eForm - Student - How to create an eform e.g. Student Absent Notification

Introduction

eForms are a powerful tool within PCSchool Student Management Software enabling forms to be dynamically designed incorporating workflow technology to be distributed via email or exposed in the Web Portals.  The eForms Maintenance control is used for collecting and maintaining information gathered by questionnaires to assist in keeping data up to date.  The questionnaires are called eForms.  eForms can be used to collect information for Staff, Caregivers, Students and even members of the outside public including potential new families.  Data can be collected and save directly into the database which saves time and keeps information up to date.

Some examples of how eForms are currently being used in schools:

 

Absence Reporting	Caregivers with children absent can complete an electronic absence note. This is acknowledged by the attendance officer
Camp Excursion Forms	Staff can complete an eForm as part of a camp planning process. An eForm can also be used as part of the caregiver consent process
Event Entry	Members of the public can enroll in a schools organised event, such as a fun run, with entry fees collected as part of the eForm completion process.
Leave Application	Staff members apply for leave. The eForm is processed through a head of department as well as a bursar for final approval.
Online Enrolment	Caregivers can apply online, entering the requested student and family information, including the upload of a birth certificate and previous school reports. On acceptance, this information is automatically save to create the new student record.
Maintenance Requests	Staff can complete a maintenance task request for future action by the relevant staff member
Timesheets	Casual staff members complete a timesheet for pay processing.

 

Prerequisites

Security required click here

For users to be able to create and use the eForm Maintenance tool in Spider they must first have the necessary user security rights.

Step 1:  Creating eForms

Log into your Spider

• eForms Management can be accessed by: Select ‘Setup and Utilities’ from Filter menu by.
• Or type in the search for eForms Maintenance and select

 

Overview of eForm Maintenance screen:

	eForm pertains to:	Select who the eForm will relate to: General [G], Student [S], Caregiver [F], Staff [T], Outside Public [P], Enrolment Public [E].
2.	Display eForm in Spider Quicklinks for:	The eForm can be shown on the portal of either Caregivers, Students or Staff.
3.	Search/Select eForms:	Shows existing eForms.
4.	Create eForm:	Select to create an eForm.
5.	Import eForms:	eForms can be imported and a small selection of eForms are available on help page at Available eForms to Import

 

 How to import an existing eForm - click here

 

Step 2:  How to create an Eform 

In the example that we are creating

1. The eForm will pertain to Student.
2. The eForm will be an Absent Notification.
3. It will be displayed on the Parent Portal

Please note: A Superuser must be selected when creating the eForm otherwise the eForm will not save.

It is also important to remember that once the Display eForm in Spider Quicklinks for Caregiver, Student or Staff is ticked it will show on the portal for the user.  It is always best not to display the eForm until it has been tested.

Shown below is a description of what each control on the eForm Management page are:

1.	Select who the eForm pertains to.
2.	Select if the eForm will be shown on the portal for either Caregivers, Students or Staff.
3.	Name the eForm.
4.	eForms may be imported
5.	Select controllers.  Please note that a Super User must be selected and other controllers will relate to the workflow.
6.	Select the eForm style.  The 3 styles of eForms are pictured below.
7.	Save the eForm.

 

eForm Styles

3 styles of eForms can be used:

[Single Page]

The single page will show the eForm groups listed underneath each other:

 

[Descriptive Tab]

The descriptive tab will show the groups listed across the top of the eForm:

 

Numbered Tab

The numbered tab will show the groups in numeric order across the top of the eForm and this is used when the descriptions exceed the page width:

 

Step 3:

Once create your name for your eform and Save it. 

You will now start building your eForm  by selecting [New Question] 

The Groups are used in the eForms like a catergory to keep the questions together

Select [Yes] and create the Group by select [New]

 

hen adding groups it is important to understand how and where the following appear in the eForm

1.	Group Code	Enter a short Code  - shows in eform here:
2.	Select object Group	can be added from the eForm Management page or when editing the Group
3.	Group Caption	shows in the eForm as a heading
4.	Help Text	This is additional information that can be added to assist the Originator of the eForm to complete.
5.	Select a Tab Heading or Add New	is where the eForm style are used and a group can be added and it will show in the same Heading Tab
6.	Layout	Layout of the group shows the questions either Across or down
6a.	Layout styles:
7.	Group Active	It shows on the eForm Management page as

 

Continue to build the eForm with the following questions:

• Surname – Show information from database
• Year Level and Homeclass -
• Add a link in to explain types of school leave.
• Date of absence from
• Date of absence to
• Absent Reason
• Please add Comment if Absence reason is other
• Attach the medical certificate if required.
• Approval Status - Admin
• Approved by – Admin
• Approval Date: - Admin

 

eForm Question Types:

Understanding the question types is also important when creating the eForms:

1.	Active	is a standard question in an eform and this question can be made as a compulsory questions.  If made compulsory an answer must be given in the eForm otherwise the eForm will not submit.
2.	Admin	is best explained as standard procedure that is completed when the eForm is submit by the person collecting the information. The question can also be hidden from the orignator when the eForm is being completed
3.	Decision	is a question that is used to direct the workflow of the eForm.  The question can also be hidden from the orignator when the eForm is being completed.
4.	Hidden	is used to when the information is not necessary for the originator of the eForm to view.
5.	Inactive	is used when a question does not need an answer or is no longer needeed in the original eForm.

 

Add possible Anwsers when creating a question:

The eForm allows many different possibilities of answers. Answer Types are as shown below:

Dropdown List: This type shows in the eForm as a list of possible answer for the Originator to select (only 1 answer can be selected).

Radio List: This type shows in the eForm as radio buttons list possible answer for the Originator to select (only 1 answer can be selected).

Single Line Text: This type allows the originator to type their own answer.

Multi Line Text: This type allows the originator to type their own answer.

Date Only: This type shows as calendar in the eForm.

Email Address Only: Email Address only

Dropdown PreDefined: This information is pulled from the database field.

Numeric Only: Numbers only

Numeric ReadOnly: Shows as read only with numbers

Checkbox List Across: Multiple answers can be selected from the options are available across the page

Checkbox List Down: Multiple answers can be selected from the options are available down the page

Read Only Text: No Answer requires to be added by the originator.

Empty: No answer required.

File Upload: The originator will be able to add a document to the eForm

File Upload + Docman: The originator will be able to add a document to the eForm which will save in Doc Manager

Image Imprint: An image can be added to the eForm which will allow the originator to add an indication mark on the image.

 

Once the ‘Answer Type’ has been selected add the ‘Maximum Number of characters allowed in the answer’.  This will depend on the answer type.  For example, if the Date Only answer type is select the only 10 characters will be required but if the Multi Line text is selected 2000 characters could be added.

Then select ‘Possible Answers’ if Dropdown List, Radio List, Checkbox List Across or Checkbox List Down has been select this is where the answer options can be added.  All answers will need to be separated with a semi colon between them.

This example shows how to add a file and add it to Docman:

Then select ‘Save Question’.  Continue the process until the eForm is created

 

Step 3 :  Adding Workflows - click on Link

 

 

Step 4:  The eForm is now available to caregivers

A) in their Spider > Quicklink

b) under their Spider homepage or

c) how to email click this link