Online Forms and Workflow Training - Intranet...

Online Forms and Workflow Training

www.intranetdashboard.com


www.intranetdashboard.com

Table of Contents

Key

Log on to the Front End1

2 Front End Fundamental Concepts

3 Log on to the Admin

4 Admin Fundamental Concepts

Admin Superuser Tasks5

6 Managing Workflows

7 Online Forms via the Admin

8 List of Field Types

LDAP Fields9

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11

Sending Online Forms to Specific People

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Online Forms via the Front End

Key Actions for Site Administrators

Glossary Webliography


www.intranetdashboard.com 1|

Each image in this handout is numbered.Each number relates to the itemindicated in the left column.

Open a new browser window, enter the intranet URL.

The intranet URL is

When this page loads I will:

Enter my details.

Authenticate automatically.

My username and password are:

Same as my computer username/password.

Different to my computer username/password.

It is

Force login screen at: http://yourintranet/cfr/user/login.aspx(Useful to know when logging in at another computer)

This is the Front End Interface for Front End (Website) Users.

Home SiteThe initial landing point for all usersof the intranet.

ApplicationsEach application performs aseparate function. Someapplications maintain intranetSTRUCTURE (e.g. LayoutManager, Nav Editor). Someapplications add CONTENT(e.g. News, iD CMS).

SubsiteAn independent ‘micro-site’ that hasits own structure, content andapplications.

The login screen will appear if you’re notauthenticated.

Home and subsites are comprised of the same elements: a specific URL, layout, navigation and applications.

Search

Breadcrumb Bar

Layout Manager controls where each element in this structure sits

User Details

Logo

Vertical Navigation Quick Links

Horizontal Navigation

Enter the intranet URL in the address bar..1

Log on to the Front End

2Front End Fundamental Concepts

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URLEvery item has its own URL.Every News article, folder,document, image and page. iDURLs follow generally the formatof: Intranet>subsite>application>folder>item.

Breadcrumb BarIdentifies the user’s current locationwithin the site. Another form ofnavigation.

Layout ManagerDefines the structure for the locationof your content.

Navigation - Nav EditorA Horizontal Nav directs usersto core areas of the intranet(typically, subsites). A VerticalNav directs users to vital contentwithin a subsite.

User DetailsThe logged-in user’s details. You canalso access personal notifications andonline forms here.

iD ThemeThe look and feel of your intranet;colors and fonts.

Welcome Screen Displays theiD Version #Necessary for logging iD Supportqueries.

Help SiteMenu-driven access tostep-by-step guides, videos andtechnical documents at:http://help.intranetdashboard.com.

SubsitesAlphabetical listing, stored inSubsite Groups. You will only seethe subsites you have access to.

Access the Admin by appending theintranet URL with ‘/admin’.

The Application Explorer is divided intotwo core areas: ‘Applications’ and‘Administration’.

Applications= Subsite Structure & Content

Administration= System Wide Changes



3Log on to the Admin

4Admin Fundamental Concepts

AFTER you’ve logged into the Front End.

Open a new browser window.

The URL of the Admin is

Requires a separate username and password (see next page for details).

This is the intranet subsystem: For Site Administrators and ContentPublishers only.

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5Application Explorer DividedInto TWO Core Areas

1: Applications: Day-to-day subsitemanagement andcontent maintenance.

2: Administration: System-wide changes,managing users,configuration settings,reporting functions.

Authenticate

Front End

Admin

URL

Subsite

BreadcrumbBar /Breadcrumbs

The intranet checks you have avalid account.

The area of the intranet that allstaff have access to.

The area of the intranet only selectedadministrators have access to.

A web address that takes you to apage, a document, an image etc.

A micro-site within the intranet.

Shows the user’s position in thehierarchy of the intranet andrelation to Home.

Logging On

GettingStartedGuide

iD Help Site

Learn how to log on to your intranet:http://help.intranetdashboard.com/gettingstarted/theplatform/login.html

The essentials of getting yourintranet up and running:http://help.intranetdashboard.com/gettingstarted/theplatform/overview.html

Step-by-step guides, videos andtechnical documentation:http://help.intranetdashboard.com



Workflow is maintained by SUPERUSERS.The application is accessed from the Utilities menu.

Workflow

A workflow can represent a current business process. Duringthe process a form will pass through initiation to completion.

As a system-wide application, Workflow can be utilized for onlineforms from any subsite.

Workflows are generic - this means that multiple forms canutilize a single workflow, then have that workflow customized atthe form level.

Superuser Admin access is required to setupand maintain workflows.

5Admin Superuser Tasks: Utilities > Workflow

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Only Superusers canaccess Workflow

Utilities

Security

Admin menu for Superuseraccess only.

Defines a Website User’s levelof access to the Front End.

Utilities

Security

Review complete list of iD Utilities at:http://help.intranetdashboard.com/systemadmin/Utilities/UtilitiesIndex.html

Understand the different securitylevels for this application:http://help.intranetdashboard.com/systemadmin/Security/OnlineForms.html

Workflow Canvas, Steps and Links.

A default suite of standard workflows are available within yourinstallation. Create new workflows or edit the defaultworkflows based on your current requirements.

A single workflow will generally be associated with multiple forms.

Key concepts:CanvasThe browser window where you view and develop the workflow.

StepsThe points in the workflow process that an item will progressthrough until completion.

LinksThe connectors from one step to another, defining which direction(s)an item can move, i.e. unidirectional or bidirectional.

ActionsThe predefined tasks run on entry and/or exit of a step, i.e.automated emails and approvals.

Set up generic emails to notify Approvers and Submitters of asubmission processing through the workflow.

Editing RightsControl which Front End users can edit an item as it progressesthrough the workflow. Options include:

Submitter – The user submitting the form; pressing the‘submit’ button will initiate the workflow.

Approver – Any user with a Security Level of ‘Editor’ or‘Full Control’ to the respective form.

Both – Includes the user that creates the item as well as‘Editor’ and ‘Full Control’ users.



6Managing Workflows

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Canvas Steps Links

Workflow System-wide application for

controlling process flow.

What is

Workflow

Workflow

Explanation available here:http://help.intranetdashboard.com/applications/OnlineForms/OnlineFormsWorkflow.html

Learn more about this powerfulapplication:http://help.intranetdashboard.com/systemadmin/utilities/workflow/workflow.html

Online Forms are created, edited and maintained from the Admin.

Online Forms Security determines which users can process a form through the workflow:

‘Read Only’ users (or higher) can submit forms.

‘Editor’ or ‘Full Control’ users can process forms through the workflow.

Security can be set at both the folder level and form. By default each form inherits security from the folder level.

A form is associated with one Workflow only.

Customize the email text for the individual form:

Emails can be customized by using fields created in a form. This allows content from the form to be dynamicallypresented within an email.

Workflows cannot be customized at the form level, only the emails sent can be customized.

Security follows an inheritance model from subsite to application.

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7Online Forms via the Admin

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Information is dynamically extracted fromthe form and displayed in the email.

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System-wideApplication

Superuserpermission

required

Subsite-specific

Applications

Online Formsuser grouppermission

required

Workflow(System Application)

1 StepApproval

2 StepApproval

2 Step Approval(Revisions allowed)

Subsite

Online FormsApplication

Folder 1

Form 1B

Form 1A

Form 1B

Form 1A

Folder 2

Customizedemails

Because workflows are generic,so are the emails set at theWorkflow level. For this reason,at the Online Form level thesegeneric emails can becustomized to suit therequirements of a particularform.

Customizedemails

How to customize emails onyour form:http://help.intranetdashboard.com/applications/OnlineForms/CustomizingEmailNotifications.html

A Check Box allows users toselect whether something istrue or false.

A Date Range Selector allowsusers to select a date rangefrom a pop-up monthlycalendar.

A Date Selector allows usersto select a specific date froma pop-up monthly calendar.

A Drop Down allows users toselect a single choice from adrop-down list.

A File allows users to uploada file to the form or view a filewithin the form.

A Free Text field allows usersto add free text to the form.

A Header is used to add aheading above the field. (Note: not available forCheck Box or Radio Buttonoptions)

A Radio Button allows users to selecta single choice from a pre-definedlist.

A Text Area can contain multiplelines of text and can be editableor read only*.

A Text Box can contain a singleline of text and can be editableor read only*.



8List of Field Types

[date]Displays the current date.

[ldap=username]Displays the current user'susername.

[ldap=givenname]Displays the current user'sgiven name.

[ldap=surname]Displays the current user'ssurname.

Allows you to pre-populate the form with information from Active Directory:

* There are a number of pre-defined default values you can add for a Text Box or Text Area. To add one, copy the appropriatepre-defined value (shown below) into the text box or text area.

Pre-defined default values:

[ldap=companyposition]Displays the current user'scompany position.

[ldap=officename]Displays the current user'soffice name.

[ldap=emailaddress]Displays the current user'semail address.

[ldap=phone]Displays the current user'sphone number.

[ldap=mobilephone]Displays the current user'smobile phone number.

[ldap=fax]Displays the current user'sfax number.

9LDAP Fields

Set the To: field to an individual’s email.

Define individual emails for a department orteam in the drop-down values.



10Sending Online Forms to Specific People

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At the Workflow-level, automated emails can be built into the entryor exit of a Step, ensuring Approvers receive the necessarymessages at the correct time. To ensure an email is sent every time a form is submitted(irrespective of the specific form content), create an email on exitof the ‘Start’ step. From here the Online Forms Administrator will:

Set security to define the Approvers who should be on this form.

Customize the text of any emails to suit the specific situation.

The following outlines two common scenarios:

Scenario 1: A situation in which the online form should be sent to a specificindividual every time that form is submitted:

Edit the online form.

Select the ‘Workflow’ tab.

Select ‘Customize’.

Select the relevant step and open the associated email.

Set the ‘To:’ field as the individual’s email address.

Scenario 2: A situation in which the online form should be sent to a specificmanager, depending on the department the user belongs to;

Edit the online form.

Select ‘Fields’, and here add a new drop-down field to yourform.

In this drop-down, add every department required.

For each department added, define each manager’s emailaddress as a ‘value’.

Select the ‘Workflow’ tab.

Select ‘Customize’.

Select the relevant step and open the associated email.

In the ‘To:’ field, type the name of the drop-down field youcreated in step 3, e.g. ‘select your Department Manager’.

The resulting action ensures that the manager selected inthe form is the manager who will receive the email.

What does the ‘Fields’ drop-down do? The Fields drop-down box is populated from thefields within your online form. Information fromthese fields can be extracted to the customizedemail by selecting the item from the drop-down.The item will be placed in the email at the currentcursor location.

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The Fields and Details drop-down menusprovide information extracted from theonline form.

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12 12What does the ‘Details’ drop-down do?The Details drop-down box includes standard information storedagainst the form and the workflow, i.e. the person who last dealtwith the form and the date/time they accessed it. Informationfrom these fields can be extracted to the customized email byselecting the item from the drop-down. The item will be placedin the email at the current cursor location.

My Forms via User Manager.

Access submissions via the OnlineForms folder structure.

My Forms

Is a central area that allows you to access forms that relateto you. Access My Forms from the User Manager via theBreadcrumb Bar.

Online Forms folder structure

Online forms are organized into a folder structuremanaged within the iD Administration. Users can accessthese online forms by browsing and navigating throughthe Online Forms folder structure via the Front End.

The Online Forms folder structure can be accessed via alink from the Clever Tools list, via Quick Links or by aNavigation item.

Viewing Submissions

Submissions of a form can be accessed and viewed fromwithin the intranet or downloaded into a csv file.

‘Editor’ or ‘Full Control’ users can view the submissions.

Access the submissions via the Online Forms folderstructure where you can select the online form and thenselect the number of submissions to view.

11Online Forms via the Front End

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Submission A form that has been completed by

a user and submitted to the system.

OnlineFormsFront End Overview

How toSubmit aForm

http://help.intranetdashboard.com/

applications/OnlineForms/

OnlineFormsOverview.html

http://help.intranetdashboard.com/

applications/OnlineForms/

FormSubmission.html



12Key Actions for Administrators

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Receive training

Log on to the Front Endhttp://help.intranetdashboard.com/gettingstarted/ThePlatform/Login.html

Log on to the Adminhttp://help.intranetdashboard.com/gettingstarted/ThePlatform/TheAdmin.html

Customize Workflows based on your requirementshttp://help.intranetdashboard.com/systemadmin/utilities/workflow/workflow.html

5Create a folder in the Online Forms application for a subsitehttp://help.intranetdashboard.com/applications/OnlineForms/ManagingOnlineForms.html

6Add a new Online Formhttp://help.intranetdashboard.com/applications/OnlineForms/CreateOnlineForm.html

7Place a link in the Navigation to the new Online Formhttp://help.intranetdashboard.com/applications/nav_editor/EditinganexistingNavBar.html

8Access the Online Form via the Front Endhttp://help.intranetdashboard.com/applications/OnlineForms/OnlineFormsOverview.html

A checklist of the key actions to perform after reading this document.

Online Forms and Workflow Training - Intranet...

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