eForms™ Administration Portal
The eForms™ Administration Portal is a web portal where Administrators manage all aspects of eForms™ Cloud.
Important
The module must be licensed and admin users must be configured with eForms Admin permissions to log in. See Assign eForms™ User Permissions for more information.
Enter your email address and password.
Note
Use the email address that was used when your admin permissions were assigned in Sage Paperless Construction. Reset your password if needed.
Click .
A page similar to the following displays:
From here, you can use the options in the top menu to navigate to the following areas:
Manage page: Create or customize eForms templates and manage global questions.
Review page: Review forms submitted by users.
Admin dropdown: Select one of the options to create announcements, configure the appearance of the application or view a list of registered devices. You can also set up daily field reports.
Sync page: Review a list of forms that failed to sync to Sage Paperless Construction.
You can create a new eForms™ template by adding categories and creating the questions users are going to answer when they complete the form.
Each template category contains one or more questions for the user to answer (for example Job Number, Report Date, Employee Number, GPS Location). Each template question must either be answered or marked Not Applicable before the form can be submitted back to Sage Paperless Construction.
In the Create a New Form Template pane, click .
The Create Form Template dialog displays.
(Optional) From the Create Form Template dialog, you can choose to create a new template or to copy the categories and questions from an existing template. To copy an existing template, click and select the template you want to copy from the Copy Existing Form Template dropdown.
In the Name field, enter the name of the template.
Click into the Vault field and choose a vault from the list that displays. Repeat this step to add additional vaults in which this template may be used.
Note
The list that displays includes the vaults configured in Sage Paperless Construction. When uploading a completed form, users can choose which vault(s) to submit it to if more than one option is added here.
In the Document Type dropdown, select the document type that is set up in Sage Paperless Construction that corresponds to your new template.
Note
Submitted eForms are submitted as this document type in Sage Paperless Construction.
In the Import Type section, choose one of the following:
Select if the template should be automatically indexed once it is uploaded to Sage Paperless Construction.
Select if the template should be sent directly to a queue and indexed later.
Select the check box to enable the template to be routed between multiple people for input or approval.
Select the check box if you want to allow these forms to be duplicated in the future.
Note
If you select this check box, an additional check box displays. Click the box to Require each answer from a copied form to be accepted before resubmission to make sure that the user visits each question on the copied form before being able to submit. If checked, the copied form's answers are disabled until the user touches each one. Leaving the box unchecked allows the user to skip the question and submit the same answer from the previously completed form.
Select the check box next to the type of Global Questions you want to add.
Note
If no global fields were created, this option does not display (see Manage Global Questions for more information).
Click in the top right corner of the page to save the changes and open the Template Manager (see Form Template Manager for more information).
Once a template is created, it is added to the Form Templates list.
The green or yellow circle to the left of the template name indicates whether the template is active or inactive. Green indicates the template is published (active) for use and yellow (inactive) indicates the template is unpublished.
Note
If the list of templates spans multiple pages, click a page number in the bottom right corner of the list or click to navigate to the next page.
 |
Click on the name of the template you want to edit.
A page similar to the following displays:
Click the Edit
icon to open the Edit Template page.Make changes as needed:
Click into the Vault field and choose a vault from the list that displays. Repeat this step to add additional vaults in which this template may be used.
Note
The list that displays includes the vaults configured in Sage Paperless Construction. When uploading a completed form, users can choose which vault(s) to submit it to if more than one option is added here.
In the Document Type dropdown, select the document type that is set up in Sage Paperless Construction that corresponds to your new template.
Note
Submitted eForms are submitted as this document type in Sage Paperless Construction.
In the Import Type section, choose one of the following:
Select if the template should be automatically indexed once it is uploaded to Sage Paperless Construction.
Select if the template should be sent directly to a queue and indexed later.
Select the check box to enable the template to be routed between multiple people for input or approval.
Select the check box if you want to allow these forms to be duplicated in the future.
Note
If you select this check box, an additional check box displays. Click the box to Require each answer from a copied form to be accepted before resubmission to make sure that the user visits each question on the copied form before being able to submit. If checked, the copied form's answers are disabled until the user touches each one. Leaving the box unchecked allows the user to skip the question and submit the same answer from the previously completed form.
Select the check box next to the type of Global Questions you want to add.
Note
If no global fields were created, this option does not display (see Manage Global Questions for more information).
Click in the top right corner of the page to save the changes and open the Template Manager (see Form Template Manager for more information).
The Form Template Manager is where you can add or update the categories (and their questions) found in individual template forms.
You are automatically sent to this page after completing the steps in Create New eForms™ Template or Edit an eForms™ Template. You can also access it by clicking a template from the Form Templates list.
| A: Click to make the form available to field personnel or click to unpublish it. |
| B: Click the Edit icon to make changes to the characteristics of the template. |
| C: Click the Delete icon to delete the template, then click in the confirmation dialog. |
| D: Edit or add Categories to the template. See or for more information. |
| E: Click to exit the Form Template Manager. |
Categories allow questions to be organized by subject must be created before questions can be added to an eForms™ template.
Note
For example, you could create a Job Info category to include questions that prompt the user to answer job number, location and date questions for every associated eForms they complete.
You can also edit or delete a category and rearrange multiple categories in a list from the Form Template Manager page.
Create New Category
From the Form Template Manager, click .
The Add Category dialog opens with the Create New tab active.
Type the name of the category in the Category Label field.
(Optional) Select if the user filling out the form should be able to duplicate the category (and its questions) to fill them out multiple times.
Note
For example, a supervisor might be required to enter information for each employee on the job. An Employee Info category requires input for the employee name, regular hours worked and overtime. Allowing this category to be duplicated gives the supervisor the ability to complete an Employee Info section on the form for each employee on the job.
(Optional) Select if the user filling out the form should be able to mark it as and skip it.
(Optional) Select if it should be set to NA and skipped unless the user filling out the form enables it.
Note
The Give the user the option to say this category is not applicable must be selected for this option to be selectable.
Click .
Copy Existing Category
Note
If you make updates or change a copied category, only that category is updated. If you want your updates to be carried through to all categories that are based on the same source, see Link Existing Category for more information.
From the Form Template Manager, click .
To create a category based on an existing category, click the tab.
From the Select a template dropdown, select the template containing the category you want to copy.
From the Select a category to copy dropdown, choose the category to be copied.
Enter the new name for the category in the New Category Name field.
(Optional) Select if the user filling out the form should be able to duplicate the category (and its questions) to fill them out multiple times.
Note
For example, a supervisor might be required to enter information for each employee on the job. An Employee Info category requires input for the employee name, regular hours worked and overtime. Allowing this category to be duplicated gives the supervisor the ability to complete an Employee Info section on the form for each employee on the job.
(Optional) Select if the user filling out the form should be able to mark it as and skip it.
(Optional) Select if it should be set to NA and skipped unless the user filling out the form enables it.
Note
The Give the user the option to say this category is not applicable must be selected for this option to be selectable.
Click .
Link Existing Category
The Link Existing tab allows you to copy an existing category using the same process as Copy Existing Category. However, if any of the settings are changed on a linked category, those changes carry through to the original category and any other linked categories.
View a list of questions for an existing category by clicking on the category name. This opens theQuestions for (name of category) page. For example, clicking on the Job Info Category opens the Questions for Job Info page.
From the Form Template Manager,
You can add or edit questions in a category:
To create a new question within a category, open the Question Editor by clicking . Template questions are contained in Categories. See Categories for more information.
To edit an existing question, select it from the list to open the Question Editor then click the Edit
icon.Note
When you edit questions, some values like the question type or name may be read-only.
Proceed to Question Editor to configure your questions.
Question Editor
By default, the Question Editor opens with the Yes/No tab selected.
Click the tab that corresponds with the question type you want to create.
Note
When you edit questions, some values like the question type or name may be read-only.
In the Question pane, enter the applicable information:
Note
The options below vary by question type.
Question Text: Enter the question as you want it to display to the end user.
Question Hint: Enter additional information to help users answer the question.
Index Type: To save the answer to a document index, click the dropdown to select from a list of available index types. Each type is linked to a list of answers from which a user may select.
Note
For example, if the index type selected is Job Number, the available answers in the eForm are a list of job numbers.
Give the user the option to say this question is not applicable: Select this check box if you want to give users the ability to skip this question while completing the form.
Save answer to question as document note: Select this check box if the answer to this question should be saved as a document note in Sage Paperless Construction.
Note
Answers entered here display in the Notes tab of the document image Viewer. This option is only available for Text Field questions.
Configure the Answer Type:
Yes/No
Allows users to answer with a "yes" or "no." Is something true or not?
Enter the values (if different) for the Yes Label and No Label fields. For example, you may want to use True/False instead.
In the Options section, you can click the Star
icon to set one of the labels as the default answer.Click one of the values in the Options section to display the Conditional Questions pane, then click if you want a certain user response to trigger a follow-up question.
Multiple Choice
Allows users to select from a list of answers.
Allow Multiple Answers: Allows user to select more than one answer.
Allow Other: To create a specific label and add it to the list on the form. This opens an additional field to type the name of the label.
Pull options from URL: The URL links to the set of lists that are published from the Sage Paperless Construction system. Multiple choice options that contain a URL pull data on the fly from the server.
Text Field
Allows users to type a response in a text field. Open-ended questions use this option.
If you want to limit the number of characters in the user's response, enter the maximum number allowed in the Character Limit field. If you want to use a default answer that displays while the form is being completed, type that response in the Default Answer field. You can also link to a default answer by entering its URL.
Select the check box to expand the Default Answer field into a memo field.
Select the check box if you want to limit users' responses to number format.
Slider
Allows users to select from a range of values using a slider control based on your set increments.
Enter the fixed amount you want to slider to increase/decrease by in the Increments field. For example, if you enter
5, the slider stopping points increment by five between the Min and Max Values. The Default Value is where the slider rests before it is adjusted by the user.After entering the increment and value information, you can click the to see how it is going to display for the user.
Date/Time
Allows users to open a calendar and select a start/end date or a start/end time value.
From the dropdown, select either (MM/DD/YYYY), (MM/DD/YYYY HH:MM AM/PM) or (HH:MM AM/PM). Then, select one or more of the following check boxes:
Default: Set a default date or time for the answer. However, by default the date picker control automatically defaults to the current date or time for the user.
Minimum: Setting a minimum Date/Time prevents the user from entering a date/time less than what is indicated.
Maximum: Setting a maximum Date/Time prevents the user from entering a date/time greater than the date indicated.
Media
Allows users to upload image, video or audio files.
Choose the type of media that can be uploaded in response to this question, then indicate if only one file or multiple files are allowed.
Select the check box if they need to name the file before submitting their response.
Signature
Creates a signature block that enables users to sign the form.
If this question type is selected, a signature line is added to your Template in this category. The user can sign with a finger or stylus and it is stored and available for review along with the date and time the signed form was submitted.
GPS
Allows users to capture their GPS location.
Choose or for the Measurement Unit dropdown. This question type provides a button where users can capture their current location.
Note
Location services must be enabled on the user's device.
Acknowledge
Allows users to accept or decline a question and add a memo.
Type your Acknowledgement Memo text that you want users to agree to when completing this question.
Enter the values (if different) for the Accept Label and Decline Label fields. For example, you may want to use Agree/Disagree instead.
Certain questions and options allow you to flag a field to indicate its level of importance. Clicking the Flag
icon opens the Set Flag dialog. Select a flag level and then click .
To create a conditional question that are triggered based on the user's response, click on the answer and then click . In the Add Conditional Question page, select the type of question to use and enter the question criteria.
(Optional) In the Additional Information pane, click to request more information related to this question from the user filling out the form.
When finished selecting the criteria for a question, click one of the following buttons:
Back to Template returns the user to the Form Template Manager page
Save saves changes and the Question Editor page remains open.
Save and Add Another saves changes and opens a new instance of the Question Editor page for another question to be created.
You can create and edit questions that are globally available to be included in multiple eForms™ templates.
For example, to display the job number at the top of a completed eForms, create a Job Number global field. Once created, this field can be optionally added to any newly created template.
Click .
The Manage Global Fields page displays:
To create a new global question, click .
The Create Question dialog displays.:
(Optional) To edit an existing global question, click the name of the question in the list to open the Edit Question dialog.
Choose or , depending on the type of question you want to create. See Add or Edit eForms Questions for more information on configuring different types of questions.