LFormAdmin Help Guide version LFormAdmin. User Guide. Version Product help. REV NH

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1 LFormAdmin User Guide Version Product help. REV NH 1

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3 Disclaimer Advanced Legal is satisfied that the information contained in this document is correct at the time of production. Advanced Legal does not accept responsibility for any loss of profit, loss of data or any indirect, special or consequential damages resulting from its use. As the software changes continuously, it is important that you always check the current position with Advanced Legal. All information, text, images and layout are the exclusive property of Advanced Legal and you are only permitted to print, copy, download or temporarily store extracts from this document with prior permission. Any attempt to damage this document or act in contravention of these Terms and Conditions may lead to legal redress. Advanced Legal is a trading name of Advanced Legal Solutions Limited which is part of Advanced Computer Software Group Limited. Registered in England under number at Ditton Park, Riding Court Road, Datchet, Berkshire, SL3 9LL. Advanced Legal Solutions Limited, Jan All rights reserved. 3

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5 Contents Maintaining users... 1 Maintaining practices... 5 Maintaining forms... 7 Customising forms explorer DMS (Document Management System) Settings Maintaining data Maintaining Data... Error! Bookmark not defined. Administer Tables Set Court Selection Enable Tables LFormAdmin ListUsers Utility Setting up the ListUsers Utility Importing users from Active Directory Importing and exporting users with an XML file Contact us Terms of use Index i

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7 Maintaining users You can add, edit and delete users who are authorised to use LFormAdminon the Users tab. TIP You can use the LFormAdmin ListUsers Utility to import multiple users. Generic user options Adding users Editing users User details Deleting users ListUsers utility Generic user options Ticking Disable Database Authentication will switch off user authentication allowing new users to self-register when they visit LFormAdmin for the first time. Caution You must set up all practice details before LFormAdmin is rolled out if you want to select this option. See Maintaining practices for details. By default Turn off automatic web client install? is unticked. This means that the client software is automatically downloaded and installed from the website when required. Some companies impose security policies which prevent this, in this case the box should be ticked and the client software rolled out via group policy. 1

8 Maintaining users Adding users The System Administrator profile will already have been set up by default. 1. Open LFormAdmin and select the Users tab. 2. Click Add User. 3. Enter the details of the user. TIP Set a password using the Set Password button. 4. Click OK. Editing users 1. Select the user from the list. 2. Click Edit User. 3. Edit the details of the user. 4. Click OK. User details Field LForm Login: Description The LFormAdmin login. This may be left blank for LFormInet users who do not need to use LFormAdmin. Network Login: The user's network login name. Forename/ Surname: The user's first name and family name. Access Level: The user can be assigned one of five access levels from the first dropdown selection: None (default setting) Guest (cannot use LFormAdmin but can perform all other functions) User (cannot use LFormAdmin but can perform all other functions) 2

9 AdminUser (can use LFormAdmin and change their own & User passwords) Administrator (can use LFormAdmin & change anyone's passwords) Office: Select a group or organisation to which the user belongs,for example a department,or a geographical location. See Maintaining practices. Set Password\ Change Password: Allows you to create or reset a password for a particular user. Deleting users Caution Deleting users will prevent the users from accessing LFormAdmin. 1. Select the user from the list. 2. Click Delete User. 3. Click Yes. 3

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11 Maintaining practices Practices can be used to create groups for different departments or geographical locations, for example. Practice details will automatically be inserted into forms based on the office to which the user has been assigned. Adding offices Editing offices Office details Deleting offices Adding offices 1. Open LFormAdmin and select the Practice tab. 2. Click Add Office. 3. Enter the details of the office. 4. Click OK. Editing offices 1. Select the office from the list. 2. Click Edit Office. 3. Edit the details of the office. 4. Click OK. Office details Group Practice: Description The Practice name can be the full name of your practice. This will merge through on selected forms. Office is the name that shows in drop-downs such as for Users. Locational Information: Enter the address details for the office. Contact Enter the contact information for the office. 5

12 Maintaining practices Practice Identifiers: Enter the identification numbers for the office. Footer text: Footer Text can be saved with an office, and will merge though in Forms which have the specific datanames MyPrintedBy or MySuppliedBy. Logos: You can add a logo which will merge through on selected forms. Once you have selected a logo, the system will rename it with the current timestamp and copy it to the Images folder ready to use. TIP The images are automatically resized to suit the form they are used on. After you have uploaded the image, you should run a form to check the logo is shown correctly. Deleting offices Caution Deleting an office will delete all data for that office. 1. Reassign any users assigned to the office you want to delete to different offices. 2. Select the office from the list. 3. Click Delete Office. 4. Click Yes. 6

13 Maintaining forms You can maintain forms library in the Forms tab. Open LFormAdmin and select the Forms tab. Paths Update forms Modify Explorer Form Hints & Prompts Paths You can browse to an alternative location for the directories by clicking the ellipsis button. You must make sure that the user permissions are appropriate for access in the new locations. NOTE We recommend that all folders chosen are on the same server, and share the same permissions. Once the location has been identified, click the Apply button to confirm the path. Field Forms: Description The location of the Forms directory. This is where forms -.lpw files - are installed. WordX: The location of the WordX directory. This is where any Word expandable forms are installed. Data: The location of the data files. If you are not using DMS, then this is the default storage location for saved forms. Images: The location of the Images directory where Company Logos are stored. 7

14 Maintaining forms Update Forms All forms installations are fully logged. Button Update Library Online...: Update Library from LFU: Description Updates the forms library via the internet. 1. Click on Update Library Online... The Forms Library Online Verifier opens. 2. Click Show Credentials to enter your login details. 3. Click Begin Update to update the forms. A list of forms you can update will be shown. You can then: Select the forms you want to update and click Install Selected Forms. View any obsolete forms by clicking List Obsolete Forms. 4. Click Exit to close the dialog. Clicking this button prompts you for the location of an LFU forms update. Select the LFU file, click Open, and run the forms update. Modify Explorer Button Customise Forms Explorer: Show Old Form Versions: Update Forms Explorer: Reset Forms Explorer: Description Change the way forms are displayed in Forms Explorer. See Customising forms explorer for details. If selected then the user has the option to show old versions of forms in the web Forms Explorer. Refreshes the Forms Explorer, retaining any customisation. Removes any customisation and returns Forms Explorer to its default state. 8

15 Form Hints & Prompts Form Hints and Prompts are used to display information about a form to a user when that information is shown depends on the type of hint or prompt used. Disable Open Form Hints: Disables the open forms hints which are present in selected forms. Disable Close Form Hints: Disables the close forms hints which are present in selected forms. Disable Print Form prompts: Disables the print form prompts which are present in selected forms. 9

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17 Customising forms explorer The way forms are displayed in Forms Explorer can be modified. 1. Open LFormAdmin and select the Forms tab. 2. Click Customise Forms Explorer. 3. The window is divided into three resizable panes: The Intranet Explorer (the left-hand pane) displays all the form shortcuts organised in categories and sub-groups within a tree view. Sub-Groups are listed in the top right-hand corner, and displays all the subgroupings for the forms. You can drag these to the tree and create an empty sub-folder. You must add a form to the folder for it to be saved. Forms are listed in the bottom right-hand corner, and this list displays each form in the forms library. You can drag the forms from here to create a shortcut in the Intranet Explorer tree. 4. You can drag and drop form shortcuts to alternative locations. 5. Delete form shortcuts moving them to the recycle bin in the bottom left-hand corner of the window. This will not delete the form, only the shortcut. 6. Clicking Save or Apply will save any changes you have made. Pressing Cancel will delete any changes made. TIP You can search for forms by entering the form name in the Find Form box and pressing Find. 11

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19 DMS (Document Management System) Settings You can define the Document Management System settings on a global basis. Open LFormAdmin and select the DMS tab. Field Allow User Control: Enable Document Management: Description If ticked, users will see the following submenu options within a form: Tools > Options > Doc Mgt Tools > Options > Front End Profiling If unticked, neither of these options will be available to users. This will be ticked by default; if unticked all users will be saving forms outside of Document Management. Enable Front End Profiling: If ticked a profile screen will open for users when they launch a new form. Path for Documents (LFormDMS): This is the location where documents are saved if you are using the LForm Document Management system (as opposed to IManage or DM5). DMS ID Settings Print DMS ID: If ticked the DMS ID will automatically be added to the form footer when the form is printed. Allow Users to Choose: If ticked then the user will be asked before printing a form if the DMS ID is to be included in the footer. Suppress '#' in DMS ID: Does not show the hash mark in the DMS ID. Justification Controls: Where the DMS ID will be added in the form footer when printed. 13

20 DMS (Document Management System) Settings 14

21 Maintaining data The reference data used by LFormAdmin forms can be maintained using LFormAdmin. However we do recommend that you contact the Laserform Support team and inform them of any additions or changes that are required. The changes will be made to the master database and then will be made available as a database update. Open LFormAdmin and select the Maintain Data tab. You can then: Administer Tables: Allows you to make changes to reference data like Courts or Local Authorities. Set Court Selection: Specify which courts are available for selection when a particular form is launched. Change Support Address: You can change the Support Address which is used in the Error Reports. This means that your practice can choose to have error reports sent to your own helpdesk or any other address rather then the default Laserform Helpdesk. Case management only: Enable Tables: A user can now turn the reference tables ability to merge data through into forms on or off. Auto Insert References: When this option is ticked, Insert References will run automatically when you open a Form though integration. 15

22 Maintaining data Administer Tables Laserform Data Source Administrator allows you to maintain data records for various database tables. NOTE The VerNo table is for information only and the data in this table cannot be changed. 1. Open LFormAdmin and select the Maintain Data tab. 2. Click Administer Tables. 3. Select the table you want to change from the Available Tables list. The available records for this table will be listed. You can then: Add a record: Click Add. Enter the details, then click OK to create the record. Edit a record: Select the record and click Edit button. Edit the details, then click OK to update the record. CAUTION Deleting a record will remove the record from the database and it will no longer show in the list of available records. Delete a record: Select the record to delete. Click Remove. A confirmation message is displayed. When deleting a record from the Water Companies table, the deletion may not be successful if the water company is linked to a Local Authority. 4. Click Close to close the dialog. 16

23 Set Court Selection This allows you to define a default court grouping available for selection when a specific form is launched. Example: The N20 form launches with 'All Courts' available for selection. You can change this to only display county courts when the form is launched. 1. Open LFormAdmin and select the Maintain Data tab. 2. Click Set Court Selection. 3. In the lower pane locate the form you require, and in the upper pane select the court selection you need. 4. Click Set Court Group for Forms and your selection is displayed next to the form in the Group column. 5. Click Close to close the dialog. To reset the Group to none, select the (None) option and click Set Court Group for Forms. Enable Tables NOTE This is for use with Case Management Integration only. Allows you to configure the data tables that are turned on for merging though to forms from the Laserform database for fields like Court and Local Authority names, and which data tables to turn off so your case Management System can merge through instead. 1. Open LFormAdmin and select the Maintain Data tab. 2. Click Enable Tables. 3. Using the >> and << arrows, move the tables to Disabled to turn off the tables, and Enabled to allow Laserform to merge the data. 4. Click Apply or OK to save the changes, Cancel to cancel the changes. 17

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25 LFormAdmin ListUsers Utility The ListUsers Utility is an add-on tool to be used with an LFormAdmin installation, and helps you quickly load user accounts into LFormAdmin. You can import users from Active Directory or xml, and also export user information to xml. Double-click on ListUsers to open. Setting up the ListUsers Utility Importing users from Active Directory Importing and exporting users with an XML file NOTE You cannot delete users from ListUsers Utility, you must use LFormAdmin. Setting up the ListUsers Utility When you open ListUsers Utility for the first time, you will be asked to select the SQL Server for LFormAdmin. You can change the server by clicking on Set SQL Server. 19

26 LFormAdmin ListUsers Utility Importing users from Active Directory 1. Select the domain you want to import the users from using the Domain drop-down. You can also enter a domain directly into the drop-down, then press enter to select. The list of domains will be saved when ListUsers Utility is closed. 2. You can edit the filter used to locate users by clicking on Edit Search. The default is (&(objectclass=user)(!(objectclass=computer))(samacc ountname=*)). TIP Click Get AD Props to see the properties available in Active Directory to help you build your search. 3. Click Get Users. The list of users will be refreshed. 4. Tick the users you want to add. Users already in LFormAdmin are already ticked. You can click Check all to select all the users, and Invert Checked to uncheck all the checked users and check all the unchecked users. 5. Select the Office you want to add the users to using the drop-down list below the Add Users button. Users will be added if they are not currently in LFormAdmin. If users are currently in LFormAdmin but assigned to a different office, the office will be changed to the selected one. If users are currently in LFormAdmin and already assigned to the chosen office, they will not be added again. 6. Click Add Users. NOTE You can delete domains by selecting them in the drop-down and clicking Delete Domain. 20

27 Importing and exporting users with an XML file You can export users to an XML file. Click Export to select where you want to save the file. Click Import to select an XML file and import the users. You must then click Add Users to add them to LFormAdmin. 21

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29 Contact us At Advanced Legal we strive to build intuitive products, but we also know that from time to time you may need a little extra help. That's why we offer useful support resources that you can dip in and out of when you need it (like this online Help!). However, if you need help and support beyond the information provided here, the following are also available: Visit the Support Portal Make a general enquiry on the support desk at legal.helpdesk@advancedcomputersoftware.com Contact us via the Advanced Legal website View the Legal Forms website Become a member of the Advanced Legal User Group (ALUG) Advanced Legal provides telephone support between 8.30 a.m. and 6:00 p.m., Monday to Friday (excluding English Bank Holidays). A team of trained professionals is available to help with any problems you may encounter while using this product, subject to the standard maintenance agreement. In addition, as an Advanced Legal customer you are entitled to free upgrades during office hours. If you'd like to upgrade or you need further assistance, please call between 8:30AM 6:00PM (Monday to Friday). 23

30 Contact us Documentation feedback We also aim to produce high quality documentation, but we encourage you to tell us what you think. Feel free to send the team your comments or if you spot a mistake let us know and we'll fix it right away. techauthors@advanced-legal.com. 24

31 Terms of use Advanced Legal is satisfied that the information contained in this document is correct at the time of production. Advanced Legal does not accept responsibility for any loss of profit, loss of data or any indirect, special or consequential damages resulting from its use. As the software changes continuously, it is important that you always check the current position with Advanced Legal. All information, text, images and layout are the exclusive property of Advanced Legal and you are only permitted to print, copy, download or temporarily store extracts from this document with prior permission. Any attempt to damage this document or act in contravention of these Terms and Conditions may lead to legal redress. Advanced Legal is a trading name of Advanced Legal Solutions Limited which is part of Advanced Computer Software Group Limited. Registered in England under number at: Munro House Portsmouth Road Cobham Surrey KT11 1TF Advanced Legal Solutions Limited, Jan All rights reserved. 25

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33 Index A Administer Tables 16 C Contact us 23 Court Selection 17 Customising forms explorer 11 D Data 15 DMS (Document Management System) Settings 13 E Enable Tables 17 F Forms 7 M Maintain Data 15 Document Management System Settings 13 Forms 7 Practices 5 Users 1 P Practices 5 S Set Court Selection 17 T Technical support 23 U Users 1 27

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