In order to be able to view Forms Admin, you must have the role Administrator - Forms/Tasks which is allocated via User Administration.
Administration for Forms is completed by clicking Workplace Central in the navigation panel and then clicking on the Admin link in the far right of your screen.
Click on the Forms tab and all the forms you have configured will appear and from here you can:-
- Preview a Form
- Allocate / view Owner and Manager's
- Add or Delete a User/s from an Email Notification
- View Email Notifications
- View Workflow / Approval Process
- Generate Form Links
- Export the Form Fields into .xls or .csv files
Form Preview
To review the questions/information on a form, locate the specific form from the list and click on the 'Preview' icon.
This will bring up a preview of the form for you to review. Please note that the formatting may display differently in the in this view.
Owner and Manager's
- By default, User's can only see forms they have submitted or if a workflow / approval process has been configured and it is at your approval step you will be able to see that form.
- If a User needs to be able to view within Workplace Central any other User's submitted form/s they need to be the Owner or a Manager of that form.
- The Owner and Manager/s of the form can also re-open a finalised form with workflow / approval process.
- To allocate the Owner and Manager/s of a form, locate the specific form from the list and click on the pencil icon on the far right hand side.
Choose the Owner tab and tick the single user or choose the Managers tab and choose multiple Users. Once the Users are chosen, click on the 'Save' button.
Email Notifications
For each form, email notifications can be configured based on different criteria. With so many different email options, as part of your Licence Fee our Support Team will assist and build these notifications to ensure that you achieve the result you are after - please contact support@ermonline.com.au for more information.
You can however review and amend these notifications once they have been built by locating the specific form from the list and clicking on the pencil icon on the far right hand side.
All email notifications can be seen via the 'Notifications' tab.
To add or delete a User from a Notification
Review the 'Description' field for each notification and then click on the pencil icon to open the one you want to amend.
The majority of notifications will be configured using the 'Other Users Email' block so scroll towards the bottom of the pop up window and all existing email notification recipients will be ticked.
Tick or untick as required and then scroll to the bottom and click on the 'Save' button which will save the recipient changes.
Scroll to the bottom and click on the 'Save' button next to save the entire configuration.
All changes take effect immediately.
Workflow and Email Notifications Summary
To view any workflow / approval processes OR email notifications, click on the 'Workflow & Notification Summary' icon and the information will be displayed in a pop up box.
To have any workflow / approval process changed, please contact our Support Team.
Forms Links
Links can be generated for any form by clicking on the 'Links' icon.
How you intend to use the link is very important as you have the option of two types of links:-
- Internal Link (for internal intranets and portals)
This link will automatically take users to the form if you have single sign-on installed or are already logged into ERM.
If neither of the two conditions above are satisfied, the user is taken to the ERM logon page where a username and password is required to logon
- External Link ( for websites or for links in documents for the wider community)
This link will automatically take users to the form via an encrypted username and password.
Copy the details for the required link and paste where required.
Exporting the Form Fields
From time to time you may want to export data from a particular form by clicking on the 'Export' icon.
You now have the choice to enter any data filters required.
Click on the button of the type of export you are after and the file will be emailed to the address noted.