information technology services...eforms‟ user‟s guide cincinnati state page 4 of 44 overview...

Revised: 6/11/2012

INFORMATION TECHNOLOGY SERVICES

eForms’ User’s Guide

Revised: 6/11/2012

Table of Contents Overview ....................................................................................................................................................... 4

Menus ........................................................................................................................................................... 4

Main Menu ................................................................................................................................................ 4

Owner Forms ......................................................................................................................................... 5

Reviews Pending ................................................................................................................................... 5

Processing Pending ............................................................................................................................... 5

Search for forms .................................................................................................................................... 5

Delegates .............................................................................................................................................. 8

Settings .................................................................................................................................................. 9

Preferences ......................................................................................................................................... 10

Submit a form ..................................................................................................................................... 12

Recent enhancements ........................................................................................................................ 12

Contact Webmaster ............................................................................................................................ 12

User’s Guide ........................................................................................................................................ 13

Training Manual .................................................................................................................................. 13

Users ................................................................................................................................................... 13

All Forms ............................................................................................................................................. 13

Modify Form Routing .......................................................................................................................... 13

Form Owners Menu ................................................................................................................................ 13

Form Properties .................................................................................................................................. 14

Elements ............................................................................................................................................. 14

Order Elements ................................................................................................................................... 14

Processors ........................................................................................................................................... 14

Reviewers ............................................................................................................................................ 15

Preview ............................................................................................................................................... 15

Navigate Elements Menu ........................................................................................................................ 15

Elements Menu ....................................................................................................................................... 15

Form Owners............................................................................................................................................... 15

Create a new form .................................................................................................................................. 15

Setting form properties ....................................................................................................................... 16


eForms‟ User‟s Guide Cincinnati State of 44

Elements ............................................................................................................................................. 21

Edit an element ................................................................................................................................... 22

Calculation Elements ........................................................................................................................... 29

Copy an element ................................................................................................................................. 30

Advanced (Element) Edit ..................................................................................................................... 30

Ordering Elements .............................................................................................................................. 31

Adding Processors ............................................................................................................................... 32

Adding Reviewers ................................................................................................................................ 33

Copy a form ............................................................................................................................................. 34

Reviewers and Processors........................................................................................................................... 34

Submitters ................................................................................................................................................... 37

Search and Submit a Form ...................................................................................................................... 37

Your Submitted Forms ............................................................................................................................ 42

Your Un-Submitted Forms ...................................................................................................................... 43

eForms Administration ........................................................................................................................... 43

View my frequently used forms (#) ........................................................................................................ 44

Search all forms ....................................................................................................................................... 44



Overview eForms is a way to get rid of all those cumbersome paper forms the College uses and replace them with

electronic versions. The eForms application comes in three parts:

1) eForms administration allows you to build electronic forms with no programming experience. An eForm author can add items to forms such as text boxes, check boxes, drop lists, etc, to allow the user to complete a form and submit it. eForms also has a built in routing and review process . As a form owner (a creator of a form), you determine the review process, if any, for your forms. Once the form is submitted, the first reviewer is notified via e-mail that they have a form pending their review. The reviewer clicks on a link which takes him or her to forms needing review and approval. After the reviewers approve the form, the form is automatically routed to the next reviewer.

2) The second part of eForms is a collection of completed forms that campus users can complete. There is a search feature that allows the user to find a needed form.

3) Finally, there is an archival function to eForms. All completed and approved forms are stored in an electronic archive. This archive is searchable and provides the needed audit trail for College business purposes.

There are four different “user types” of eForms:

Form Owners

These are people who create and maintain forms.

Submitters

Of course, there are people who submit the forms that form owners create.

Reviewers

These are people who review and approve or decline a form

Processors

These are people who take some action because a form is approved. They may enter data into

another system based on data in the submitted form.

Menus

Main Menu The Main Menu is on the left side of the eForm workspace. This is a dynamic menu, in that it displays

only the items you have permission to view. Below are two examples of how the Main Menu may appear.



Owner Forms This link will show you the forms you have created or are maintaining. This link will be displayed only if

you have Owner Form permission.

Reviews Pending

This link will show you the forms that are pending your review. This link will be displayed only if you have

Reviewer permission.

Processing Pending This link will show you the forms that are pending your processing. This link will be displayed only if you

have Processor permission.

Search for forms This link will allow you to search for any submitted form. This link will show if you have Admin Search

permission.



You can search using any or all of the search criteria. The example above is searching for all Purchase

Requisition - ITS forms submitted in the past month. The results for this search are below.

There are instances where you may want to view more information in the search results. To do this,

select the checkbox.



Using the checkbox does take a bit more time to return your results, but you do see more

information. When you search using this checkbox, you see all form elements where the form owner has

selected the Summary property.



Delegates

Delegates is eForms‟ implementation of a “backup system”. Everyone should send the Webmaster of

eForms a list of people who they want to backup them up. Once you are in the system as a delegate, you

will have the ability to “alias” as the people you backup and perform work for them while they are on

vacation, sick, or out of the office for any reason. If you or the person you are backing up has system

administrator permissions, these will be disabled while you are acting as a delegate. NOTE: For security

reasons, all work you do as a delegate will be tracked by your network ID.

To view your list of delegates, click the Delegates link from the Main Menu.



The My Delegates List is the people you backup. Select the person who you want to “alias” as and click

the Submit button. You will then see the forms and assignments (reviews pending and processing

pending) for the person you selected.

Once you are finished as a delegate for that person, click the Delegates link from the Main Menu again.

eForms shows you as the actual user and who you are delegating as. You can resume working as

yourself (by clicking the Resume as myself button) or select someone else to delegate for (by clicking

the Delegate for another button).

Settings Settings allows you to test eForms in the Editing database. To do this, select Editing and click the Submit

button. To change eForms back to the Live database, select Live and click the Submit button.



Preferences

Preferences allow you to create two types of frequently used lists.

Frequently Used Reviewers Frequently Used Reviewers allows you to build your list of reviewers so you don‟t have to scroll through

all eForms reviewers. To build your list of reviewers, click the link from the Main Menu.

Select a reviewer from the list and click the Add button. Click Enable Frequently Used Reviewers to

enable this feature.

Open a form that is pending your review or process. You will see the list Seek additional review from now

displays your frequently used reviewers. To view the entire list of reviewers, click the .



Frequently Used Forms

Frequently Used Forms allows you to quickly navigate to the forms you use most often. To build your list

of forms, click the link from the Main Menu. Select a form from the list and click the Add

button. Click Enable Frequently Used Forms to enable this feature.

Click from the Main Menu. Your frequently used forms will display without having to

search.



Open a form that is pending your review or process. You will see the list Seek additional review from now

displays your frequently used reviewers. To view the entire list of forms, click the link.

You can also click the to make changes to your list.

Submit a form This link is simply a link to the search page to search and submit a form. This menu is displayed for

everyone who has permission to view this website.

Recent enhancements Shows a summary of the most recent enhancements that have been made to eForms.

Contact Webmaster This link allows you to submit a question of comment to the webmaster. This menu is displayed for

everyone who has permission to view this website.



User’s Guide View the entire user‟s guide manual

Training Manual View the training manual.

Users This link allows you to view/add/edit users of the system and set their permissions. This link will show if

you have Admin Search permission.

All Forms This link allows you to view all forms in the system. If someone is having a problem, this helps to

research it without having to be at the user‟s machine. This link will show if you have Admin Search

permission.

Modify Form Routing This link allows you to change the routing of an existing form. This link will show if you have Admin

Search permission.

NOTE: Most people will not have the System Admin Tools section of the Main Menu. This is for users

of the system that have Admin permissions.

Form Owners Menu The Owner Forms page shows the form that you own.



Once you click a form, you will see the Form Owners menu.

Form Properties Click this link to view/edit the general properties of a form.

Elements

Click this link to view/add/edit the elements of a form.

Order Elements Click this link to re-order how the elements appear on a form.

Processors Click this link to view/add/edit the processors of a form



Reviewers Click this link to view/add/edit the reviewers of a form.

Preview Click this link to preview the way you form will look to a user. In “preview” mode, the form will have the

“grids” menu. This will allow you to show the grid lines that separate each element. This helps when you

are having trouble getting your form to look like you want.

Also, the submit buttons at the bottom are disabled during “preview” mode.

Navigate Elements Menu The menu below is displayed when you are editing an existing element. To navigate through your

elements, you can either click one of the elements from the Element: drop list, or scroll through them

using the Previous and Next buttons

Elements Menu The menu below is displayed on the same page as the Navigate Elements menu.

To add a new element, click the image at the top of the elements. You can also copy an element

from an existing element by clicking the image. For more advanced editing, click the

image. To delete the element, click the image. There is more information for

each of these processes later in this document.

Form Owners Form owners are individuals who have permission set within the eForms system to create and maintain

forms. If you do not have Form Owner permission, you will not see the Owner Forms menu item in the

Main Menu. These users can add and remove items on a form (called elements). They can add/remove

reviewers and processors and determine who can submit a form.

Create a new form

To create a new form, click the link on the Owner Forms page. The Form Properties page will be

displayed.



Setting form properties Since the Form Properties page has so many properties, they will be broken down into a few different

“sections” for easier understanding. The first “section” contains the following general form properties:

Form Types

This is to determine the type of form. The selections for Form Types are:

External Select this type if you have an existing form that is outside the architecture of eForms, but you

want a link to that form to show in list of forms when a user searches for an eForm. An example

of this is the Online Application for Admission. This form is a stand-alone form, not developed

within eForms, appears in the list of forms when a user searches. When they click on the form in

the search results, they are taken to the Online Application for Admission.

Standard A majority of the forms created in eForms are Standard forms. This is a form that a form owner

creates and maintains.

Template A template is a form that is created (by form owners who have Template Owner permission) to

allow other form owners to create a new form based on this template. The primary use of a

template is to create a standard template that multiple areas of the College can use, but not have

to maintain as time changes. For example, if a timesheet template is created, any form owner

can create a template form based on that timesheet template. There is more information about

Template Forms below.

Template Form A template form is a form that is created based on an eForm Template. Using the example in the

Template section above, a timesheet template can be created (for example Timesheet –

Contractual). A form owner can then create a Template Form (for example, Timesheet –

Registrar). The form owner of the Timesheet – Registrar does not have to worry about the

elements of the form since they are locked. If the elements change in the template, they will

automatically change in all template forms. They Timesheet – Registrar form can have their own

list of reviewers and processors. This allows the Timesheet – Registrar form to have Jane Doe

and John Smith as the reviewers and the Timesheet – Programmers can have the reviewer John

Doe. The owner of the new template form can change the following properties:

User Group Form Name Enabled Searchable Enable reviewer, processor, and submitter emails



Automatic Export

Form Templates

This drop-list is only accessible if you select Template Form from the Form Types drop-list. This contains

all the templates currently created in the system.

User Groups

This selection determines what type of user group will have access to the form. The selections for User

Groups are:

Group Select Group to give access to this form to the Registrar‟s office or Employee‟s, or a combination

of multiple groups. If the user is not in the groups selected, they will not have access to the form.

These groups are defined in Windows Active Directory. Active Directory is maintained by

Networking & Infrastructure and the Help Desk. If you select Group, you will have to click the

icon above the User Groups drop-list that will appear after you save the form to select your

group(s).

Public Select Public to give access to the general public. There are no restrictions to who can submit a

public form.

Specific Users Select Specific Users to give access to people across multiple groups, when you don‟t want to

give access to the entire group. If you select Specific Users, you will be able to click the icon

above the User Groups drop-list that will appear after you save the form to select your specific

users(s).

Categories

The selection here puts your form in a category for the user to search. If you select „Students‟ from the

Categories list, the user can select „Students‟ when they are searching for a form and your form will

display in the results.

Form Name

This is the name of your form that will display to users.

External URL

This property is only available if you select External from the Form Types drop-list. This allows you to

enter a URL for the external form. When the user selects this form after a search, they will be redirected

to this URL.

Columns



This determines the number of columns your form will have. The elements you enter will be placed into

the number of columns you select here. After you select the number of columns and save, the icon

will appear above the Columns drop-list. You can then select the widths of those columns.

The second “section” contains the following text properties

Standard Fields Title

If you select Require Name, Require E-mail, or Require Phone from the properties at the bottom of Form

Properties page, your form will get a “Standard Fields” sections at the top of your form. This field allows

you to determine the title of this section. It is defaulted with “Your Information”.

Starting Instructions

The Starting Instructions appear in 2 different places in eForms. First, they appear with the form name in

the results when a user searches for a form. After they select the form, they appear again at the top of

the form.

Final Instructions

These are the instructions that appear when the user submits the form. If you don‟t put anything here, the

only message that appears is “Thank you. Your form has been submitted.‟

Completed Instructions

This is the message that appears to the user in the email that is sent to them when their form is

submitted, approved by all reviewers and processors. This message is only used if you select Enable

Submitted Email at the bottom of the Form Properties page.

Disabled Instructions

This message is used when your form is disabled. You would disable your form if you had a specific

timeframe that you expect users to submit it.



The third “section” contains the following checkbox properties:

Enabled

Checking this property allows users to view and submit this form. Un-check this property to “turn-off” a

form. You may want to do this while you are updating the form, or when you want to disable a form for a

time.

Searchable

Checking this property allows users to search for your form. It does not determine if someone can submit

this form. This property is useful when you have a public form but you want to restrict the visibility of the

form. Maybe you have sent out emails or post cards asking people to register for an event and you only

want people who received the email or post card to get to the form. NOTE: This does not restrict users

from submitting the form. It only restricts the visibility of the form.

Require Standard Name

Checking this property will automatically add a name section to the top of your form. The heading of this

section will be the text you put in the “Standard Fields Title” text box. This will automatically add First

Name, Middle Name, Last Name and Suffix. This is one of the four “Standard Fields”. It is important to

use this name field instead of creating your own elements to handle the name. This “Standard Name”

field is used in e-mail notifications to the submitter. Although you could add you own name elements, the

system wouldn‟t know to use these elements in the e-mail notifications.

Require Standard E-mail

Checking this property will automatically add an e-mail section to the top of your form. The heading of

this section will be the text you put in the “Standard Fields Title” text box. This is one of the four

“Standard Fields”. It is important to use this e-mail field instead of creating your own elements to handle

e-mail. This “Standard E-mail” field is used to send e-mail notifications to the submitter. Although you

could add you own e-mail element, the system wouldn‟t know to use this element in the e-mail

notifications.

Require Standard Phone Number

Checking this property will automatically add a phone section to the top of your form. The heading of this

section will be the text you put in the “Standard Fields Title” text box. This is one of the four “Standard

Fields”. The “Standard Phone” field isn‟t important to the system like the name and email standard fields.

It was added because it was assumed that many forms would have a phone number.



Default Standard Directory Info

Checking this property will automatically populate the Standard Fields with the user‟s information. This

will only occur if the form is not for the general public. It must be for specific users or for specific groups.

Enable Office Use Only

This feature allows you to include “Office Use Only” elements on your form. These elements are not

editable by the submitter of your form. Only reviewers and processors can edit the data in these

elements.

Require Standard College ID

Checking this property will automatically add a text box for College ID in the top section of your form. The

heading of this section will be the text you put in the “Standard Fields Title” text box. This is one of the

four “Standard Fields”. The “Standard College ID” field is very important to the system. The Datatel

Colleague “Person ID” will be pre-populated into this field.

Apply spacer between form rows

This property determines the amount of space that is automatically applied between each “row” in your

form. If this is check an “empty spacer” row is added between every row on your form. For many forms,

you do would want to select this check box.

There are times where you may not want to automatically put spacer rows. The example below has this

check box “uncheck”. Notice how the rows are closer together. If you want spacer rows in other areas of

the form, you must add a Spacer element and have that element span all the columns of your form.

Enable Reviewer E-mail

Checking this property will send an e-mail notification to reviewers when they have a new form to review.

There is also an “E-mail Enabled” check box when a reviewer is added to a form. If that is not check, the

reviewer will not get an email even if the Enable Reviewer E-mail property is check on this page.

Enable Processor E-mail



Checking this property will send an e-mail notification to processors when they have a new form to

process. There is also an “E-mail Enabled” check box when a processor reviewer is added to a form. If

that is not check, the processor will not get an email even if the Enable Processor E-mail property is

check on this page.

Enable Submitter E-mail

Checking this property will send an e-mail notification to a submitter when their form is complete. That is,

when all reviewers and processors have approved the form.

Action Required for processing

Check this property if the form is to “stop” until a processor has approved it. Do not check this property if

you want the processor to get an e-mail regarding the form, but you don‟t want the form to be pending

their review. You may only want to notify them of the submitted form.

Automatic Export

Check this property to have the data from a submitted for to be written to an Excel spreadsheet. Only

forms that have been approved will be written to this file. This allows a form owner to sort and manipulate

their data in any way. It is also useful if the data is to be exported into another system. NOTE: If you add

or remove elements, you will want to purge your export file. This is necessary because the headers in the

export file are only written 1 time. The added or removed element labels will not be in the file. The

submitted data will still be there but it may be difficult to read. If you purge your export file, the file will be

e-mailed to you for your backup. The View and Purge links will be disabled (grayed) if there are no forms

submitted.

Display Office Use Only to Submitter

Check this property if you want to allow the submitter to view the office use only fields. These fields are

always read-only to the submitter.

ImageNow Interfacing

Check this property if you want to automatically send submitted form to ImageNow after the form is

approved by all reviewers and processors. An image will be created from the submitted form and placed

in a specified ImageNow folder. There will be an ImageNow process that monitors that folder and will

import the submitted form image, along with all attachments. That process will then delete the form

image and attachments. For more details, view the process flow diagram for the eForms/ImageNow

interface.

Elements An element is a component on a form. This may be a text box, check box, drop list, line, label, etc.

These are the items the submitter uses to complete a form. To view/add/edit the elements on your form,

click the Elements link in the Form Owner‟s menu. The Elements page will appear.

http://webapps.cincinnatistate.edu/cstate_edu/eforms/eFormsImageNowInterfacingProcessFlow.pdf



You can toggle between standard elements and office use only elements by clicking the

link and the link.

This is the complete list of elements on a form. Four properties of an element are shown: Element Name,

Type, Required, Enabled. To add a new element, click the image at the top of the elements. You

can also copy an element from an existing element by clicking the copy image. For more

advanced editing, click the advanced edit image. There is more information for each of

these processes later in this document. To view/edit an element, click the element name. To delete an

element, click the delete image for that element.

Edit an element To edit an element, click the element name on the Elements page. Standard and Office Use Only

elements can be accessed from the Elements page.



Element Name

This is the text (label) that displays to the user directly above the element. This is always displayed

above the element unless Hide Label is selected.

Element Description

This property is used in several different ways for different elements. Below is a summary of the way

each element uses this property.

Element Type Usages

Attachment Displays to the left of the browse button for the attachment. This cannot be hidden

Check Box Displays as the text to the right of the check box. The user can click on this text to check/un-check the box

Date, Text Box, Network ID, Calculation, Number, Hyperlink

Use as a tooltip when the user “hovers” the mouse over the element.

Droplist N/A

Label Displayed under the label for a Label element. If Hide Label is selected, only the description is displayed.

Line N/A

Multi-select list N/A

Spacer N/A

Text Area N/A

Enabled



Checking this property will show the element on the form. This makes the element visible or invisible.

Required

Checking this property will make the element required and the user will not be able to submit the form

until this element is completed. A red asterisk will be displayed next to all required elements.

Summary Field

Checking this property will “flag” the element as a summary field. Summary fields are displayed in

different areas of eForms to give users a summary view of the form without having to display the entire

form. This can be seen on the following page: Forms to review, Forms to process and Search for forms.

Summary fields are also used in emails to reviewers, processors and submitters.

Bold Label

Checking this property will bold the Element Name. If Hide Label is selected, the bold is applied to the

Element Description if appropriate.

Hide Label

Checking this property will hide the label.

Confidential

Checking this will ensure the data entered in this field does not display in emails to reviewers and

processors.

$ Symbol

This is used for number and calculation elements to display a “$” with the data entered.

Decimal Places

This is used for number and calculation elements to determine the number of decimal places to use for

the data entered.

Min. Value

This is used for number and calculation elements to ensure the submitted data is not smaller (or less

than) a specific value.

Max. Value

This is used for number and calculation elements to ensure the submitted data is not larger (or greater

than) a specific value.

Element Type

This determines the type of element that appears on the form. Below are the element types:

Attachment



Allows a user to upload an attachment. The valid attachments are:

o GIF Image File o JPG (JPEG) Image File o Adobe Acrobat Reader File o Microsoft Excel Workbook (97-2003) o Microsoft Word Document (97-2003) o Text File o Comma Separated Values o Microsoft Word Document o Microsoft Excel Workbook o Microsoft PowerPoint Presentation (97-2003) o Microsoft PowerPoint Presentation o JPG (JPEG) Image File o TIFF Image File o TIF Image File o Microsoft Word Template

Calculation This performs calculations based on the submitted data of other elements. You may also use the

properties $ Symbol, Decimal Places, Min. Value, Max Value.

Check Box This allows a user to select “true/false” or “yes/no” to some type of question.

Date This is a text box that requires a valid date entered.

Droplist This is a drop-down list a user can select 1 item from. You can add and remove items from this

list. When a droplist element is created, the Edit list button is displayed to edit the items in the

drop list.

To add items to a droplist, click the Edit list button next to the Element Type.



These are the items currently in the list. To a new item to the list, click the link.

You can add as many items at a time by pressing the Enter key to separate them on a

different line. Once you are finished adding multiple items, click the Submit button.

To change the order of the items in the list, click the link.



Re-order your list items by selecting the item and clicking the Up or Down buttons. Once

you are finished, click the Save Order button.

Hyperlink A hyperlink element can be used to allow the submitter to view a document or webpage that is

associated with the eForm. You will use URL Phrase and URL with this element type.

Label A label is used for instruction on the form. The user has no interaction with a label.

Line Use a line to separate different “sections” on your form. Usually, Hide Label is checked when

using a line.

Multi-select list Use this to allow a user to select more than 1 item in a list. To do this, the user has to hold down

the Ctrl key as they select each item.

Network ID Use this element type to detect the network ID of the person who is logged the network as. The

usage of this element type is very limited. It is intended to be used for forms such as timesheets,

expense sheet, etc. It is populated after the user submits the form.

Number Use this element type to ensure the user enters a number. You may also use the properties $

Symbol, Decimal Places, Min. Value, Max Value.



Spacer Since all elements in eForms must fit into a column/row format, there are times when you would

like to skip a “cell” to allow for better formatting. To do this, create a Spacer element. This tells

the system that nothing should go into a specific cell. Notice in the example below, there is an

empty “cell” to the left of Top Grand Total. This is a Spacer element. This example was taken

from a form in “preview” mode after Show Grids link was clicked.

Text Area A text area is a multi-line text box. This is usually used for a comments type of element. You do

not have control over the height of a text area element.

Text Box Use a text box to allow a user to enter “free-form” text. The only validation that can be done on

this type of element is to make it required or set the maximum number of characters that can be

entered.

Element Width

This determines the width of the element. If you do not specify a width, the element will be as large as

the column it is in.

Label Color

This determines the color of the Element Name. On an attachment, check box, and a label, if Hide Label

is selected, the label color is applied to the Element Description.

Columns to span

This determines the number of columns the element will span.

Additional Label

This places an additional label at the right side of the element. An example of this is below:



Align Element

This positions the element either on the left (default), center, or the right within the element “cell”. The

following example shows the Weight element that has the Align Element set to Center.

Align Label

This positions the Element Name either on the left (default), center, or the right of the element. The

following example shows the Weight element that has the Align Element set to Center (as in the Align

Element example), and the Align Label set to Right.

Max Data Length

Setting this property limits the number of characters a user can enter in a Text Area and a Text Box.

URL Phrase and URL

Use these settings with Hyperlink elements. URL Phrase is the text displayed to the submitter, and URL

is the web address of a document or webpage for the submitter.

Calculation Elements

Calculation elements perform calculations based on the submitted data of other elements. You may also

use the properties $ Symbol, Decimal Places, Min. Value, Max Value.

Once you create a calculation element, the Edit Calculation button is visible.

You can build simple calculations using the Edit Calculation page.



Copy an element You can also create an element by copying an existing element. From either the Elements or the Edit

Element page, click the copy link. The Copy Element page is displayed.

Select the form and the element to copy. You can enter a new name for the element, or click the Same

as existing element link to use the same name. The element will be added at the end of your existing

elements. To position the element somewhere other than the end, select the Add element after drop list

Advanced (Element) Edit eForms has an advanced edit feature for editing elements. This allows for making settings on all of your

elements at once, instead of one at a time. After making the changes, it will take several seconds to save



once you click the Submit button. Please be patient. Below is a preview of the advanced edit screen.

Since the screen is so wide, it is displayed again in two images.

Ordering Elements Elements are shown on the form in the order they are entered. To re-order your elements, click the Order

Elements link from the Form Owners menu. Positions your elements by selecting the element and

clicking the Up or Down buttons. Once you are finished, click the Save Order button.



Adding Processors In eForms, a processor is someone who takes some action when a form is submitted. This person may

not need to review the form (approve or decline), but they may need to be notified when a form is

approved. This person may input some information into another system based on data from the

submitted form. The list of processors is similar to a phone queue. All processors are notified that a form

is ready to process (as long as E-mail Enabled is turned on). Once one of them processes the form, it is

marked as processed and removed from everyone‟s list.

To add a processor to a form, click the Processors link from the Form Owners menu. This is the list of

processors for your form.

To add a new processor, click the image.



Select the processor and click the Submit button. To “turn-on” e-mail notification for that processor, click

the E-mail Enabled checkbox. Only users with Processor permission will appear in the All Processors list.

Adding Reviewers In eForms, a reviewer is someone who determines if the data from a submitted form is correct. If they

determine the data is fine, they will approve it, otherwise they can either decline it (ask for an update), or

reject it (the form is stopped and will go no further). Reviewers are slightly different than processors. A

form is assigned to only 1 reviewer at a time, in a specific order. Once the first reviewer approves the

form, it is assigned to the next reviewer in the list.

To add a reviewer to a form, click the Reviewers link from the Form Owners menu. This is the list of

reviewers for your form.

To add a new reviewer, click the image.

Select the reviewer and click the Submit button. To “turn-on” e-mail notification for that reviewer, click the

E-mail Enabled checkbox. Only users with Reviewer permission will appear in the All Reviewers list.

To change the order of the reviewers, click the image.



Re-order your reviewers by selecting the reviewer and clicking the Up or Down buttons. Once you are

finished, click the Save Order button.

Copy a form

You can also create a form by copying an existing form. From Owner Forms page, click the link.

The Copy Form page is displayed.

Select the form you would like to copy and enter the new form name. Click the Submit button to copy the

form.

Reviewers and Processors Reviewers and processors in eForms have the authority to approve, request revision, or decline a form.

Approve – The form is acceptable. The form is marked as approved by the reviewer and

assigned to the next reviewer of the form. If there are no more reviewers, the form is assigned to

the processors of the form. If there are no processors, the form is flagged as complete and an e-

mail is sent to the submitter.

Request Revision – The form is not acceptable. The form is marked as “revision requested” by

the reviewer and sent back to the submitter. Once submitted again, the form will go back to each

reviewer, even if one of the reviewers approved the form the first time.

Decline – The form is invalid. The form is stopped within the system and will not get processed

further. This happens if someone uses the form for the wrong reason. **Processors cannot

decline a form.

eForms sends email notifications to reviewers and processors when they have a form pending their

review or process. The email notification is similar to the image below.



The On-campus link will open your default internet browser and navigate you to this eForm for you to

review or process. This link expects users to be on-campus which allows the eForms system to

automatically detect who you are.

The Off-campus link will open your default internet browser and prompt you for your network credentials,

your Cincinnati State user name and password.

After entering your user name and password, click the OK button to continue.

To view the complete list of forms pending your review/processing, click the Reviews Pending/Processing

Pending link from the Main Menu. The forms pending your review/processing are displayed.



This will show you each form that has submitted forms pending your review/processing along with the

number of submitted forms. Click the form to view the reviews/processing pending.



To take an action of a form, select the action you want to perform (Approve, Request Revision, Decline),

enter comments is appropriate. At times, you may decide that this form warrants special review from

someone who doesn‟t typically review this form. If this is the case, you can select a reviewer from the

Seek additional review from drop list. Click the Submit button.

If you have created and enabled your frequently used reviewers, you can click the image to toggle

between that list and the full list of reviewers.

If your form has office use only elements, you can click the Edit button to the data for those elements.

Submitters Submitting a form is very easy with eForms. The user usually starts on the search page. That URL is

https://swebapps.cincinnatistate.edu/eforms.

Search and Submit a Form You can search for a form by selecting a category or by entering a keyword.

https://swebapps.cincinnatistate.edu/eforms



Click the form you want to submit.



Required elements have a red asterisk next to them. Enter your information and click the Preview &

Confirm button to review your form before submitting.

You can also click the Save & Submit Later button to submit your form at a later date. If you click the

Save & Submit Later button, your form will go into your Un-Submitted Forms list.

If you did not complete all the required fields, or you enter incorrect data, the Requirements and

Validation page will be displayed informing you of the information to correct.



Once you correct you data and click Preview & Confirm again, you will see the confirmation screen.



To change your data, click the Make changes button. If your data is complete, click the Submit button.

You will receive an email with your form attached if you select the Click here to receive a confirmation

email checkbox. After you click the Submit button, you will see the eForm Complete page.

Below is a sample of an email received if Click here to receive a confirmation email checkbox is selected.



Your Submitted Forms You can view all of your submitted form by clicking the Your Submitted Forms link at the top of the search

page. Enter your search criteria and click the Search button.



To view a form, click the Form Name. You can copy a previously submitted form by clicking the Copy

link. This will put a copy of that form in your Un-Submitted Forms list. .

The number at the end of this link is the number of forms you have that are un-submitted.

Your Un-Submitted Forms Your Un-Submitted Forms is a list of the forms you either have not submitted, or a reviewer/processor has

requested revision. . The number at the end of this link is the number of

forms you have that are un-submitted.

eForms Administration

The link allows you to go back to the section of eForms that allows you to create,

review, and process an eForm. You see this link only if you are a form owner, reviewer, or processor.



View my frequently used forms (#)

The link allows you to see the forms you have added to your Frequently

Use Forms list. You can view this list by clicking the link.

Search all forms

The link displays if you have enabled your frequently used forms. Click the

link if you want to search for forms that are not in your frequently used forms.

information technology services...eforms‟ user‟s guide cincinnati state page 4 of 44 overview...

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