Guide Overview

This guide is designed to give Incident IQ administrators an overview of Forms Manager.

  • Creating a new form
  • Attaching form(s) to tickets
  • Filtering and exporting forms to PDFs

 

Guide Index

You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the "Return to Index" link located at the end of each section.

Introduction

Form Manager allows you to easily design, distribute and securely collect essential forms your department depends on. Export forms in a PDF format and automatically attach the form to a user's profile. Below is a list of the different form terminology:

  • Form: A form schema that defines its name, fields, validation, permissions, and workflow
  • Submission: A users submission to a specified form
  • Form Administrator: A user that has been given permission to add/edit/delete a form
  • Form Submitter: A user that has been given permission to submit a specified form
  • Form Reviewer: A user that has been given permission to review the non-sensitive details of a form submission
  • Form Reviewer (Sensitive): A user that has been given permission to view the details of a form (including sensitive information)

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Creating Form Categories 

Create form categories to organize and manage the different types of forms. Form category is a required field when creating forms. 

To create a form category click on Administration on the left side bar, and then click Form Categories. From here you can create your custom form categories. 

mceclip0.png Image is taken from iiQ's Human Resources module. Same steps apply in all other modules. 

At the top right corner click Add Category.  Enter in the following information: 

  • Name* for the category
  • Select an icon

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Forms Designer Dashboard

On the left side bar click Forms and then Form Designer. Here you can view all the Published Forms. At the top you can view the Draft forms and Inactive Forms. To the right of each form (with the correct permissions) you can edit and view the form by selecting Form Details

mceclip2.png Image is taken from iiQ's Human Resources module. Same steps apply in all other modules. 

Use the search bar at the top right to search for specific forms by the form's name. Sort the column using the arrows next to the column names.

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Creating a Form

To create a form click on Forms on the left side bar, and then click Form Designer. At the top right corner click New Form

mceclip4.png Image is taken from iiQ's Human Resources module. Same steps apply in all other modules. 

Next you will be on the Form Details page. Here, enter in the form details information:

  • Form Name*
  • Form Category*
  • Visibility*  
    • Hidden - only allows the user to access the form via ticket or provided URL.
    • Visible for Submission - user(s) have access to submit the form from within iiQ. Submit the form by clicking Submit Form on the left side bar under Forms
  • Icons
  • Description - Add any additional internal notes for the form. 
  • Success Message - This message will be displayed to the users once they have submitted the form. 

Click Save Form. Please note, all information can be edited after saving the form. 

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After clicking save, new panels will populate to the right. First is the Info panel. Here you can see the status of the form, when the form was last updated and by who. Clicking on View History will take you to the History tab. 

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Next is the Publishing/ Availability panel. Here you have access to the public link/URL to this form and the ability to copy the Link/URL. Also, you can see the current status of the form and provide the following actions:

  • Archive Form - will inactivate the form and not allow any new form submissions. 
  • Clone Form - create a copy of the form. 

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The Version Information panel provides you with the version status, and the ability to preview the form version. After you are done creating and designing the form, you will come back to this section to Publish the form. Please note, your form must have 1 field to be able to publish the form. 

Lastly is the submission panel. Here you can see the total number of submissions for this specific form and be able to view all submissions for the form. 

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Now you can begin designing the form. Click on the Form Designer button to get started.

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Form Designer 

Here on the Designer tab, is where you create the different steps of the form and add all the data fields needed to be collected to complete the form. To build your form you will first add your step, then sections, and lastly data fields. 

Steps is the process the user will need to take to complete the entire form. Sections are a way to organize the data fields on each individual step. Data fields are the different fields needed to be collected. 

To add a step to the form click on the New Step Icon. To the right under the Step Properties panel. Here, you can name the step or delete the step entirely. Add as many steps needed by clicking the New Step icon. 

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When adding your first step it will automatically add a new section for that step. Sections are a way to organize the form on each individual step. You can add additional sections to each step by clicking New Section. Add as many sections as needed. To publish a form you have to have at least one step, one section, and one data field.

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Hovering and clicking on the section will give you access to Name the section, as well as add an Introduction under the Section Properties panel to the right . Additionally you can Duplicate the section or Delete the section entirely. 

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Within each section you can start adding the data fields to your form. Click on New Field. This will open the Field Gallery window.

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Here you can select which field type you want to add to the form. Below are the different field types:

  • Text
  • Multiline Text
  • Number
  • Date  
  • Yes/No - toggle format
  • List - ability to add the options in a drop down format. The list of options will be in alphabetical order and have searching capability. 
  • Phone Number 
  • Information 
  • Select User - ability to select a user that exists within iiQ. 
  • Select Location - ability to select a location that exists within iiQ. 
  • Social Security Number 
  • Signature  - gives the submitter the ability to sign with their cursor or type their signature. 
  • Email Address

Click Add on the data field you would like to insert on the form. This will add the field to the specific section. 

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To add additional fields, click on New Field under the Available Fields panel to the right. This will open the Field Gallery window. Click Add on the data field you would like to insert on the form. The data field will appear under the Available Fields section to the right. Next, drag and drop the field to the specific section and placement within that section. 

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To edit a data field, simply click on an individual field. This will generate the Field Properties panel to the right. Here is where you will edit the individual field. These field properties vary depending on the field type.  

  • Name
  • Instructions - this content will be displayed on the top of the data field. 
  • Icon
  • Style - controls the width of the data field and how the data field is styled.  
    • Standard - data field will be half the width of the section. Allowing you to add additional data fields next to each other. 
    • Wide - data field will be the full width of the section.
    • Legal - this will change the font to legal style font and make the field full width of the section. Only available for the Information field. 
    • Markdown - is a way to style text on the form and make the field full width of the section. You control the display of the document; formatting words as bold or italic.  Only available for the Information field. Here is an outside link with a style guide on markdown style
  • Required - make the field required for the user to complete the form. Not available for data fields Yes/No or Information.
  • Sensitive Info - if enabled this will remove this field from any PDF or emails. Also, this will determine what information a user with the correct permission can see and have access too.  
  • Output Field - map the field to an output field from a PDF that you have uploaded. Please see the article section covering PDFs capabilities. 
  • Auto Populate - automatically fill in the submitters:
    This is only available for the data fields Text, Date, Email Address, and Phone Number.
    • Submitter Email
    • Submitter First Name
    • Submitter Last Name
    • Submitter Location
    • Submitter Phone

Additionally you can Duplicate the field or Delete the field entirely. 

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Add as many sections and data fields as needed to each step of the form. Navigate to each step at the top navigation bar. Please note, if you have additional steps that you can not see, drag the navigation bar to see the additional steps. 

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Click Save Form at the top. Your changes will not be saved if you leave the form without saving. You have to save your form before you can publish the form.

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Once you are done creating your form and ready to publish. Navigate back to the Form Details and click Publish Version.

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PDFs Tab

Use forms to automatically populate data fields within a PDF.  Simply upload a PDF form within iiQ, map the data fields from the PDF to the fields in the form designer. Then download the PDF with data fields populated. 

Please Note: The PDF that is upload has to have fillable field within the PDF for this to automatically populate data fields.  

This will prevent all the un-necessary steps and back and forth communication between you and the new hire. Sending an email with PDF attached, user printing PDF, fills out data field, scans the PDF, and sends it back to the HR department. Now you can create a ticket, attach the form, and have the user enter the data fields electronically and then simply download the PDF with the correct data points. 

When creating a form, click the PDFs tab. Drag and drop the PDF file(s). The files have to be in PDF format. 

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Incident IQ will scan the PDF and gather all the interactive data fields (e.g. text fields, checkbox fields, radio button, list of choices, dropdown list, signature fields). Once the file is done uploading, all interactive fields will be displayed here. The interactive fields will be displayed in the order from top to bottom, left to right, of the PDF. The name of each field will default to the name given when the PDF was created. 

Please see this youtube video for more information on editing and changing interactive fields settings with Adobe: https://www.youtube.com/watch?v=UNyLTmZo20U

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Alternatively, you can edit the name of each interactive field with iiQ. This makes it easier to map the interactive fields to the data field within the form. Click on the field to rename the field. At the bottom click Save. Now you are ready to map the PDF interactive fields to the data fields within the iiQ form. 

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Go back to the designer tab to map the data fields. Click on the data field that needs to be mapped to the output field from the PDF. When editing a data field, under the Field Properties, there is an option to map to the Output Fields. This will display all the interactive fields (in alphabetical order) that was imported from the PDF. Select which interactive field should be mapped to the data field within the form. 

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Once the fields have been mapped you can export the form with all the data fields populated into the PDF format that was uploaded. Please see the section below on how to export to PDF.

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Permissions  Tab

You have control over permissions for each individual form. Each form you create can have different permissions for viewing, editing, submitting, etc. Navigate to the permission tab within a form. At the top right corner click Add Policy.

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Next, you will need to select which permission policy to apply these additional permissions to. By selecting a policy and granting it form permissions, you are granting these same permissions to any user associated with that permissions policy.

Here are the different permissions per individual forms:

  • Edit Form
  • Edit Permissions
  • View Details 
  • View Form History 
  • View Submissions
  • View Sensitive Information 
    • These are the data fields that are marked as Sensitive Information when creating the form. 
  • Delete Form

Please see this help article going over setting a permission policy.

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History Tab

You can see all the changes that have been made to each individual form. Click on the History Tab within the form. Here you can see who made the changes, data and time the changes were made, and clicking show more with a break down of the different changes made. 

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Form Permissions 

Below is a list of the different form terminology:

  • Form: A form schema that defines its name, fields, validation, permissions, and workflow
  • Submission: A users submission to a specified form
  • Form Administrator: A user that has been given permission to add/edit/delete a form
  • Form Submitter: A user that has been given permission to submit a specified form
  • Form Reviewer: A user that has been given permission to review the non-sensitive details of a form submission
  • Form Reviewer (Sensitive): A user that has been given permission to view the details of a form (including sensitive information)

There are two universal permissions for Forms. Navigate to Administration on the left side bar, and then click Permissions. Select the permission policy you would like to grant the following permissions to: 

  • Manage Forms - allows the user to manage any form, submission and permissions. 
  • View Available - allows the user to see a list of the visible forms they can submit. 
    • The list of visible forms is controlled from the form details option when creating a form. Each form you have control if they are Hidden or Visible for Submission. 

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Rules Engine Form Submission 

Rules Engine is Incident IQ's powerful tool that helps automate workflows. Rules can be set up to apply different actions to Ticket, User, or Form Submission with specific conditions. To access this feature, select Administration > Rules from the left sidebar bar.

To the left select the Form Submissions option. When a form meets a certain trigger condition, Incident IQ will sequentially compare the form submission against the list of currently enabled rules. The rules will be applied by the order they are placed from top to bottom. Once a trigger and its conditions have matched, the rules action(s) will be applied to the form.

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Please see our help article on how to create rules

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Filtering Views with Forms

From any user or ticket view you can filter by the different forms, form status, or form submission status. Click Add Filter from any user or ticket view. Next, on the left side bar click Forms

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Adding Forms to Tickets

There are a couple different ways to add forms to tickets. Use the best workflow for your district. 


Ticket Templates

When creating a ticket template under the Workflow Details section you can add the action Attach From, and select which form should be attached when this ticket template is used. Learn more about ticket templates here

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If your district is working with subtickets please see the help document on how to attach forms to subtickets

Shortcuts

When a user is working a ticket they can use the feature Shortcut to attach a form to the ticket. First you will need to create the shortcut and add the action Attach Form. Please see the following article on how to create shortcutsOnce the shortcuts are created, click on the wand icon on the action toolbar when working a ticket. Then select the shortcut that will apply the form. 

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Working a Ticket

When working a ticket you can simply click on the More button and then Attach Form. Next select which form should be attached to this ticket. 

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Rules Engine

Applying Forms automatically when a ticket is created or updated is simple with the iiQ Rules Engine. When creating a rule, under the Perform these action section you will select Attach From. Next to the right you will select which form needs to be attached to the ticket. Please see the following help article on how to create rules

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Working a Ticket with Forms 

When a form is attached to a ticket the agent can see who the form is assigned to and the status of the form. The agent has the following options:

  • View Form
  • Remove Form
  • Accept Form - you can only accept the form after the form has been completed. 

Once the submitter has completed the form the status for the form will say Completed. The form has to be completed for the ticket to be resolved/completed. The agent can now accept, remove or view the form. For the ticket to be resolved/completed you will have to either remove or accept the form.

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My Submissions


Completed Forms

On the left sidebar, click Forms and then My Submissions. Here on the Completed Forms tab, you can view all the forms that you have been submitted. To the right of each completed form you can click on View Details

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At the top you can view the form as a PDF. This will open a new window with the form in a PDF format. 

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Draft Forms

Clicking on the Draft Forms tab at the top, you can view all the forms that have been started but not 100% completed. To the right you have the ability to Complete Form or Delete Draft to the right of each form. Clicking on Finish Form will take you to the form submission process. 

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Viewing Form Submissions and Exporting Forms to PDF

To view all the submission for an individual form click on the specific form. Next at the bottom right corner click on View Submissions. Here will display all the Completed form submissions. 

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Click on View Details to the right of the form. At the top right corner you and View as PDF. This will export the form into a PDF format. 

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