FormAssembly On-Site Edition ADMINISTRATOR GUIDE. v3.0.0 July Copyright 2012 Veer West LLC - All Rights Reserved

Transcription

1 FormAssembly On-Site Edition ADMINISTRATOR GUIDE v3.0.0 July 2012 Copyright 2012 Veer West LLC - All Rights Reserved

2 CONTACT INFORMATION AND RESOURCES Open and Track Support Request: Download Updates and Renew Your Support Contract: us at Release Notes: Upgrade Instructions: Most recent version of the Compatibility Test Suite: Most recent version of the setup guide: Most recent version of this guide: Contact Us: Veer West LLC 101 W. Kirkwood Ave. Bloomington, IN United States Phone:

3 Table of Contents Contact Information and Resources... 2 Getting Started... 4 Managing Users and Permissions... 5 Adding Users... 5 Deleting a User... 5 Managing Permissions with Roles... 5 Brand & Visual Identity... 7 Create a default header and footer for your forms... 7 Web Form Themes... 7 Creating a new Theme... 8 Managing Themes... 8 Managing Web Forms... 9 Form Categories... 9 Preview and Delete Forms... 9 Restoring a Form... 9 Managing Templates... 9 Creating a Template Defining a Default Template Predefined Elements Moderating Forms Settings Application Settings Message Management Posting Announcements Announcements Troubleshooting Application Logs /15

4 GETTING STARTED This guide provides information on common administrative tasks and other customization options. If you have any questions or would like more information about a particular feature that is not covered in this guide, please see the Contact Information and Resources noted above. In this document, we ll indicate how to navigate to a particular page by listing the tabs to click on. For instance, browse to: Admin Users Admin tab Users tab 4/15

5 MANAGING USERS AND PERMISSIONS Adding Users Browse to: Admin Users New users can be added manually by selecting New User on the top right of the page. On the New User form, enter the information as indicated. For Authentication Type, set it to Local Database unless you re planning to delegate user authentication to a LDAP directory. A local database setting indicates that passwords are stored locally and the application authenticates users directly. For Role, select from the list of available roles. Different roles have different permissions in the application. See Managing Permissions with Roles below if you need to create a new role. New users can also be imported from a LDAP Directory (or Windows Active Directory) using the Import LDAP User button in the top right-hand corner of the page. LDAP must be configured (see FormAssembly On-Site Setup Guide) and you must know the UID (known as account name in Active Directory) of the user to import. Deleting a User Browse to: Admin Users To delete a user, find it in the list and click the delete link. On the Account Cancellation page you may enter a reason for the deletion and confirm the operation. Forms belonging to a deleted user are no longer available and the application will no longer accept response submissions for those forms. A deleted user may no longer log in and access his or her data. To restore a deleted user, click the show deleted users link in the users list page, then click the view link for the desired user. On the User Detail page you may click the restore user link. Once the account is reactivated, all forms and all previously received responses will become available again. Managing Permissions with Roles Browse to: Admin Settings User Settings The User Settings tab contains the list of roles available in the application. There are two roles by default: Administrator and Author. 5/15

6 Author can create their own forms and collect data. They cannot access the Administration area and therefore cannot create users, access other users data or change the application configuration options. Administrator users can see the 'Admin' tab and access the Administration area of the application. They can create users, impersonate existing users, view existing forms and browse collected responses, delete data and configure the application. To add new roles and/or change fine-grained permissions, click Add Role in the lower right-hand corner, name the new role, and set the permissions by clicking the appropriate boxes. You may create roles to give more restrictive permissions to a group of user, for instance to prevent them from editing the branding of their forms, or for enforcing a form publishing approval process. Should a user attempt to use an option which they don t have access to, a message will be displayed that notifies them that the option is not available with their current role. You may customize this error message to better reflect you re organization policies or practices. To do so, go to Admin Settings Other Settings and edit the Permission Related Messages. 6/15

7 BRAND & VISUAL IDENTITY Create a default header and footer for your forms Browse to: Admin Settings Form Settings As administrator, you can customize the layout of the public pages to better reflect your organization s visual identity. The public pages are all the pages involved in form processing and therefore visible to respondents. This includes the page displaying the form itself, the submission confirmation page, the different pages involved in the save & resume option, etc. The form branding option allows you to define a customized header and footer for those pages, and also customize the HTML <head> element to load your own scripts or stylesheets. Click Edit the default branding for all forms. In the HTML Head tab, you may enter HTML markup for the page s <HEAD> element. This typically includes META, SCRIPT or LINK tags. If you re not sure what to put here, it s safe to leave it empty. In Page Header and Page Footer, you can provide the HTML markup that will be inserted before and after the form and other processing-related content. Check the box Show HTML Editor if you prefer to use a rich-text editor. Upon clicking Save the preview should reflect your changes on a sample form. Note that users with the Custom form branding permission can override the default branding with their own by accessing a similar interface from the Preferences Preferences tab. Web Form Themes Browse to: Admin Forms Form Themes Form Themes govern the look and feel of your web forms: colors, styles, fonts, etc. FormAssembly On- Site includes a Theme Editor to quickly and easily design new themes that match your organization s visual identity, design guidelines or personal taste. Users and administrators with the Create Theme permission can create themes. By default themes are private and can only be used by their creator. Only an administrator can choose to make a theme publicly available. 7/15

8 Creating a new Theme As an administrator, you can create a new theme from the Form Themes list by clicking Create a new Theme. Users with the Create Theme permission can create themes from the Form Builder, or the Preference tab. The Theme Editor has three panels in which to work. The first panel is Browse Themes and allows you to choose from public themes and previous themes you have created and saved. Basic Editing is the second panel and gives you options of selecting a color scheme, background image, typography and border styles as well as some special effects. The third panel is Advanced Editing and provides the most specific control over your forms, like applying a background image, defining margins and more. Once you ve created a theme that you would like to keep and apply to future forms, click the Save button in the upper left corner. A dialog box will appear where you can name your theme and save it. Your theme will be available in the Browse Themes section of Theme Editor and in the Form Properties panel in the Form Builder. Check out the FormAssembly documentation for more details: Managing Themes In the Form Themes list you may preview, edit or delete themes as needed. If you created a theme that you would like to make available for all users, click the Make Public link. The theme will then become available in the Form Builder. 8/15

9 MANAGING WEB FORMS Form Categories Browse to: Admin Settings Form Settings Forms can be organized in categories to facilitate management. To edit the list of available categories, follow the path noted above. Enter your categories in the 'Form Categories' field, one category per line. Individual users can create subcategories to further organize the forms they have created. Preview and Delete Forms Browse to: Admin Forms User Forms On this page you can preview, edit and delete forms created by any user. To delete a form, click Edit Properties and check the expired box in the Edit Form screen. You can undelete a form by unchecking the box. Restoring a Form Browse to: Admin Forms User Forms If a user accidentally deletes a form you can restore it by finding it in the list, click Edit Properties and uncheck the expired box. The form will become available again and received data will be restored. Managing Templates Browse to: Admin Forms Templates Templates are useful to speed up form creation or help your users follow some guidelines or conventions when creating forms. Forms listed as templates are visible in the template library and can be used by any user. As an administrator you may choose to review the list of templates and as needed, remove a template from the library using the remove link. The form that is shared as a template remains usable under its owner s account. Note that a template is a form that the author has decided to share as template. The author may make changes to the form at any time. Changes will affect new forms created from the template, but not existing forms (questions and sections present in the template are copied over when a new form is created) 9/15

10 Creating a Template Browse to: My Forms select a form Catalog To create a new template, first create the form using the Form Builder, then in My Forms tab, select the form in the list and go to Catalog. In the catalog options tab select a category and check the yes option to add the form to the template library. Defining a Default Template Browse to: Admin Forms Templates As an administrator you can select one template to be the default template for all forms. If no default template is set, all new forms start empty (unless the form is explicitly started from a different template). To select the default template, click the Set as Default link next to the desired templates in the templates list. Note that setting a default template does not prevent a user from using a different template from the library. Predefined Elements Browse to: Admin Forms Predefined Elements Predefined elements are fields that your users frequently include in their forms. They appear in the Commonly Used Elements menu in the Form Builder. By default, predefined elements are private and can only be used by the user who created them. As an administrator, you can choose to make a predefined element available to all users by click the Make Public link. (Hint: safeguard public predefined elements from deletion or modification by creating them under an administrator s account.) To create a new predefined element, go to the Form Builder (Forms Create a New Form) and add the question or section you d like to use. Select the element you just added in the Form Builder Outline, click the Commonly Used Elements dropdown menu and choose Create new from selection. Select Ok when asked, and you ll see that the new element appears in the Commonly Used Elements list. To make the predefined element available to all, go to the predefined element list in the admin area and click the Make Public link for the desired element(s). 10/15

11 Moderating Forms Admin Settings Other Settings Moderation Related Messages If you have assigned the permission Must request publishing approval to a role, any user with that role will have to submit his or her forms for review before they can be published. Requiring a user to seek permission to publish provides a safeguard for new or infrequent users who are not familiar with Form Builder. In addition, choosing one of these options helps you adhere to and respect a company s structure and culture while following a formal approval process. Upon saving a new form, the user is informed that an approval is required. The message shown can be customized by following the path above. You should review this default message and if needed, customize it to better reflect your organization s approval process. Message displayed when a user requires approval before publishing a form. As an administrator, you can review the forms listed for approval in Admin Forms Moderation. If you assigned the permission Can grant approval to a role, any user with that role may approve a form for publication. Non-administrator users do not however have access to the moderation list. It is up to the user requiring approval to provide the form s moderation link to the moderator. The moderation link is given in the default moderation notification. 11/15

12 SETTINGS Application Settings Default Addresses and Locale Settings Admin Settings Main When you set up FormAssembly, you were prompted to set administrative information and choose your location and time zone. You may confirm or change these settings in the Main tab. Confirm that the administrator support and bounce addresses are correct. The application may various administrative notifications to the administrator s support . The bounce mailbox is where undeliverable bounces back to you. The bounce address can be the administrator s or can be set to an unmonitored address. Default Application Logo Admin Settings Other Settings You may change the logo displayed on the top-left corner of the application. You must provide the full URL to the desired image in the Logo URL field. Default Form Builder Admin Settings Other Settings You may leave this field empty (or keep the default value) to use the most recent version of the Form Builder. However as you upgrade the application, you may sometime get a new version that is significantly different from what your users are accustomed to. If you prefer to keep using an older version you may enter here the desired version number (e.g , or 4.0.0). Data Retention Admin Settings Other Settings The Delete data automatically after (in days) is an optional setting that allows you to enforce a strict data retention policy. If you do not which to keep responses (data collected with the forms) longer that an given number of days, enter the number here. To not purge any data and keep it forever, just leave the field empty. Please refer to the Setup manual to make sure that the purge routine is correctly scheduled. The purge only deletes completed responses. Deletion is definitive and cannot be undone (unless you have a backup to restore from). Incomplete responses are not deleted, and forms and other application data are also not deleted. 12/15

13 Message Management Default 'Thank-You' Message Admin Settings Form Settings This is the default 'Thank-You' message that will appear after each form submission, if no message is otherwise configured for the form. To edit this default message, go to the 'Admin' tab, then 'Settings' and 'Form Settings'. Save and Resume Messages Admin Settings Other Settings The Save and Resume option uses eight predefined messages to acknowledge the saving of a respondent s form submission (a response). You can customize these messages for your particular audience. The messages are: Saved Response Password Strength * Reminder Subject Saved Response Confirmation Reminder Body Save Subject Reset Password Subject Save Body Reset Password Body. *Saved Response Password Strength offers the choice of three settings: low (password not empty), medium (at least 4 characters, 1 letter and 1 number), and high (at least 8 characters, 1 letter, 1 number and 1 sign). These options are available to support your organization s security policies regarding passwords. 13/15

14 POSTING ANNOUNCEMENTS Announcements Browse to: Admin Announcements Public announcements allows you to broadcast important messages to your users within FormAssembly.. You can use it to announce new features, system maintenance and more. Public announcements can be accomplished within the Admin section of FormAssembly. Once you re in the Announcements section, choose the Public Announcements tab. Announcements will displayed in a splash notification at the top of the form management interface when the user next logs in. 14/15

15 TROUBLESHOOTING Application Logs Error Log and Debug Log list the appropriate errors or debug efforts. As an administrator, you can view the logs by going to Admin, Logs and then selecting Error Log tab or Debug Log tab. The bottom of the tab pages gives you the option of purging the entire log. Do you have ideas or suggestions for other topics that would be helpful to include in the Administration Guide? us at and we ll consider them for our next publication. 15/15