived and hence, not accessible from the Front End. By selecting the Archive checkbox, the form will be archived and new submission of the form will not be possible.
(Note: by archiving a form, those forms currently in submission by a user will be able to be completed, however, new submissions will not be possible)

Submission Details

Editable Submission Details:

The Submission Confirmation is the text displayed to the user once the form has been submitted

Select Submission-ID Options to include a unique identifier to each response submitted

Edit the Starting-ID text box to assign the next Submission-ID to be attached to responses (eg HelpDesk0001)

Select Attached Submission-ID to Email to have this unique identifier included in the email to the applicable recipient
(Note: The Submission ID is an auto-incrementing number assigned to each response)

Form Fields

Select Add Field to enter new fields in the form (see a description of Field Types below)

To edit a pre-existing field, select Edit

To change the position of fields in the form, use the up   or down   arrow icons

To remove a field from the form, select Delete

(Note: you can hide a field without deleting it from the form by deactivating it - Edit the field to do this)

The Display Name Position applies to the location of the display name for each field within the form. It can be set to Top or Left. This setting is applied to all display names throughout the form

Once Add Field has been selected, each field will be entered individually via the Add Field wizard steps

Step 1: Enter a Display Name, select the Field Type and make the status Active

Field Details (above screen shot explained):

Field Type: Determine how the user can enter information, ie. a checkbox for the user to answer 'Yes' or 'No'

List of field types:

A CheckBox allows users to select whether something is true or false

A Date Range Selector allows users to select a date range from a pop-up monthly calendar

A Date Selector allows users to select a specific date from a pop-up monthly calendar

A Drop Down allows users to select a single choice from a drop-down list

A File allows users to upload a file to the form or view a file within the form

A Free Text field allows users to add free text to the form

A Header is used to add a heading above the field (Note: not available for Check Box or Radio Button options)

A Radio Button allows users to select a single choice from a pre-defined list

A Rating allows users to select a value from a scale (numeric or labeled)

A Text Area can contain multiple lines of text and can be editable or read only

A TextBox can contain a single line of text and can be editable or ready only

Active: This check box determines whether the field will appear in the form; if the check box is deselected, that field will not appear in the form on the Front End of the intranet until it is activated by editing an online form

Step 2: Validation information to be entered will vary depending on the field type you select.
(Note: Some fields have no validation)

Validation Types (above screen shot explained):

Mandatory Check Box: if selected, the field must be completed for a user to submit the online form

Max Size (MB): this setting allows you to set the maximum upload size for the field

Allowed Characters: this sets whether the user can enter alphanumeric, numeric or all character types into the field

Max Characters: this sets the maximum number of characters a user can enter into the field

Step 3: The Content information to be entered will vary depending on the field type you have selected.
(Note: for the Date Range Selector and Date Selector fields - no content entry is required)

CheckBox:

In the Text column, enter the Title of the checkbox as it should appear on the Front End of your intranet.
The Value column will be automatically created based on the title entered.
To add/remove check boxes, click the green + and the red - symbols.
Fields can also be Checked, meaning the user will not need to manually select that item.
(Note: items in the list can also be moved - simply hover over the item and drag it into the correct order - as shown below)

Drop Down:

The Selection Text appears as a header to the Drop Down list; in the below example we have used the field to instruct users to "Select from this list".
You can Hide selection text if you want to display the first field in the list instead.
In the Text column, enter the Title of the item to appear in the drop-down list.
The Value column will be automatically created based on the title entered.
To add/remove check boxes, click the green + and the red - symbols.
One field can also be Selected, meaning this item will be automatically selected from the drop-down list and the user will not need to manually select that item.
(Note: items in the list can also be moved - simply hover over the item and drag it into the correct order - as shown below)

File:

From Display Options, select either to have the field function:
- Allow form submitters to upload a file
or
- Provide a file for users to download

Free Text:

Enter the Text to appear in this field.
(Note: this field will be read-only to users)

Header:

Enter the Text to appear in this field.
(Note: this field will be read-only to users)

Radio Button:

In the Text column, enter the Title of the Radio Button as it should appear on the Front End of your intranet.
The Value column will be automatically created based on the title entered.
To add/remove check boxes, click the green + and the red - symbols.
One field can also be Selected, meaning the user will not need to manually select that item.
(Note: items in the list can also be moved - simply hover over the item and drag it into the correct order)

Rating:

Ratings can be set either on a Numeric Scale or a Labeled Scale

- Numeric Scale -

In the Rating Scale, select Numeric Scale

In the Number of Ratings select how many options/ratings you want users to choose from 1- 10

In Lowest Rating and Highest Rating enter the text you want to appear at the lowest numeric value and the highest numeric value so that users can determine the correct choice for them.

- Labeled Scale -

In the Rating Scale, select Labeled Scale

In each Text column, enter the Title of each rating as they should appear on the Front End of your intranet.

To add/remove labels, click the green + and the red - symbols.
(Note: items in the list can also be moved - simply hover over the item and drag it into the correct order)

Text Area & Text Box:

Enter the Text to appear in this field.
(Note: A TextBox or Text Area does not require default values to be entered, however, any text you enter will appear in the text box when users visit the page. For example, if the field was for submitting an email address - the default text might say "@yourcompanyname.com")
Select the Read Only check box if users are not to edit this field.
(Note: to include LDAP fields in order to pull information from Active Directory, please use Text Area or Text Box)

There are a number of pre-defined default values you can add to a TextBox or Text Area. To add one, copy the appropriate pre-defined value (shown below in bold) into the text area.
(Note: only one pre-defined value can be added per text box or text area)

Pre-defined default values:

[date] displays the current date

[ldap=username] displays the current user's username

[ldap=givenname] displays the current user's given name

[ldap=surname] displays the current user's surname

[ldap=companyposition] displays the current user's company position

[ldap=officename] displays the current user's office name

[ldap=emailaddress] displays the current user's email address

[ldap=phone] displays the current user's phone number

[ldap=mobilephone] displays the current user's mobile phone number

[ldap=fax] displays the current user's fax number

Step 4: The Finish step is to review the entered or updated information and save that field to the form

Workflow

Editable Workflow:

A workflow can be applied to the online form. A selection of workflows are available from the drop-down menu and will be limited to those set at the folder level (see iD Help section on Adding a Folder for more information on setting workflows at folder level).

You can also customize the emails associated with the online form. Customizing means to modify the emails sent to Submitters and Approvers at each stage of the workflow. These changes will be affected by the form only and will not alter the workflow. For more information on how to customize a form's workflow, go to  Customizing Workflows for Online Forms.

Security

Editable Security:

Security allows you to manage who can submit and approve the online form. Security is initially set at the folder lever then inherited to the form. For this reason, you can Add users and Change Security Level of existing users. You cannot Remove users that have been set at the folder level.
(Note: for users to submit forms, their security level must be set to Read Only or higher. For users to approve forms, their security level must be set to Editor or Full Control)

Add users and set their security level against this form

Remove users (Note: you cannot remove users that have been set at folder level)

Change Security Level of users

Click here for a step-by-step on setting Front End security

Owners

Editable Owners:

The Owners function is used to set the administrators who are responsible for this form. Owners can be set at the form or folder level. If an Owner is set at the folder level, this inherits down to the form, where it can be edited if required.

Owner name/s will be listed on the Front End, in the footer of that form.

Finish

Click Apply to save changes and remain on the same page, click OK to save changes and return to the listing of online forms