Working with Forms

Web Forms greatly increase efficiency since they can do any or all of the following:

• Be made available to internal and/or external recipients for completion- including a digital signature.
• Capture data that can be stored in a database, and/or trigger automated processes
• Regulate and standardize consistent, trackable processes, while ensuring data integrity, compliance, and security
• Connect to other systems (including other DocuPhase components, external software programs such as Dynamic GP, websites, portals, and email) and databases within (and across) your organization for multiple users.
• Eliminate of manual processes via pre-population of fields (using with existing data)
• Attach files/documents to forms that can then be stored in the Repository*
• Automatically validate entered data

*Attachments are generally not seen from within the Viewer, nor are they Indexed.

Access to Forms depends upon a combination of settings:

• Access to the Application in which the Form resides: does the user have access to this Application. If so...
• Permissions for Application Forms: does the user have permission to create/edit, fill in, and/or delete forms for the corresponding Application
• Forms visibility: is the form set for those with access to the associated Application, the System, or Global (url) Tell me more...

Once Permissions have been set for a user, access to individual Forms is then based on the Visibility setting; as noted in the previous section, Permissions and Visibility work in concert in determining who can do what with a Form. Visibility is determined at the Form level, usually when a Form is created. However, Form Visibility can be changed at any time. Visibility options are as follows:

• Read-Only - Forms may be set up so that they appear in read-only format: basically, as an image rather than an interactive/fillable form.
• Manual Entry Some forms allow you to enter/select information in easily identifiable fields.
• Auto Populate (Index Form Fill) - These forms may be created so that some (or all) of its form fields pre-populated with Index values from a selected document residing within the DocuPhase Repository. These are usually forms that are used over and over again, using the same information: thus preventing you from having to re-enter the same information time and time again (e.g., monthly expense reports might include your name, department, and supervisors name; purchase orders might include a vendor, vendor address, payment terms, etc.).

Specialized training is required to create, edit, and delete web forms in DocuPhase. Therefore, the creation and subsequent design of a Web Form within DocuPhase are generally done by a DocuPhase TPOC or System Administrator.

For more information about Forms training, contact your TPOC, System Admin, or the DocuPhaseTraining Department.

You can use the All Forms screen to find any fillable Form you want to complete/fill-in (e.g., Time Off Request, Purchase Request, etc.). Unlike completed Forms that you can Search for (and that appear in the Viewer), fillable Forms appear directly under the main header.Tell me more...

Show me...

The All Forms screen allows you to locate these Forms using any of the following methods. Tell me more...

• By Application
• By Category
• As Favorites

Most of the elements you see in a Form are pretty obvious. However, if you find one you're not sure about, please refer to the list below for more information about that element.

Element	Use it to...
(Dropdown)	display list of options from which you can select one option. If the list of option si lengthy, then you can enter characters (alpha/numeric) that filter the choices and display those that match what you have entered. Show me... NOTE Sometimes a Dropdown will include an icon known as a ComboBox. Tell me more...
(Radio Buttons)	allow a single choice to be made from two or more choices. However, only one radio button can be selected at one time.  NOTE Radio buttons differ from checkboxes because while you can select multiple checkboxes, only one radio button can be selected at a time. Show me...
(Checkboxes)	generally provide multiple choices, and allow one or more selections to be made. NOTE Checkboxes differ from radio buttons while you can only choose one radio button at a time, you can select multiple checkboxes. Show me...
Sections	group information making the form more compact for easier viewing and use by limiting the need to scroll. Show me...
Tabs	group or categorize specific information may be divided to make the form more compact and easier to use (similar to Sections, as described above). These appear as "page-like" sub-divisions. Each tab can contain any of the regular controls as described here. You can click your way to each tab to review and/or complete more information in the form. Show me...
	enter one or more lines of information in a table format.   TIP Some tables include icons that allow you to add () or delete () rows. This is particularly useful if you are asked for an undefined number of answers, such as a list of references, previous addresses, or previously held positions, etc. Show me...
	provide a link from within a form that allows you to access a URL of the DocuPhasesystem (e.g., a related document that may be stored within DocuPhase, or a reference to a vendor's . The contents of the URL target are displayed in a separate window from DocuPhase. Show me...
	upload a document/file. Show me...
	add your signature (when required) to a document using your mouse, stylus, or finger (depending upon the device being used to access the Form). Show me...
	add a single line of text (alphanumeric) to be entered by the person completing the form. Show me
	enter multiple lines of text. Show me
	enter a date in a required, specific format. Because a special control is used when this icon is added to a form, all you have to do is choose the date from the calendar (), and it automatically appears in the date field in the appropriate format. Show me...
	enter an email address and have it automatically verify that it meets the required email address format. Show me...
	enter a number and have it automatically converted to a pre-determined currency format. Show me...
	enter a phone number using either of the following formats: xxx.xxx.xxxx xxx-xxx-xxxx   TIP If a format other than the ones shown above are used, an error is displayed. If this occurs, you need change the format to match either of the correct options.
	enter a requires a number or quantity (numeric only).   TIP If anything other than a number/digit is entered into this field (e.g., letters or symbols such as a decimal, pound sign, or percentage symbol, etc.) an error is displayed. If this occurs, you just need to remove the character that isn't a number.
	identify a dropdown list field that allows you to enter characters (alpha/numeric) that filter the choices and display those that match what you have entered.   EXAMPLE Let's say there's a dropdown list of over 300 vendors. It would be time consuming to scroll through a list of those 300 idenfiers. However, a ComboBox allows you to enter the first few characters of a vendors identifier (name, ID number, etc.). Any vendor matching the characters you enter automatically appears at the top of the list. You can then make your selection from there. Show me... TIP You can also type a value that is not already in the list to add it. Show me...
(Form Viewer)	view specific forms that have been generated within the DocuPhase Platform. This is generally used when you are being asked to view a form for accuracy.   EXAMPLE Let's say Security Training is required at your company. The trainer for that course may complete a form that is converted to a Certificate of Completion for each of the attendees that completed the course. The Forms Viewer is used to let each attendee review their own certificate to verify accuracy (such as date of course, spelling of name, association with the correct department, etc.).