Create + administer templates

This component of the formSPACE module provides the ability to create, view, copy, edit or archive a template for a form.

Create template

Templates are created within formSPACE and the forms are sent to clients via email or via a unique URL.

To create a form template:

• Select ‘Form templates’
• Select ‘Create form template’

• Enter ‘Form name’
• Enter a ‘Return URL’. This is the page a client will be returned to after completing a form via a link.
• Display incomplete forms will default to ‘Display all forms’. This will show all forms in the form panel using this template. Changing this to ‘Hide incomplete forms’ will hide any forms that have not yet been completed from the form panel (e.g. forms that are currently in progress / being edited by staff).
• ‘Integrate template in module?’ Select ‘Yes’ or ‘No’ – Selecting ‘Yes’ will enable the connection of a template to another MYP module (GOMS/PocketWatch/94six)
  • Selecting GOMS will allow for this specific form to be created within a GOMS session.
  • Selecting PocketWatch means a form can be created from the check in/check out page of a shift.
  • Selecting 94six means the form is available in the transitions panel of 94six. Please note: any forms that are integrated in 94six will be then only accessible via 94six, not formSPACE.
• Enter a ‘/base automatic name’. This prefills a name in each form.

• Choose template style

A linear process form will create a form with radio buttons to progress through the pages.

A non-linear process form will create individual pages as a drop-down style menu.

• Select ‘Lock auto login’ on completion

NB: This means that once the form has been completed, the link will no longer be active so the user cannot go back in and amend the form.

• Set any required team permissions
  • Teams able to access + edit the form template
  • Teams able to access submitted forms
  • Teams able to edit submitted forms

• Select ‘NEXT’
• Use the drag-and-drop builder to create the form

• Select ‘NEXT’
• Use the drag-and-drop editor to create a report (optional)

• Select ‘NEXT’
• Select ‘Publish form’

• Select use Custom eMarketing ‘eSystems’ template (optional)
  • Select the relevant template from the drop-down

NB: Templates must be created in eMarketing first to be available in the drop-down.

• Select who is to receive notifications when the form is completed
  • Notify form creator via email
  • Notify manager/s via email if the form was completed by a staff member
  • Notify additional staff via email

When a form is completed, the recipients of the notifications receive the following email.

Subject Line:   <FORM NAME> – <CONTACT NAME> – completed notification

Hi <STAFF NAME>

<CONTACT NAME> from <ORG NAME> has completed the formSPACE form <FORM NAME>

• Select to ‘Attach form report + form summary to completion notification email’ to attach the form report + a PDF copy of the completed form to the completion notification
• Select ‘FINISH’

Administer existing form templates

To administer existing templates:

• Identify the relevant template and select the appropriate action
  • Quick send email
  • Edit
  • Copy
  • Archive

Quick send email

• Select the ‘Quick send email’ icon
• Search contact or select ‘New contact’
• Select ‘Send to self’ or ‘Send to contact’
• Select ‘Send’

Edit existing template

• Select the ‘Edit’ icon
• Make required edits
• Select ‘SAVE’ or ‘FINISH’

Copy existing template

• Select the ‘Copy’ icon
• Re-name template
• Make required changes to new template
• Select ‘FINISH’

Archive existing template

• Select the ‘Archive’ icon

Use drag-and-drop builder

The functionality of the formSPACE builder is consistent with eMarketing. Regular saving is strongly recommended. There are two sections to creating a form template:

• Add content
• Style content   

Begin in the add content area.

Add pages

The template builder defaults to one page.

	Add an additional page
	Edit the page name
	Move the order of pages by drag-and-drop
	Copy page
	Archive page

Add sections

To add a section to a form template:

• Select the relevant style using drag-and-drop action to create

Add items

To add items to a section in a form template:

• Select the relevant item using drag-and-drop action onto the relevant section.

• Select the item on the page to open the builder. The following table and screenshots provide details of the functionality of each item.

	Text Input – WYSIWYG editor	Answer Type Text (standard) Text (with special characters) Auto complete previous answers Required field Administer conditions APIs
	Number – WYSIWYG editor	Answer Type – Number Display number as – Currency – Currency (no cents) – Percentage – Custom unit Required field Administer conditions APIs
	Drop-down – WYSIWYG editor	Answer Type – Yes/No – Yes/No/NA – Yes/No/Unsure – Yes/No/Unsure/NA – Yes /Mostly/Partially/No – True/False – Male/Female/Unspecified Required field Administer response options Administer conditions APIs
	Text area – WYSIWYG editor	Number of rows for comment box – 2 – 22 Required field Administer conditions APIs
	Radio button – WYSIWYG editor	Answer Type – Radio button – Yes/No – Yes/No/NA – Yes/No/Unsure – Yes/No/Unsure/NA – Yes /Mostly/Partially/No – True/False – Male/Female/Unspecified Required field Administer response options Administer conditions APIs
	Check-box – WYSIWYG editor	Required field Administer response options Administer conditions
	Button survey – WYSIWYG editor	Answer type – Level of importance Default agreed action Required field Administer conditions
	Slider – WYSIWYG editor	Default answer 1 – 10 Custom number slider text Default agreed action Required field Administer conditions
	Text – WYSIWYG editor	Free text Can be used as label for other fields
	Image – file upload	File upload – Images will resize automatically to fit template section Images to be included in the forms or reports must be added at the correct size
	Question – WYSIWYG editor	Answer type – Standard – Selection based – Other Administer conditions
	Date – file upload	Answer type – Date (selectable date) Required field Specific default date System default date Offset – Days – Months – Years Administer conditions – APIs
	Signatures	Formal signature Informal signature

NB: If adding a phone no. field to a form, use a text field, not a number field. This will accommodate spaces, dashes, plus signs and brackets in phone numbers.

Text input screen

Number input screen

Drop-down input screen

Text area input screen

Radio button input screen

Checkbox input screen

Button survey input screen

Slider input screen

Text input screen

Image input screen

Date input screen

The specific default date field is used to specify a date as the default answer for a question.  The system default date field is used to specify a default answer as an offset from the current date.  There are two fields – one is a textbox that takes the offset as an integer, and the other is a drop-down that specifies the offset to be in days, months or years. 

It is possible to have a minus or a plus amount.

 When trying to work out if a person is over 18 years old:

• 18 in the first box for the system default date and select years from the drop-down

Question input screen

Standard	Description
Time	Time list
File upload + document list	Function to add files, URLs and/or documents from myDocs
Table	Function to create a table for gathering data. Tables are limited to a maximum of 6 columns but have unlimited rows
Email	Function to add an email address
System name	Function to display and modify the system name
Notes	Function to add a note
Editor	Full WYSIWYG editor
Postcode	Includes validation check

Selection based	Description
Action plan	Very High Priority, High Priority, Medium Priority, Low Priority, N/A
Title	Mr/Mrs/Miss/Ms/Other title selection
State	Australian state selection
Country	Full country list
Industry	MYP selected industry list
Level of agreement	A simple level of agreement selection
Importance	A level of importance toll that is set as radio buttons
Staff members	A dynamic list of staff members from ARM
Client list	A dynamic list of clients from ARM
Team list	A dynamic list of teams from ARM
Months	A simple month selection
Years	A simple year selection
Consolidated groups	A dynamic list of consolidated groups from the benchmarking module
ANZIC codes	A 3 drop-down selection process to select an ANZIC code

ARM contact link	Description
Email	Adds the email field from contact in ARM
Full name	Adds the full name field from contact in ARM
First name	Adds the first name field from contact in ARM
Last name	Adds the last name field from contact in ARM
Role in organisation	Adds the role in organisation field from contact in ARM
Phone number	Adds the phone number field from contact in ARM
Phone number 2	Adds the phone number 2 field from contact in ARM
Fax number	Adds the fax number field from contact in ARM
Country	Adds the country field from contact in ARM
Street address	Adds the street address field from contact in ARM
Street address 2	Adds the street address 2 field from contact in ARM
State	Adds the state field from contact in ARM
Postcode	Adds the postcode field from contact in ARM
Birthday	Adds the birthday field from contact in ARM
Partner first name	Adds the partner first name field from contact in ARM
Partner last name	Adds the partner last name field from contact in ARM
Partner birthday	Adds the partner birthday field from contact in ARM

Other	Description
Calculation	Calculate any numeric field in the process
Action	Adds the option of the following actions – Send email
Action button	Adds the option of the following actions from a button – Send email
Create project from template	Adds the option of choosing a project template to auto create a project

Copy + delete functions

You can copy (or delete) any sections or items when building your form by using the copy or delete icons.

NB: When copying items any special configuration items or conditions will also be copied.

Style content

Content can be styled through each WYSIWYG editor or holistically thorough the style content area.

 To change font style:

• Select the relevant font from the drop-down

To change font colour:

• Select into the font colour field

• Drag the white cursor OR move the arrows to toggle through colour options

To change background links and button colours:   

• Select the relevant field and follow the same instructions for changing font colours.

To change background colour of a section:

• Select the relevant section and follow the same instructions for changing font colours.

NB:  IE users will have to click ‘Refresh’ to see the updates in the form builder.

Create report

A report can be created to summarise the information captured within an individual form.  It also has the ability to pull information from other individual forms submitted.

• Select the form.

• Select Report or select ‘NEXT’ to move to the report phase
• Add section
• Add text item to create answer tags
• Select the template you wish to pull information from in the template drop-down
  • Answers can be pulled from other formSPACE templates

NB: Reports will only contain data from other forms that have been fully submitted.

• Select the answer tag from the question drop-down
• Select ‘+’

NB: This will add the answer to the bottom of the WYSIWYG editor page.

• Cut and paste into the correct place within the report
• Select ‘Save’
• Select ‘NEXT’
• Select ‘FINISH’

Publish form

A form must be published prior to use.   This is the last step in the template creation phase.

• Select ‘Publish form’
• Select ‘FINISH’

Quick send emails

Choose a custom eMarketing template to use with quick send emails.

Any eMarketing template that has been created under the Survey Category eSystems can be chosen from the drop-down.

Completion notification emails

Choose to notify additional staff via email that the form has been completed.

Notify manager/s via email if the form was completed by a staff member.

Administer conditions

A form can be created with a series of conditions allowing additional fields to be generated if certain conditions are met.

To create a form with conditions, create all the fields required prior to administering the conditions.

In the following example, the fields for phone number preferred time and email address have conditions attached.

To add a condition:

• Select the field the condition is to be added to

• Select ‘Add condition’
• Add name (for simplicity the field name)
• Choose the question
• Select the operator
• Select the value
• Select ‘Save’

NB: If the condition is associated/with the field is blank, check the box ‘Empty string’.

In this case, if the response to the action is to please call back the text field for phone number will show.

Administer APIs

formSPACE Pro supports Push, Pull and Push + Pull APIs which will:

• Push data entered on the form to a corresponding field in ARM Pro
• Pull data from a corresponding field from ARM Pro and display it in the form
• Push data entered on the form to a corresponding field in ARM Pro and display the data when the form is re-opened

A form can be created with a series of APIs allowing data to be pushed, pulled or both into and out of ARM. 

To pull data in from ARM Pro:

• Access the formSPACE template builder
• Add a section
• Add item – Question
• Select the Question box in the builder
• From the Answer Type drop-down, select a field to be imported from ARM contacts

When a form is sent to a contact, the relevant details from ARM will be displayed in the form.

To push data to ARM Pro:

• Access the formSPACE template builder
• Add item for, example text field
• Select on the plus icon beside the API in the builder
• Select ‘MYP’ from the API drop-down
• Select ARM category:
  • Contact
  • Organisation (Client)
  • Opportunity
  • Opportunity task
  • Project
  • Project task
• Select the ARM Pro field
• Select the relevant transfer type

Push + Pull – Will import the relevant information from that field in ARM, and any updates during the form completion will update the field in ARM.

Push – Any field updates during the form completion will update the field in ARM.

Pull – Any information in ARM will import into the form. NB:  When adding an API for Opportunity, Opportunity task, Project or Project task, a pop-up screen will appear on edit of a form to link the requested Project/Opportunity.

Administer tables

To add a table into a form

• Select ‘Question’
• Choose table from the answer type
• Select ‘Administer table’

• Enter required no. of rows
• Enter required no. of columns
• Select dynamic rows for the user to add additional rows
• Select ‘Clear table’ for the user to be clear the full table
• Select ‘Show total row’ for numbers if required
• Add in column headings
• Choose answer type
  • String text based – provides a textbox for answer
  • Statement – provides statement or heading only – not editable
  • Number – provides a number box
  • Drop-down – user defined – add in responses

• Enter default values

• Select ‘Save’

NB:  Saving tables take slightly longer than a normal save in formSPACE due to the complexity of the table functionality. When saved a message will appear with the date and time for last saved.

Administer calculations

To add a calculation to a form:

• Add as many fields for numbers as required

To create the calculation:

• Select ‘Question’
• Choose calculation from the answer type

• Select ‘Administer calculation’
• Select the question and choose the operation and/or constant number required

• Select ‘Save’