Forms Guide

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This page contains all the information required to get started using the Forms web system.

Forms login area

Page Layouts

Most of the Forms pages follow a standard layout with information displayed in a table and accompanying filter displayed on the right hand side of the page.

Click on the column headers to sort by the specified details.

Filter

Filter options are as follows;

  • By staff status

Staff status is a permission required to access the website. Filtering by staff status allows you to hide or only show the users who are able to login to the Forms website.

  • By active

User accounts which are no longer used can be made inactive. Filtering by active allows you to see current user accounts or user accounts which are inactive.

  • By System Roles

System roles determine the permissions and how much access someone has for the system. You can filter to show all types of users or limit it to show people with specific permissions as follows:

    • Admin Users have the most permissions and are used by managers and superusers.
    • Form Filler is a basic permission allowing web users to edit forms instances.
    • Form Template Manager allows creating and editing of Form Templates.
  • By Administrative User Status

Administrative users are able to change other users passwords and set permissions on other user accounts. Filtering this just lists those account types.

  • By Superuser Status

Superusers are able to help other users. Use this to filter the list down to find a superuser.

  • By Date/time of initial creation
  • By Date/time of last update

Some areas will allow filter by a date. This can be entered manually or pressing the calendar icon will display a calendar date picker.

Form filter calendar


Add A User

  • Login to the Forms system with your provided details. (Initial user details will be provided by InTouch support staff.)
  • Enter the Users section and then click Add User or press the + Add button to the right of Users when viewing the home page.
  • Enter the username identical to the WOMS username of the person to be added.
  • Enter a password for the user (to be used when logging in to the standalone Forms app or web systems).
  • Enter the password again in the confirmation field.
  • Press Save or Save and add another if this is a basic WOMS user account you are making just to use the integration features.
  • Press Save and continue editing if you want to modify the permissions for this user and give them more access to the Forms web system.

Modify A User

If you want to make a user account for someone to collect data with the Forms application then the minimal requirement is a username and password. You do not need to assign any further access or permissions to this user to be able to populate Forms using a mobile application. However, if you want to modify a users permission to provide access to the Forms web system, follow these steps:

  • Enter the Users section and find the user in the list.
  • Click on the username to view details about the user.
  • Enter a users Forename, Surname, Email address and phone number if required. These are all optional fields.
  • Active will be checked by default and indicates this user account is in use. If an account is no longer required it is recommended to go back to this setting and uncheck Active.
  • Staff status determines if the user can access the Forms website. The default option for this is unchecked but if you want a user to be able to view submitted forms this needs to be enabled.
  • Administrative users can change other account passwords.
  • Select the system role for the user account (multiple options can be selected);
    • Admin Users have the most permissions and are used by managers and superusers.
    • Form Filler is a basic permission allowing web users to edit forms instances.
    • Form Template Manager allows creating and editing of Form Templates.
Form Builder layout with a new template


Creating A New Form Template

When we build a form we are building a "form template". When a user submits a copy of the form we refer to that as a "form instance".


Form templates are created in the Forms web interface, follow these steps to get started:

  • From the home page select Form Templates then Add Form Template +.
  • Enter a name for this form.
  • Press Save.
  • You will now be presented with the Form Builder.


  • If you pressed Save and add another you can go back to the template list using the menu Home > Forms > Form templates at the top of the page and selecting Form templates.
  • Select the form you just created and then click the Click here to edit the form structure link.


Using the Form Builder

The form builder is used when modifying form templates. It's designed to be an easy to use drag and drop system to create electronic forms. When viewing a form template click the Click here to edit the form structure link.

Controls

Select from the available field types presented in the left hand column.

  • A single click will add a field to the form.
  • New fields can be dragged to the required location.
  • Existing fields can be rearranged by dragging.
  • Existing fields can be moved up or down by pressing the Move field up/down buttons which become available when the mouse is over a field.
  • Existing fields can be duplicated by pressing the Duplicate field button.
  • Existing fields can be removed or hidden by pressing the Remove field button.

The first thing to do after adding a field is provide a label, when a user looks at the form the first thing they will see for each field is the label.

Try to make labels self explanatory but if required you can add further information in the description field for users to see when they select a field.


Fields and Properties

Many fields share the same properties which can alter the behaviour.

  • Label (text input)

Labels are ways to identify the field to users. Label text can contain alphanumeric text, spaces, question marks and brackets. Labels must be unique within the same form template.

  • Description (text input)

The description field is optional but allows for more text to be entered to describe to the user what is expected when populating this field. This information is visible after the user has selected the field but before entering data.

  • Required (checkbox)

By enabling the required checkbox the field becomes mandatory and the user must provide a value before the form can be submitted. Required is enabled by default when adding a new field to the form template.

  • Remember (checkbox)

Remembered fields will keep the last value submitted in a form and use it as the initial value for the next form instance. Not all field types can be remembered.

  • Hide (checkbox)

Hidden fields will no longer display to users but all of the entered data will be retained for reporting purposes. Hidden fields can also be utilised in form rules so fields will only appears when some criteria is met such as a field being populated.


Advanced Properties

Some fields have additional options which can be set, these will appear under the properties section if available for a specific field.

  • Default Value (text/numeric)

A default value can be specified so when the form is accessed the field will display populated with the entered value. This field can be set for text and numeric fields.

  • Minimum Length (numeric)

Minimum length applies to text fields and specifies how many characters must be entered before the input is valid. If you are expecting a reference string to be input which is always 7-10 characters long you can set a minimum length of 7 to reduce user error when inputting data.

  • Maximum Length (numeric)

Maximum length applies to text fields and specifies how many characters in total can be entered. If you are expecting a reference string to be input which is always 7-10 characters long you can set a maximum of 10 and the field will only accept up to 10 characters in total. This can be combined with the Minimum Length setting.

  • Restrict Input (dropdown list selection)

This can be used to restrict the type of text which can be entered, the default value allows any characters to be entered but this can be restricted to "Text, Numbers, Spaces & Commas" or alternatively just "Text and spaces".

  • Enable multi-line input (checkbox)

Multi line input allows new lines to be entered via the enter/return keyboard key when using text fields.

  • Minimum Value (numeric)

Minimum value applies to numeric fields and is the lowest numeric value which the field will accept.

  • Maximum Value (numeric)

Specifies the highest numeric value accepted by the field.

  • Allow decimal numbers (checkbox)

Enabling decimal numbers will allow decimal numbers to be entered as a value by the user filling in the field on the form. It will also allow decimal numbers to be used as a default value, minimum value or maximum value.

  • Capture Method (dropdown selection)

Capture Method when applied to Image fields can force the field to capture a new photo using the device camera or use the existing device photo library. The default selection is Any which allows the user to specify when the field is being populated.

Capture method for Date fields allows the form to specify between date and time capture or just date capture.

  • Values

List fields have to have additional values specified before they can be used. Added items can be rearranged or deleted to influence the order in which they appear. Deleted list items will no longer be displayed to the user populating the form.


Input Errors

If the text entered in any field causes an error this will be displayed and the user allowed to correct the issue.

Label error.png


Removing Fields

There are different options for removing form template fields.

  • Remove Field

Remove field will completely remove the form from the form builder.

If you remove a field you are also discarding all of the historic submissions for that field. The field data will no longer be available, it will not be possible to export or report on the data for a removed field. Use this feature with caution.
  • Hide Field

If you are unsure about removing a field then hiding the field is the safe option. Hidden field data is kept and the historic data can be exported and reported on however no new data will be captured for this field as it will not be visible to anyone populating the form. Hidden fields appear faded out on the form builder.


Field Rules

The Forms system supports hiding and showing fields based on the state of other fields within the same form template.

You can hide or show a form when the following states are matched as a user populates a form;

  • A field value has been set/field value is not set.
  • A field has a value which is equal to a specified value/a field value is not equal to the specified value.
  • A field has a value which is greater than a specified value/a field value is not greater than the specified value.
  • A field has a value which is less than a specified value/a field value is not less than the specified value.
  • A field has a value which is greater than or equal to a specified value/a field value is not greater than or equal to the specified value.
  • A field has a value which is less than or equal to a specified value/a field value is not less than or equal to the specified value.

Mandatory fields are not enforced unless they are visible.

To add a field rule;

  • Select the field you want to hide or show.
  • Under the Rules field settings click Form add rule.png and then the rule editor will appear.
  • First select Show or Hide this field.
  • Now select the target field for the rule.
  • The available options will change depending on the target field type. For example a boolean field target will only give you options for the field being equal or not equal to yes/no but a numeric target field will let you specify numeric values and numeric operators.
  • Setup the rule how you want it then press Form rule ok.png.
  • Fields with rules setup will highlight when you select them, the target fields will also highlight so you can see which fields are linked via rules.


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