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Online Forms

Overview

There are different methods of accessing online forms; the two main options are:

  • Online Forms Folder Structure

  • My Forms

This page explains how to manage online forms from the perspective of a Front End user.


Online Forms Folder Structure

From within a subsite, online forms are organized into a folder structure (managed from the Admin). Users can access these online forms by browsing and navigating through the Online Forms Folder Structure via the Front End.

The Online Forms Folder Structure can be accessed via Clever ToolsClick here for instructions on adding a new clever tool 

Select the Title of the folder to browse for specific online forms stored within it.


 


Within a folder, you can view the list of forms. Selecting the Title of the form will take you to a blank version of the form. Selecting the Number of Submissions will allow the user to see all submissions for that form and export form data for that folder (see more on exporting here ).


 



My Forms

My Forms is a central area on the intranet that allows you to access and manage forms that relate to you as a Front End User as shown below.

For example, you might be an employee submitting an annual leave request or a manager approving employee leave requests

 


 My Forms can be accessed in the following ways:


The My Forms page has the following features and options that relate to a Front End user:

  • The Requires Review section includes an up-to-date list of online forms requiring action or processing by you (eg. Manager approving annual leave)
  • Filters can be applied so that only certain forms and certain steps can be viewed 

    • Select the title of the online form to start processing a form, as shown below:

       

    • Set up Filter Tabs to only view particular forms, as shown below:

      1. Select the add filter symbol, '+'

        


      2. Enter a Filter Name, which will appear on the filter tab once this process is complete, then start to write the name of the Online Form folder or individual form you wish to track in the filter in Add Filter

       


      3. For the form/folder, you are watching, you need to set which workflow steps should be viewable in this filter, as shown below:

      Here, we have set the filter so that for all forms in this folder, any form currently in the Requires Approval step will
      appear in the filter list

       

      In this example, we are watching a single form only. Here, we have set the filter so that for any form currently in the
      2nd Level Approval or Requires Changes steps will appear in the filter list

       


      4. Once created, the filter will appear as a tab: 




  • My Recent Submissions includes a list of the top five online forms recently submitted by you

    • Select the Title of the online form to get to the Form Submission

    • The View All link show at the bottom right will take you to a page with an expanded version of My Recent Submissions

    • The online forms are ordered by Date Submitted (i.e. created) with the latest one on top

    • If you have not made any recent submissions, nothing will be displayed in this list


  • My Favorite Forms is the top five online forms submitted by you. This includes online forms that you have Read permission to


  • Most Popular Forms displays the top five most submitted online forms that you have access to across the intranet. You can view the number of submissions for the respective forms listed

    • Select the Number of submissions to view a report
    • This report can be exported to .csv. For more information click here.




 
 
 
 
 
 
iD Help refers to iD 8
 
 
 
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