- Integration with the Open Bee™ Portal environment
- Access the Open Bee™ eForm add-on
- Create a form
- Edit a form
- List of elements
- Import a form
- Export a form
- Google Maps API Key
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
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.
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.
This value is generated by default; it is used in the DOCX template to customize the layout of a reply/answer to a form.
The keywords correspond to the answers/replies that the user will enter in the form, they are surrounded by ..
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.
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.
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.
To layout reply/answer files, you can use a DOCX template.
To download the generated template, click on "Click here to edit the 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.
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 :
To enter a title in the form.
To write a description of the form or to make sections in the form.
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.
The section is represented by its subtitle in a banner that occupies the entire width of the screen.
Enter text on a single line.
|Long text||Enter text on multiple lines.|
The maximum number of characters is 2048.
|Username||Automatically fill this element with the name of the logged in user.|
The "Allow value modification" checkbox allows the user to change the prefilled value
|Enter an email address.||Yes/No||/|
Enter an address on one line.
If the map is displayed when entering the reply/answer, a screenshot of the map is saved in the reply/answer file.
|Table||To 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.
Enter an integer ( whole number )
|Auto increment||This 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.
|Enter a decimal number||Yes/No||/|
|Date||Select a date|
If the System Date box is checked, the element will be pre-filled with the current date and will not be editable.
|Time||Select a time|
If the System Date box is checked, the element will be pre-filled with the current time and will not be editable.
|Date et heure|
Select the date and time.
|YesNo||Display a switch to choose a value between Yes and No.|
Yes and No labels are customizable.
Choose a value among those proposed on a horizontal axis.
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.
|List||Choose 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.
Choose one or more values from a text list, a list of images or a list of texts and images.
Please note that image and text and image lists are not administrable in Administration.
|Picture||Send an picture/image||Yes/No||/|
|File||Send a file||Yes/No||/|
|Signature||Draw a cursive signature or send an image/picture||Yes/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.
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.