Form Designer

The Form Designer allows editors to build the forms used to obtain input from the end users.

Create a Form

You create a Form by clicking 'New' in the top right corner. Once clicked, a new window will appear, asking you to fill in a name of the new form. Please note that the name must be unique; it cannot be one previously used for another form.

Form Designer overview

On the form overview, you have access to a wide selection of functionality, which is briefly covered below:

Layout - Where pages, questions and logic are setup

Fields - Maintain fields related to the form. Fields are used to store data which can be populated by external systems or by logic inside the form

Settings - Various settings for the Form, for instance updating the name or allowing self- initiation of the form.

Versions - Create new versions of the form, or load previous versions.

Initialization - Get code samples and URLs for initialization of the form.

Delete - Delete the current form (if you have privileges)

Clone - Clone the active form and make a new copy.

Publishing - Publish the form to production or sandboxes.

Add page

One page is required on a Form in order to publish it. A page allows you to group one or more page elements in order to make natural separations in the questionnaire.

To create a page, click the (+) icon on the main branch of the layout.

Add Field

Fields are used to store values with can be populated through initializing (by the user or by an integration) and then manipulated during the process of form.

  • Field types
  • String
  • Integer
  • Decimal
  • User reference

Special fields:

Certain field names serve a specific purpose, as can be seen below:

  • AssignedTo: Must be of type ‘User reference’ - If added will the form be forwarded to the user assigned to this field. Allows integrations to create and assign cases to specific users identified by their federation id.

  • Title: This field will overwrite the default name of the case, allowing you to create a dynamic title such as ‘Customer approval for NewCorp inc.’ This field must be of type String.

Add element

Elements are one of the key building blocks of a form, since they come in various shapes and sizes such as input questions, file/documentation requirements, conditional logic and actions.

Types:

Input:

  • Question with input - A simple question where the user fill in a text string.
  • Question with choices - A question where the user must select one or more values within a set of values.
  • File Upload - A field which allows the user to upload one or more files.

Actions:

  • Field update - An action which updates a field associated with the form.

  • Salesforce Field Update - An action which updates a field in Salesforce

  • Add Approver - Adds an Approver to the assessment

  • Email notification - Executes an outbound email message to a specified user or email string.

Logic:

  • Condition - Build conditional logic which controls when and if a set of questions should be visible or actions should be executed

Allow user-initiated assessment

User initiated cases allows a user to initiate an case through the user interface by them self (‘New’ button made visible on the Cases page).

Publish a form

A form remains “private” and inaccessible for users until it have been published. The publishing process can be initiated by clicking ‘Publish’ which initiates a validation process. The validation process will go through the form and check if there's any inconsistencies. If any inconsistency is identified then the user will be informed; if this does not happen,t then will the user be able to push ‘Publish’ which completes the process.

Unpublish an form

A published form can be unpublished by clicking the ‘Unpublish’ button. Any assessment already in process will continue and existing completed assessments will not be influenced.

Administration

Account management

Organization name

The organization name is used for identification of the account by the users. This is typically the name of the company or department which uses the platform.

Default Role

The default role is assigned per default, if users are imported without having defined a role.

Default Time zone

The default time zone is assigned per default, if users are imported without having defined a time zone.

Default Locale

The locale controls how times and numbers are presented in the user interface. The default locale is assigned per default, if users are imported without having defined a locale.

Default language

The default language is assigned per default if users are imported without having defined a language.

User Access (IP configuration)

Controls where users can access the platform and block access from non-company IP addresses.

Please check that your current IP is within the range before turning IP restrictions on; otherwise you will be locked out of the application.

API Access (IP configuration)

Control that API access can be obtained only from a specific IP or range.

Salesforce integration

In order to update Salesforce records directly from actions on assessments, you must first set up an integration user. The integration is per environment, meaning that you can integrate platform sandboxes with your Salesforce Sandbox. The platform supports both Salesforce Production, Developer Org and Sandbox environment, as long as the users have API enabled and the appropriate object, field and record access.

Step 1: Choose Environment

Step 2: Choose login URL (Default login.salesforce.com)

Step 3: Login with Salesforce

Step 4: Allow access to your Salesforce Org

Step 5 (Optional): Enable Salesforce for Authentication

Step 6 (Optional): Enable JIT user provisioning.

Setup Salesforce as authentication provider

Use Salesforce as ‘Single Sign On’ and JIT user provisioning and allow your users to gain access to the platform without having to create and manage users previously.

User management

Add a user

In order to create a user you must fill in the data below:

First Name - The first name of the user (required).

Last Name - The last name of the user (required).

Email - The email of the user (required)

Username - The username of the user (required and must be unique to the organization).

Phone - The phone number (not required).

Role - The assigned role of the user.

Time Zone - The time zone of the user.

Locale - the local settings of the user.

Language - The language of the user (user interface).

Federation ID (should be the Salesforce Id when using Salesforce authentication).

Create new password and inform user - Triggers an email with instructions on how to generate a password.

Reset password for a user

Once checked, an email would be sent to the users, containing a link allowing users to reset their password.

Create a role

Roles lets you define permissions for a selected group of users. The following settings can be defined for the role.

  • Reporting - Allows a user to see all assessments and approvals
  • Form Edit - Allows an user to edit a form
  • Form Delete - Allows an user to delete a form (requires form edit access)
  • Form Deployment - Allows an user to deploy a form (requires form edit access)
  • User Admin - Allows an user to manage users and roles
  • Admin Access - Full administration access.
  • Admin Basic - Allows a user to login - is normally deactivated only for API users.

Cases

Initiation

User- initiated cases

User- initiated cases allow users to create an case from the Case overview page. This is suitable for self-service processes such as expense claims.

URL- initiated assessment

URL- initiated case is the simplest form of integration, since all parameters are part of the URL. This allows for simple integrations, which can be embedded in documents, emails and Salesforce formula fields.

API initiated assessment

API initiated case is an effective integration method, which allows systems to create assessments by code. The integration is protected by environment- specific API key, which is obtained or reset from the settings page.

Salesforce outbound message

A case can be initiated by an outbound message from Salesforce and offer an effective integration , which allows Salesforce to create cases without code.

Complete an Case

Active cases are found under ‘Cases’ and the filters allow you to find previous completed cases as well as current cases which are being worked on or pending approval.

Approve an case

Approvers will receive an automatic notification through email with a hyperlink directly to the Case page. On the Case page, it is possible for approvers to see the submitted Case, and save the conclusion of the evaluation with optional comments.