What is WebForms?

Web Forms allows you to send, receive, and process various forms online.

You can create customized online forms such as expense reports, travel reports, purchase orders, etc. through an easy user interface, without knowing any HTML. When creating the forms, you can specify the form routing for fast and efficient approvals.

After the forms are created, everyone can submit the customized company forms online and track their forms' approval routing real-time.

1. Submit a Form for Approval

To fill out a form and submit if for approval, follow these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Apply.

   The New Application window appears.

3. Two options are available:

   To choose directly from the form list: Click on the form you want to fill out and submit for approval.

   To choose from a category: From the Category drop-down menu, select a category, and then click on the form you want to fill out and submit for approval.

4. Enter data in the form accordingly. Items with * are required.

5. Click Next.

   The Application Path window appears. The approval path has been set up by the form creator; enter the names of the users who should receive the form to approve.

6. From the Group drop-down menu, select a group with the member(s) to include in the application path.

7. From the list box, select a user.

   To bypass a field: Select Blank.

8. Click Enter to copy the name to the left field.

9. Click Next.

   The Confirm Application window appears.

10. When done, click Send.

2. Reuse Forms

If you regularly have to submit the same form and would like to copy the form with existing data in order to edit and submit, you can reuse existing forms. Follow these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms Sent window appears, which will list all the forms you've filled out and sent for approval.

2. Click the form you want to reuse.

   The Application Details window appears.

3. Click Copy & Apply (far right).

   The form selected appears.

4. Change data as desired.

5. When done, click Send.

3. Print Forms

To print a form for your records, follow these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. From the Sent, Received, or Result tabs, click a form to print.

   The Application Details window appears.

3. Click Print View (far right).

4. From your Internet browser toolbar, print the form.

4. Approval/Decline Routed Forms

Users can submit forms for approval; if you have been chosen as part of the approval route, you will receive the form in your Pending Web Forms area. You should approve/decline the form to continue routing the form.

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click the Pending tab.

   If you have forms to be processed, they will be listed. If you have no pending forms, there will be no listings.

   Note: You can access pending forms from your Portal Page: On the Portal Page, go to the Messages to You/User Information section. If you have pending forms, click the You have _ pending forms to process message. The Web Forms pending list appears.

3. From the Pending window, click a form.

   The Application Details window appears for your review.

4. Two options are available:

   To approve: Click Approve.

   To disapprove: Click Decline.

   To add comment, fill in text box.

5. Delete Forms from Your Received List

Your Received tab shows all the forms you have ever approved as part of the routing process.

If you want to delete a form from this list, it will only remove your copy of the form from this tab.

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click the Received tab.

   The Received window appears.

3. Click a form.

   The Application Details window appears.

4. Click Delete (far right).

   Be sure you want to delete as this action cannot be undone.

5. When done, click Yes to confirm.

6. Search Forms

To search Web Forms for a particular form, follow these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. From the Sent or Received tabs, click Search.

   The Search window appears.

3. Set the search criteria.

   Form Name: Search by category or by keyword.

   • For categories, select a category from the drop-down menu.
   • For keywords, select Others from the drop-down menu, and then type a keyword in the text box.
   • For searching all forms, select Others from the drop-down menu, and then leave text box blank.

   Form ID: Search by Form ID.

   Subject: Search by specific topic.

   Status: Search by status--Pending, Approved, or Declined.

   Date (Time Period): Search by a specific time period.

4. When done, click Search.

7. Set Up Form Categories

Form Categories help you organize and manage all the company forms available to all users.

Form categories can only be set up by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, set up form categories following these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click Form Category Setting.

   The Form Category Setting window appears.

4. Choose an option:

   To add a new category: Click Add, enter a category name, select forms to include in the new category, click Add, and then click Register.

   To edit a category (rename): From the list box, select a category, click Edit, enter a new category name, and then click Edit.

   To delete a category: From the list box, select a category, click Delete, and then click Yes to confirm.

8. Add New Forms

Web Forms administrators can add custom online forms to be used by all users in your company. This tool allows you to create forms without any programming or HTML skills. Once forms are created, they can be filled out by any user, and routed to the appropriate users for approval.

New forms can be added only by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, add a new form following these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click Add, Edit, and Delete Form.

   The Add, Edit, and Delete Form window appears.

4. Click Add.

   The Add Form window appears.

5. Enter a form name.

   From the Form Category drop-down menu, select a category, if needed.

   In the Description field, enter a description, if needed.

6. When done, click Add.

7. To Set up Form Items to continue building your form see the Web Forms chapter "Set Up Form Items".

9. Set Up Form Items

To continue building your new form by adding text boxes, check boxes, pull-down menus, etc., follow these steps:

(If you have not yet set up your new form, click Previous to get to Step one in these instructions.)

Note: New forms can be added only by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

1. From the Form Item Setting box, click Add.

   The Add Form Item window appears.

2. From the Data Type drop-down menu, specify the type of item you want to create. Then, click Next.

   The following are explanations of each item:

   Text (String): Creates a one-line text field.

   • Add Item Name.
   • Add the number of characters to display.
   • Add a comment if you want text to appear below the field.
   • Check required if you want the field to be a required field in the form.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Memo (Multiple Lines): Creates a multiple line text field.

   • Add Item Name.
   • Add the size of the text field.
   • Add a comment if you want text to appear below the field.
   • Check required if you want the field to be a required field in the form.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Number: Creates a field for numbers, which can be used in auto calculation, arithmetic operation, or sum fields later in the form.

   • Add Item Name.
   • Add the default value to appear in the field.
   • Add the unit to be displayed next to the number (such as $).
   • Add a comment if you want text to appear below the field.
   • Check right-aligned if you want the field to appear lined up on the right side of the form.
   • Check required if you want the field to be a required field in the form.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Date: Creates pull-downs for day, month and year.

   • Add Item Name.
   • Add the default value of the date.
   • Add a comment if you want text to appear below the field.
   • Check required if you want the field to be a required field in the form.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Check Box: Creates a check box.

   • Add Item Name.
   • Set default value as checked or not checked.
   • Add a comment if you want text to appear below the field.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Radio Button: Creates a list of items radio buttons.

   • Add Item Name.
   • Add the values in the radio button list.
   • Add a comment if you want text to appear below the field.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Pull-down Menu: Creates a drop-down menu of items.

   • Add Item Name.
   • Add the values to appear in the pull-down list.
   • Add a comment if you want text to appear below the field.
   • Check required if you want the field to be a required field in the form.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Attachment: Creates the capability to attach files. You can create one attachment capability per line.

   • Add Item Name.
   • Add a comment if you want text to appear below the field.
   • Check required if you want the field to be a required field in the form.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

   Auto Calculation: Allows you to set the functionality to calculate numbered items automatically.

   • Add Item Name.
   • Add the unit to display (i.e. $).
   • Add a comment if you want text to appear below the field.
   • Arithmetic Operations: Allows you to select a numbered item or an auto-calculation item and perform an arithmetic operation (i.e. +, -, x, /). You cannot select this if you have not previously selected a number or an auto-calculation item. Choose a field from the pull-down menus or enter a constant number for the calculations.
   • Sum: Allows you to select numbered items to be calculated for a sum. Select number fields and click Add to include the numbers in the Sum.
   • Click Right-Aligned to line up calculations on the right side of your form.
   • Click Hide Calculation... to show only the results of the calculation.
   • Click List the item next to the previous one .... to format your field in the form.
   • Click Add.

3. Repeat adding form items until your form is complete.

4. To view your form as it is created, click Form Preview on the Form Item Setting page.

   • Click Back to Form Information to continue adding fields or to complete your form.

5. When you have created all your form items, add your Path Options to set the form routing path. When users submit the form, it will be routed based on the path you select.

   • To add a title only, click on a title in the Path Options and click Add.
   • To add routing to multiple people (set in the order created), choose multiple titles from the Path Options.
   • To associate specific names to the titles, so that users would always route the form to the same person, click Default User Setting.
   • Use the Group pull-down menu to find the user who you want to associate with the title.
   • Click enter to associate a name with the title.
   • Click Back to Form Information.

6. When you are completely done creating form items, you have chosen your application path setting, and you have previewed your form and you are satisfied with the functionality and formatting, your form is complete. Click Back to Form List.

10. Import/Export Forms

Web Forms administrators can add custom online forms to be used by all users in your company. This tool allows you to create forms without any programming or HTML skills. You can either create a form using Web Forms, or you can import an existing form into Web Forms.

Once forms are created, they can be filled out by any user, and routed to the appropriate users for approval.

New forms can be added only by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

You can also export the Web Form data.

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click Add, Edit, and Delete Form.

   The Add, Edit, and Delete Form window appears.

4. Click Import/Export Form Data.

   The Import/Export Form Data window appears.

5. Choose an option to import or export:

   To import form data from a CSV file: In the Import Form Data from CSV File field, click Browse, enter a file name, and then click Import.

   Be sure your CSV file contains data as specified in the Item Order in CSV File document. Read this carefully to successfully upload your form information.

   To export form data to a CSV file: In the Export Form Data to CSV File field, from the Form Name drop-down menu, select a form, and then click Export.

11. Copy Forms

If you need two forms that are similar, you can copy and existing form and edit it to create a new form.

Note: Forms can only be copied by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, copy a form following these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu appears.

3. Click Add, Edit, and Delete Form.

   The Add, Edit, and Delete Form window appears.

4. From the list box, select a form to copy.

5. Click Copy.

   The Copy Form window appears.

6. Edit the form as desired.

   From the Form Category drop-down menu, select a category, if needed.

   In the Description field, enter/edit a description, if needed.

7. When done, click Add.

8. To edit Form Items or Application Path Setting, see Set Up Form Items help.

9. When your form is complete, click Back to Form List.

12. Editing Forms

Forms can only be edited by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, edit a form following these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click Add, Edit, and Delete Form.

   The Add, Edit, and Delete Form window appears.

4. From the list box, select a form to edit.

5. Click Edit.

   The Edit Form window appears.

6. Choose an option:

   To edit form items: From the Form Item Setting area, select an item, click Edit, edit the form item accordingly, and then click Save.

   To add form items: From the Form Item Setting area, click Add, select an item from the drop-down menu, click Next, enter item data accordingly, and then click Add.

   To edit the application path: From the Path Options field in the Application Path Setting area, select an option, and then click Add to copy the item to the Application Path field.

7. When done, click Back to Form List.

13. Delete Actual Forms

With this operation, an actual form will be deleted. An official Request For Approval (RFP) is usually required and is stored for a certain time period. We strongly recommend that you perform a data backup or export the form data before deleting.

Forms can only be deleted by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, delete a form following these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click Add, Edit, and Delete Form.

   The Add, Edit, and Delete Form window appears.

4. From the list box, select a form to delete.

5. Click Delete.

   The Delete Form window appears.

6. When done, click Yes to confirm.

14. Change the Order of Displaying Forms

The form order of display can only be changed by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, change form order following these steps:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click Add, Edit, and Delete Form.

   The Add, Edit, and Delete Form window appears.

4. From the list box, select a form to move.

5. Choose an option to move the form up or down:

   To move up: Click Up Arrow.

   To move down: Click Down Arrow.

15. List All Application Records

For easy review of all forms submitted, approved, declined to/from all users, Web Forms Administrators can see a history list of all forms on one page.

This list can only be viewed by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, view the list of all application records as follows:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Complete List of Forms

   The Complete List of Forms window appears.

3. Click Administrator Menu.

   The Administrator Menu window appears.

4. Click List of All Application Records.

   The List of All Application Records window appears.

5. Form Status

   Status
   Approved	The Form was approved and completed.
   Declined	The Form was declined and completed.
   Pending	The Form is awaiting an approval by a user, selected for Path.
   Applying	The From is being applied by a user.

16. Search All Forms

All forms can be searched only by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, search the list of all application records as follows:

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click List of All Application Records.

   The List of All Application Records window appears.

4. Click Search.

   The Search window appears.

5. Set the search criteria.

   Form Name: Allows you to search by category or by keyword.

   • For categories, select a category from the drop-down menu.
   • For keywords, select Others from the drop-down menu, and then type a keyword in the text box.
   • For searching all forms, select Others from the drop-down menu, and then leave text box blank.

   Form ID: Allows you to search by Form ID.

   Subject: Allows you to search by specific topic.

   Date (Time Period): Allows you to search by specific time period.

6. When done, click Search.

17. Export Application Data

If you wish to save all the data from routed forms submitted by users' to a CSV (comma separated value) file, you can easily export data by individual user, time frame, or status.

Application data can be exported only by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

If you have Web Forms Administrator privileges, export application data to a CSV file as follows:

1. From the Portal Page, click WebForms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu appears.

3. Click List of All Application Records.

   The List of All Application Records window appears.

4. Click Export to File.

   The Export Application Data window appears.

5. Specify the application data to export as follows:

   Form Name: Enter the title of the data to export.

   Form ID: Enter the range of form IDs to export.

   Subject: Enter a specific topic or keyword.

   From: Enter the name of the person who originated the data.

   Status: Enter status information--Pending, Approved, or Declined.

   Date (Time Period): Enter a specific time period of the data to export.

6. Click Export.

   The download location window appears.

7. Select a location.

8. When done, click Save.

18. Set Up Application Path Options

When creating forms, Application Path Options are used to specify to whom the form should be routed for approval. Specific user names can be associated with the options when creating the forms, but the options (set up here) must be chosen first.

Application Path Options can only be set up by users who have Administrator privileges for the Web Forms application. These privileges are set up by the system administrator. See Set Up the Administrator Group for a step-by-step guide on how to give users Web Forms Administrator rights.

1. From the Portal Page, click Web Forms on the Office 4 menu.

   The Web Forms window appears.

2. Click Administrator Menu.

   The Administrator Menu window appears.

3. Click Application Path Option Setting.

   The Application Path Option Setting window appears.

4. Type a new name directly in the list box. The names will appear in the form drop-down menu in the order listed here.

5. When done, click Save.

19. View Web Form Messages on Your Portal Page

(User Settings)

You will see Web Form messages in your User Information box on your Portal Page, if you have that module activated on your home page.

Note: To activate User Information on your Portal Page, see Portal Page Help.

To view your Web Form messages on your portal page, follow these steps:

1. On the Portal Page, go to the Web Forms section.

2. Web Forms messages will be displayed in the following instances:

   When others send you forms that need your approval:

   “You have ## Pending Applications to Process” will appear.

   When a result for your form is returned:

   “You have ## Results for Your Application” will appear.

20. General Settings

(System Settings)

As a system administrator, you can modify the Web Forms general settings for all users.

1. From the Portal Page, choose Web Forms > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select General Setting.

2. From the drop-down menu, select a maximum number of forms to display per screen.

3. Check the List Form ID box to affix a form ID on each form.

4. When done, click Save.

21. Set Up the Administrator Group

(System Settings)

To add/edit/delete custom Web forms for your company, users must have Web Forms Administrator privileges. These privileges are set up by the system administrator.

As a system administrator, select users to be Web Forms Administrators as follows:

1. From the Portal Page, choose Web Forms > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Administrator Group Setting.

2. To assign all registered users to the Administrator Group, click the Include all registered users in Administrator Group radio button.

3. To assign specific users to the Administrator Group, click the Select users in Administrator Group radio button.

   • Select the groups to include from the drop-down menu.
   • Click specific users to add.
   • Click Add to move the names to the left field.

22. Set Access Permissions

(System Settings)

The following is the list of access permissions for Web Forms. Non-Registered users are "guest" users who are not registered in System Setting.

Setting Items	Non-Registered Users	Registered Users	Administrator Group	System Administrator
Delete Forms Data from Sent/Received List	No	Yes	Yes	-
Search Forms	No	Yes	Yes	-
Set/Edit/Delete Categories	No	No	Yes	-
Create/Edit/Delete Forms	No	No	Yes	-
Register/Edit/Delete Titles	No	No	Yes	-
Forms Data List	No	No	Yes	-
Export Forms Data	No	No	Yes	-
Setting Administrator Group	No	No	No	Yes

These permissions cannot be edited.