Forms Walkthrough

Create a paperless office by taking all of your forms online. The Forms tool is one of the most robust tools in the OrgSync platform and can be used for a variety of purposes. Our simple design makes it easy to create any type of form, providing you the functionality to review all submissions and generate meaningful reports. To access the Forms tool, choose this option along your portal's toolbar. Click here if you do not see Forms as an option.

Basic Navigation

The first thing you see in the Forms tool is your existing list of forms. This includes forms created in your portal and those shared down by the umbrella (denoted with a black umbrella icon on the left side of the list). By default, forms are sorted by activity. Anytime a form receives a submissions or edits are made, it gets bumped to the top of the list. If you prefer to view an alphabetical list, this sort option will appear in the top right of the list. 

You can affect the order of forms by clicking the pin icon on the left side of the list. This will "pin" the form to the top of the list. Additionally, you can view a specific category of form if you select the Categories dropdown then choose a category.2014-07-22_1314.pngAs a basic user without admin access, if you click on a form you are brought to the form "show" page, which includes the title, description, and a big, green Begin Form button. Filling out a form is an intuitive process and you will be asked to confirm your submission before you’re done. You can always check the status of your submission under your personal requests page. 2014-07-22_1315.pngAs a form admin, if you click on a form it will take you to the Form Dashboard. You can also click on the number of pending submissions to quickly view only the pending submissions on the form. This interface displays your submission list with the most recent submissions at the top. You can search this list by name or filter by status (pending, decided, etc.). 

You can also choose to display user responses to a particular form question with the dropdown provided atop the submission list. In cases where the submitter's name is not the most relevant data for browsing submissions, this feature makes locating specific submissions an easier process. 

On the right side of the dashboard are several quick statistics about your form. This also includes the current status of the form, who originally created it, and who was the last to update it. 2014-07-22_1317.pngTo view the content of a submission, click on a user's name. On the resulting page, you are provided the option to download, print, and decide the submission. Each submission can be approved, denied, deferred or re-opened (only if the user was logged in to their OrgSync account). Deferred simply removes the pending status and is most commonly used if you’re not ready to decide the submission. Re-opening sends the submission back to the user and allows them to make changes and re-submit. If the form utilizes reviewers, each reviewer and their status will appear under the Reviewers tab. 2014-07-22_1319.pngBack on the dashboard, you are provided several additional administrative tools. On the right side of the page you are provided the ability to delete, duplicate, or edit the form. Near the top of the page you are provided two extra tabs that assist with assessment and communication. These are described in detail below.

  • Results: This page provides automatically generated graphs for each multiple choice question contained in your form. An added benefit is the Compare option, which allows you to cross-reference the responses of two questions.
  • Actions: This page allows you to perform actions based on the status of individual submissions. This includes messaging and the promotion of users.

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Build a Form

To create a new form, locate this option in the top right of the Forms list. This will take you into the form builder. At the top of the page, you’ll be prompted to enter a name and description. Keep in mind, this is the only information a user will see before filling out the form. Click here for a description of the text editor and its capabilities.

Next, click the Create Page button. Enter a name for the page and determine if you'd like to add a question or text block. A question is an element that prompts the user to take action while a text block only provides instructions or content. Like the description of the form, text blocks utilize a text editor for customization. If you decide to add a question, you'll be provided a list of element-types to choose from. See below for description of each. 

 Question Type Purpose
 Single Line Text Blank text entry usually reserved for short answers like “First Name,” etc. Selecting this choice will reveal several template elements that are pre-equipped with proper validation.
 Muli-Line Text Same function as the single line element but provides a bigger text box. Usually reserved for short answer questions.
 Number Template question designed to ask for a number.
 Phone Number Template question designed to ask for a phone number.
 Email Address Template question designed to ask for an email address.
 Website/URL Template question designed to ask for a website URL.
 Contact Information  Template question designed to ask a user for all of their basic contact information.
 Checkboxes Multiple choice question that allows users to choose more than one option.
 Radio Buttons Multiple choice question that only allows users to select one option.
 Dropdown Multiple choice question that only allows users to select one option. Answer choices do not appear until user clicks on the dropdown.
 Likert Item Multiple choice question used for assessment purposes. Click here for more information.
 Date and Time Template question that asks for a date and time.
 Date Only Template question that asks for a date.
 Time Only Template question that asks for a time.
 Payment Element that allows users to make payments through your form. If you define a price, users can determine the quantity they would like to purchase. The use of this element requires that payments are enabled in your umbrella and your organization has established a payment gateway.
 Reviewer The reviewer element allows you to pull-in outside users and have them review the form submission. This element asks the user to enter an email address, which will be sent an email notification upon submission. This email contains a link that allows the user to review and approve or deny the form. You can also attach a supplemental form for the reviewer to complete. Note: attaching a supplemental form will require the user to log in to an OrgSync account.
 Terms & Conditions Allows you to include terms & conditions that users have to agree to before they can proceed on the form.
 Upload Prompts users to upload a document -- any file type is permissible. If you prefer a specific file type, make sure to indicate this within the instructions of the element.

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For each element, you are provided additional settings. These are described in detail below.

Setting Function
Require an answer User cannot proceed with the form until they answer the question.
Admin use only Defines elements that are only available to form administrators. This can be made visible to the user is desired.
Disable question Greys out the question so users can no longer access it. Note: disabled elements are still visible to the user.
Instructions Allows you to enter additional instructions to help supplement the answering process.
Initial Value Allows you to enter text that will pre-populate the user’s answer box.
Validation Allows you to set restrictions on the answers you are willing to accept (i.e. character limits).

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Add Logic

After you’ve designed the first page of your form, add additional pages with the Create Page option. You’ll notice on every page after the first, there is a Logic option in the top right of the page’s header. Logic allows you to create custom paths for different participants by determining when particular pages show based on the answer to a previous question. This feature allows you to provide each participant with a customized question bank – they only see items relevant to them. Forms can now be as simple or complex as you need.2014-07-22_1356.pngTo begin adding logic, click the Logic button to initiate the logic builder popup. Next, choose the question where you want to apply logic. Based on the type of question you choose, a list of operators will appear. Choose the operator that best describes what you’re trying to accomplish. Depending on your choice, you may or may not be prompted to enter a third piece of information. This helps further specify the information you’re looking for. Here’s an example: show this page if the answer to “classification” (question) is “equal to” (operator) the answer choice “senior” (third step). Click Accept to complete the piece of logic.2014-07-22_1358.pngYou can add additional logic statements with “AND” or “OR” statements. “AND” statements require that both stipulations be met for the page to show. “OR” statements require that one of the stipulations be met for the page to show. When you’re satisfied with the logic you’ve set up, click Done and the applied logic will appear in a blue box above its corresponding page.2014-07-22_1358.png

Click here if you have any additional questions about form logic.

Customize Settings

After you’ve designed your form, select the Settings tab at the top of the form builder. There are four sub-tabs in this section, which are described below.

Form Setting Purpose
General Settings This is where you decide your form’s availability and set its category. The categories that populate this dropdown were created via the Manage Categories button on the default forms interface. You can also determine a maximum number of submissions per user and the dates when the form will be open.
Notified Admins Determine what users will receive a notification each time a submission comes in. The only users that populate this tab are those with manage access over the Forms tool.
Scoring Establish a group that has the ability to assign a score to each submission. Click here for more information about scoring groups.
Customize Messaging Write out custom messages for each time a form is submitted, approved, denied, or re-opened to the user.

 

Add Reviewers

After you’ve customized your form’s settings, you may want to establish a static list of form reviewers. To do this, select the Reviewers tab while in the form builder. Unlike the reviewer element within the form, these reviewers are determined by you and will receive an email notification prompting them to decide every submission. Another difference is that you cannot attach a supplemental form for these users to fill out. Below the list are the following settings.

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Setting Purpose
Ordered Reviewers Allows you to establish an order in which the reviewers will receive the notification email. The topmost reviewer will receive the notification first and once they make a decision, it will be sent to the next reviewer on the list.
Halt process on denial Stops an ordered reviewer process if one reviewer denies the submission.
Start process on submission Automatically sends the reviewer notification upon submission of the form.

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At any point during the form creation process, you can save your work in the top right of the page. You can leave the form as unpublished if you do not want users to see it. When you're ready to push it live, select the Publish option in the top right of the form builder.

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