1. Select Manage Forms from the Online Forms menu


2. Select a folder from the available list. (If there are no folders available, user will have to create a folder first)

3. After selecting a folder, click on Add Online Form button


 

4.  User can either create a new form or copy an existing form to edit.

  a. To copy an existing form: 

  • Select the radio button for Copy Existing Form 
  • Click on the folder from where the form has to be copied.
  • Click on Copy

b. To create a new form, select Create New Form option and click Next

     


Now fill the details required in Steps 2 to Steps 8 of the wizard to complete the form creation. 


Step 2: Enter the Form Details 

  • The Title is the heading of the form which will be displayed in the Front End of the intranet.
  • The URL Path is the form's intranet address.
  • The Description should explain the purpose of the form.
  • An Active form means its content will be accessible from the Front End of the intranet. Deselecting the Active check box will set the form to Inactive and its content won't be accessible from the Front End.
  • Visible Date denotes the date from which the form becomes accessible in the Front End of the intranet. If the user does not set a visible date, the form will be available immediately.
  • User could also set up an Expiry Date. The form will then be accessible on the Front End of the intranet until the chosen date. If the user does not set an expiry date, the form will be available permanently.


Step 3: Enter the Submission Details for the new form. The text here will appear in the Front End, when a user completes and submits the form.

   


Users could check the box for Submission ID, if they wish to assign a unique identifier to each submission made to the form.  

(Note: Once selected, the user could provide a Starting ID in the text box. 

This will be assigned to the first submission and the subsequent submissions will each be assigned a unique id which is auto-incremented)

   


Step 4: Users can create the Form Fields for their form here. Each field can be entered individually using the Add Field button.

 

 


Enter the details in the field creation wizard:

  • Field Details

 Display Name: This is the 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 in the Front end or not; if the check box is deselected, that field will not appear in the form on the Front End of the intranet until it is made active by editing the form.




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

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



  • Content - the information to be entered here will vary depending on the field type you 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 created automatically based on the title entered.
To add/remove check boxes, click the green + and the red - symbols.
Fields can also be checked to make them the Default Selection, meaning the user will not need to manually select that item.
(Note: Order of the items in the list can be changed; simply hover over the item and use the four-pronged cursor to drag & drop any item to change the order)


 


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 an item from the 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 be made the Default Selection by selecting the checkbox corresponding to it, i.e. this item will be automatically selected from the drop-down list and the user will not need to manually select that item.
(Note: Order of the items in the list can be changed; simply hover over the item and use the four-pronged cursor to drag & drop any item to alter the order)


 


 File: Choose one of the Display Options available -- 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 in the Front End.
    (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 in the form on the Front End.
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 made the Default Selection, meaning the user will not need to manually select this item.
(Note: Order of the items in the list can be changed; simply hover over the item and use the four-pronged cursor to drag & drop any item to alter the order)


 


Rating:

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

In the Rating Scale:

If you select Numeric Scale, choose 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.





 If you select Labelled Scale, in each of the text boxes, enter the title of each rating as they should appear on the form in the Front End.

To add/remove labels, click the green + and the red - symbols.




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 should not be allowed 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 value (shown below in bold) into the text area. Only one 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


  • Finish 

Review the information entered in the previous steps and save that field to the form




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


Step 5: Set the Security for the form and click Next.

Security allows users to manage who can submit and approve the online form. Security is initially set at the folder level and then inherited by the form. 

While creating a form, 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 be able to submit forms in the Front End, their security level must be set to Read Only or higher. For users to be able to review and approve forms, their security levels must be set to Editor or Full Control. Editors and Full Control users to a form are collectively called 'Approvers'.)

       


Step 6: Select a Workflow for the form and click Next.

A selection of workflows are available from the drop-down menu and will be limited to those set at the folder level (See Learn site section on Adding a Folder for more information on setting workflows at folder level).


You can also Customize the emails in the workflow to suit your form. Customizing means to modify the emails sent to Submitters and Approvers at each stage of the workflow. These changes will will not alter the workflow and will only affect the respective form. 

Step 7: Specify the Owners of the form. Use the Add Owner(s) or Remove Owner(s) buttons to do so.


Step 8: Confirm if the details entered in Steps 2 to Steps 7 are correct; click Back to go back to a previous step or click Finish to save the online form.