Page tree
Skip to end of metadata
Go to start of metadata

Uses

The Open Bee™ eForm add-on offers you the possibility to create forms.
These forms allow users to interact with a document through questions.

The use cases are numerous, for example:

  • Contact form
  • Intervention slip
  • Meeting report
  • Satisfaction questionnaire
  • Checklist
  • Audit
  • Contract

Integration with the Open Bee™ Portal environment

The Open Bee™ eForm add-on is fully integrated with Open Bee™ Portal environment.

When a form is completed by a user, a document is created, filed and archived in Open Bee™ Portal.

A form is equivalent to a Filing Rule:

  • The elements of a form correspond to metadata
  • Answers/replies to an element of the form correspond to metadata values

Access the Open Bee™ eForm add-on

The Open Bee™ Portal roles which are used by the Open Bee™ eForm add-on are :
Forms administration: Forms.
Complete a form: Reply to a form.

To access the Open Bee™ eForm add-on , click "Form" on the left menu.

The list of existing forms is displayed. You can create a new form or edit an existing form.

Create a form

To create a new form, click on "Create Form".

A form is composed of at least one element.

There are 2 types of elements:

  • Layout/sample elements: they allow you to structure the form, such as a title, a description or a section. These elements do not allow the user to enter a reply/answer.
  • The questions: they are composed of a label/wording that corresponds to the name of the question and a "Mandatory" box allowing to define if the user must fill this field when completing the form.

  You can add or remove these items/elements from your form as needed. See the list of available elements

Add an element

To add an element to the form, drag it from the menu on the left to the body of the form.

Move an element

You can change the order of the elements that make up your form by making a long click on an element and moving it up or down.

Icon

If you are using a table element, you can change the order of elements within that table.
You can not insert a form element in the table.The element must be inserted directly into the table.
Similarly, you can not remove an element from the table, in this case you must delete the element from the table.

Delete an element

To delete an element from the form, click on the cross at the top right of the element.

Permission on the element

By clicking on the padlock at the top right, you can define which users or groups of users will be able to complete this element.

A field appears allowing to enter one or more users or groups of users.

For example, a Leave Request form contains 2 Signature elements, one for the person completing the form and another for a manager who will be in charge of validating the request .

We do not want to have a user who completes the form has the ability to sign in the signature element dedicated for the manager .

For the manager's signature element, click on the padlock and enter the user or user group that will be in charge of completing this signature.

Element's keyword

This value is generated by default; it is used in the DOCX template to customize the layout of a reply/answer to a form.
See layout

The keywords correspond to the answers/replies that the user will enter in the form, they are surrounded by []..

Icon

You can edit the keyword, in that case , make sure that the keyword you are using does not exist elsewhere in the form and in the reply/answer template.

 

Name of the form

In the Form Settings column on the right, add a name to your form to identify it and find it more easily.

Filing rule

To file the replies/answers to this form, you can specify a folder.

For subfolders, you can use elements that make up your form.

You can also choose how the reply/answer files of the form will be named. Here too you can use elements.

Icon

Please note that in order to use the elements in the subfolder naming and form answers/replies , you must first validate the form.

Filing format

By default, the reply/answer file of a form is saved in DOCX format. You can choose to convert this file to PDF by checking the box.

Then you have to choose between Creating a new version or Replacing the current version.

If you select "Create New Version", a DOCX version and a PDF version are generated

If you select "Replace Current Version", there will only be one PDF file generated.

 

To finish the creation of the form, click on "Validate".

Your form is visible in the list of forms.

You can now Complete a form.

Edit a form

You can edit a form in 2 ways.

In the list of forms, click on the "Actions" icon and then "Edit", or click on a form to view it and then click on the icon that represents a pen at the top right.

When editing a form, you can change the existing/present elements , rename them, change their order, add new elements, or delete them.

In the form settings , new categories , Layout and Permissions are available.

Layout

To layout reply/answer files, you can use a DOCX template.

To download the generated template, click on "Click here to edit the template".

Icon

The generated template contains only the fields that have been saved. Validate your form before downloading and working on your template .

In the DOCX file (for use with Word, version greater than 2007), you can change the layout and move the keywords.

By default, keywords are already inserted into the DOCX file, [header], [value_system_date], [footer] and [page].

Once you have completed the changes, save your DOCX file.

Then, you have to associate the template with the form, click on "Browse" and choose your edited/modified template.

As soon as a user completes the form, the reply/answer file will use the customized template to layout the replies/answers.

Icon

Please note that if you add or remove fields from your form, you must update your customized DOCX file used for the replies/answers layout.

Permissions

Users authorized to modify the form

Allows you to define the groups of users or users that can administer, namely modify this form.

Users authorized to complete the form

Allows you to define the groups of users or users that can complete this form.

Save the changes by clicking on "Validate".

List of elements

Here is the list of currently available elements :

NameDescriptionMandatoryMultiple replies/answers
Title/headline

To enter a title in the form.
This is a field used by the administrator to structure the form, the user will not be able to fill it.

//
Description

To write a description of the form or to make sections in the form.
This is a field used by the administrator to structure the form, the user will not be able to fill it.

//
Section

Allows you to create sections when the user completes the form.

This is a field used by the administrator to structure the form, the user will not be able to fill it.
When creating the form, elements placed below a section are automatically included in the section.

The section is represented by its subtitle in a banner that occupies the entire width of the screen.
By clicking on the banner the elements included in the section are hidden.
By Clicking again on the section the elements are displayed .

//
Short text

Enter text on a single line.
The Multiple Replies box is available to enter multiple values that will be displayed as "chips".

Yes/NoYes/No
Long textEnter text on multiple lines.
The maximum number of characters is 2048.
Yes/No/
UsernameAutomatically fill this element with the name of the logged in user.
The "Allow value modification" checkbox allows the user to change the prefilled value
Yes/No/
EmailEnter an email address.Yes/No/
Address

Enter an address on one line.
To display the Google Maps and take advantage of auto completion while typing,
you must first Configure the Google Maps API Key.

If the map is displayed when entering the reply/answer, a screenshot of the map is saved in the reply/answer file.
If the card is hidden during the reply/answer, only the text value of the address will be preserved.

Yes/No/
TableTo define a table composed of other elements.
Each element corresponds to a column of the table. You can drag and drop the elements inside this table.
When the user completes the form, he can fill in several lines of the table.
Yes/No/

Integer

Enter an integer ( whole number )

Yes/No/
Auto incrementThis element will be pre-filled and can not be modified with an auto-incremented numeric value.
As soon as a new reply/answer to this form is made the number will be auto incremented.
You can customize the initial value of the auto increment.
The label corresponds to the auto incremented number formatting. It is necessary to use the keyword [NAI] to insert the auto incremented value.
For example if you want to display BL-001, then BL-002, you have to enter in the Label field: BL- [NAI]
The number of digits is used to define the number of characters used to display the auto increment value.
If you want to display 001, the number of digits to use is 3. To display 0001, the number of digits to use will be 4.
//

Decimal number

Enter a decimal numberYes/No/
DateSelect a date
If the System Date box is checked, the element will be pre-filled with the current date and will not be editable.
Yes/No/
TimeSelect a time
If the System Date box is checked, the element will be pre-filled with the current time and will not be editable.
Yes/No/
Date et heure

Select the date and time.
If the System Date box is checked, the element will be pre-filled with the current date and time and will not be editable.

Yes/No/
YesNoDisplay a switch to choose a value between Yes and No.
Yes and No labels are customizable.
Yes/No/
Cursor

Choose a value among those proposed on a horizontal axis.
For numeric values you can choose the minimum, maximum value and the increment value.

The "Use a list" box allows you to choose values that come from an existing list in Open Bee™ Portal or create a new one.
In this case, the minimum value is the 1st value of the list and the maximum value is the last value of the list.
The increment value is forced to 1.

Yes/No/
ListChoose one or more values from a list.
You can use existing lists of Open Bee™ Portal or create a new one.
The box "Multiple replies" allows the user to select several values.
Yes/NoYes/No

Multiple choice

Choose one or more values from a text list, a list of images or a list of texts and images.
To change the order of the values, you must first have saved the form.
The "Multiple replies" box allows the user to select several values

Please note that image and text and image lists are not administrable in Administration.

Yes/NoYes/No
PictureSend an picture/imageYes/No/
FileSend a fileYes/No/
SignatureDraw a cursive signature or send an image/pictureYes/No/

Import a form

To import a form, click on "Import".

Select the .JSON file that corresponds to the form to be imported.

A dialog box prompts you to enter the name of the form.

Icon

 You can not have 2 forms with the same name.

Click on "Validate" to confirm the name and the import of the form.

The form's modification interface is displayed

Export a form

To export a form, click on "Actions" then "Export".

The form is then exported in .JSON format.

The list values are also exported, as well as the images in the Multiple Choice element .

Google Maps API Key

In order to use the map of the Address element, you must configure a Google Maps API key.

Click on "Configuration", enter the key provided by Google, and click "Validate".

The creation of this API key is free, you must first have created a Google Account.

Please check with Google for the API key usage limitations.

Icon

Here are the 4 APIs to activate for the Address element to be functional:

  • Google Places API Web Service
  • Google Maps JavaScript API
  • Google Maps Geolocation API
  • Google Static Maps API

 

 

  • No labels