Creating an Online Form

1. Select Manage Forms from the Online Forms menu
   

2. Click Add Online Form

 

3.  You will first need to select whether you'd like to create a new form or copy an existing form; follow the steps below to create an online form.

4. To start a new form, select Create New Form and click Next

      

5. Enter the Form Detail:

  • 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 users' submissions will be responded to

  • An Active form means its content is accessible from the Front End of your intranet. Deselecting the Active check box will set the form to Inactive and means that its content cannot be accessed from the Front End of your intranet

  • Setting a Visible Date denotes from which date the form becomes accessible on the Front End of your intranet. If you do not set a visible date, the form will be available immediately

  • Setting an Expiration Date will make the form accessible on the Front End of your intranet up until a chosen date. If you do not set an expiration date, the form  will be available permanently



6. Enter the Submission Details for the new online form; this text will be displayed to Front End Users who submit and complete the online form.

   



7. Select Submission-ID Options to include a unique identifier to each response submitted. Once selected:

  • Edit the Starting ID text box to assign the next Submission-ID to be attached to responses (eg 0001)

  • 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)

   



8. Step 4 in the Online Forms Wizard is where you create the Form Fields. Each field will be entered individually via the Add Field wizard steps ie. Field Details, Validation, Content, Finish (see image below)
(Note: The Display Name Position indicates if the field titles should appear at the Top of each field, or to the Left of each field)

        Select Add Field to begin adding fields to your form 

 

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



Field Details (above screenshot explained):

Display Name: This is an option title for the field, ie. 'Staff Name', it should explain what the field is for


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 Check Box 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 labelled)

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

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


Active: This checkbox 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 screenshot 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)

 


Check Box:

In the Text column, enter the Title of the check box 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 Labelled 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.




 Labelled Scale - 

In the Rating Scale, select Labelled 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 Text Box 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 Text Box 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 information and save that field to the form




9. After adding each field, you can view the list of all form fields, as shown below.




10. To add more fields, complete the steps outlined above at point 9; or to edit the listing, see below:

  • To edit a field, click Edit for the applicable field

  • Fields can be moved up   or down   to change their order on the form

  • To remove a field, click Delete for the applicable field

  • Select Next to continue


11. You can also apply a workflow to your 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).


12. You can also Customise the emails associated with your form. Customising 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 Customising Workflows for Online Forms (Link)


13. Security allows you to manage who can submit and approve the online form. Security is initially set at the folder level 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)

For a step-by-step on setting security, go to Setting Front End Security

       


14. 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



15. Confirm entered details are correct; click Back to make changes and click Finish to save the online form.