Dynamic Forms User Manual
Contents
1. This is for users assigned to multiple department forms To modify your profile information select the tab that corresponds to the information you wish to change Add or change the information then click the Save Changes button Home Search System Admin Reports Help STATS Pellissippi state Academic Affairs Nursing wl Change Institution Change Default Institution Use the form below to choose which institution you would like to appear by default when you log into Dynamic Forma Update default institution institution Pellissippi State Information Services APS Wi Save Cha nges GRA Page 4 PELLISSIPPI STATE COMMUNITY COLLEGE Home Page Navigation Throughout Dynamic Forms there are navigation tabs located at the top of each page which are used for navigation purposes These tabs include e Home Displays a list of all forms including Multi Signature Pending and Processed forms and Archived forms lt also displays a Recent Updates section that provides users with product release notes and other information e Search Allows users to take advantage of the Search functionality within the Dynamic Forms application e User Admin Allows users to control who within the organization has access to the administrative functions Only User Admins can use this tab e Organization Admin Allows users to create edit and delete organizations Only User Admins can use this tab e Reports Allows use2. Excel T1 Dynamic Forms nextgen Home Search UserAdmin Organization Admin Reports Help My Forms Update Profile Logout School Application Pending forms See Page Help Processed Archived Res orms below are in a pending status Export To Excel PDF HTML MEADE Esign Date gt amp 1019 2011 9 17 04 PM False Bonaventura 4 Process selected forms Archive selected forms Delete selected forms Archive old forms To archive old forms in a batch mode simply choose a date range from the drop down list and click the Archive old forms button Any form that falls into the selected date range pending or processed will be moved into the archive queue Archive forms older than 60 days Archive old forms You can click on the Export to Excel button to create an excel file with all the form data Follow the onscreen instructions and Microsoft Excel should load with all your data in one file This feature is not document specific meaning all files in your que will be imported into Excel Page 13
3. process Search See Page Help 1 Form s to search APS Contact us Tm Hold down the Ciri key to choose more than one form 2 Field to search E as _ a Pg Leed xD Search _ e a Tip Enter at least one better include warehouse data in search results Wel aria d e including warehouse data will increase search time Next simply select the field you wish to search by Finally enter the value use for any value for which you wish to search and click Bl Dynamic Forms will return the search results in the bottom half of the window Page 7 PELLISSIPPI STATE COMMUNITY COLLEGE Note To search for an exact value such as the last name Smith enter the full text string Smith in the field To search for a partial value simply enter one or more letters into the field The search tool will perform a wildcard search and return any value containing the letter s you entered In order to search forms in the data warehouse ensure you check the box highlighted The data warehouse includes all forms that are older than12 months Include warehouse data in search results Tig Induding warehouse data will increase search time Search results are displayed at once along with some basic information such as the form name and the date submitted From this screen you can choose to mark the form as Processed green or Unprocessed red by clicking on the colored circle in the Processed column You may also view the P
4. your role Pending Forms will allow you to see a list of forms that are awaiting your signature for example Perhaps you have been listed as a co signer by a student you will see that form listed In addition Forms History will show you all forms that you have previously submitted To return to the admin pages simply click on Go To Forms 4dministration Page 6 PELLISSIPPI STATE COMMUNITY COLLEGE Forms Search The Form Search tab is used to search for specific records This allows users to choose one or more forms to search a field within the form s to search and a specific value on which to search To search your forms database simply select from the drop down list any form s you want to include in your search and click You can select more than one form by using your ctrl key and your mouse You can also select all forms by simply clicking on Select All Search See Page Help 1 Form s to search Nursing Admission Application Bndge kO d Nursing Admission Application Tradibonal Pathway Tip Hold down the Ctrl key to choose more than one for Select Al New search Then select the field you would like to search and click You may notice that the list of available fields is limited to only those fields associated with the form s you selected in the previous step Field names from list of available fields to choose from might be confusing this is due to naming conventions used during the Form Design
5. DF HTML version of the form Search See Page Help 1 Form s to earch Ex Questionnaire Te Hold chown the Gtr key to chomis ree than 07 cara 2 Field to search 3 Value to search Lip Enter at beast one better include warehouse data in search results Tor partial searches Tig Including warehouse date will increase search time Search Results View POF HTML Searched valve matches Form Name SubmaiDete Page 8 PELLISSIPPI STATE COMMUNITY COLLEGE Retrieving Your Data The Home tab displays a list of all of the forms Each form contains three columns Multi Signature Pending Processed and Archived Multi Signature Queue Forms with multiple signatures but no school section If a student has submitted their section of the form but the parent has not that form will appear in the Multi Signature queue Once the parent completes and signs the form the form will go to the pending queue Forms with multiple signatures and a school section lf a student has submitted their section of the form but the parent has not that form will appear in the Multi Signature queue If both student and parent have completed their sections of the form but the form is still waiting for the school section to be completed that form will appear in the Multi Signature queue Once the school section has been completed the form will move to the processed queue Pending Queue Forms with a single electronic signature will appear i
6. PELLISSIPPI STATE e o _ ie COMMUNITY COLLEGE Forms Administrators Dynamic Forms User Manual Last Updated 9 8 2015 Page 1 PELLISSIPPI STATE COMMUNITY COLLEGE Table of Contents Kell 9 aeeee cannes ere er rere E eee eee eee ee eee A OY as atc eg e System REQUITEMENHS c 0 cccesceeeceeccceeccescseeeeecccenececcaeceeesceeeeeescesseeesceeeecssoeeesess Hilo ls EE Home Page Navigation cccsccccsssccceseecssecceueeccececeaseeceuseceueeeseeeesaueessueessaeeeseeeeseaes ee FORMS o te isa atada ii oran Ecg WINIG Your Dala isos cis Mult SigMature e Ponang SG EE PrOCessed Ra TT eer e Re E el lee FONNO E EXPOMINO reg Ge WEE 12 Page 2 PELLISSIPPI STATE CoMMUNITY COLLEGE Overview Dynamic Forms hitos dynamicforms ngwebsolutions com is a fully hosted powerful web application which also allows non technical users to take any paper based form and quickly build a sophisticated interactive form that can be published to the internet Dynamic Forms provides single and multiple electronic signature functionality along with a basic workflow feature to enable document processing lts data image exchange feature allows users to transfer the data captured on your forms into our local imaging system such as BDMS in an automated fashion Dynamic Forms is an affordable way to realize tremendous savings at your institution by decreasing print postage processing and reprocessing cost
7. Y COLLEGE For the School Application form shown below Dynamic Forms displays the PDF and HTML version of the form The user can scroll to the right to see the rest of the form s data Dynamic Forms nextgen p lt lt Home Search User Admin Organization Admin Reports Help My Forms Update Profile Logout School Application Pending forms See Page Help Processed Archived Results The forms below are in a pending status Export To Excel Esign Date Esigned By IslmageProcessed StudentLastName Bonaventura 4 Process selected forms Archive selected forms Delete selected forms Archive old forms To archive old forms in a batch mode simply choose a date range from the drop down list and click the Archive old forms button Any form that falls into the selected date range pending or processed will be moved into the archive queue Archive forms older than 60 days X Archive old forms View PDF To view a pdf image of the form as it was completed by the student click on Adobe logo in the PDF column This opens a pdf file that can be saved or stored in an imaging system View HTML To view an html page of the form as it was completed by the student click on page icon in the HTML column This displays the form data in html format in a different browser Process form s Once the data has been processed in your office select the check box and then click the Process selected fo
8. n this queue once they have been submitted Multiple signature forms without a school section will also appear in this queue once all signatures have been completed on the form Processed Queue Forms with a School use only section will automatically move to this queue once the school use only section has been completed Forms without a School use only section must be moved manually to this queue Archived Queue Forms are manually moved to the Archived Queue Click here for more details Page 9 PELLISSIPPI STATE Com MUNITY COLLEGE To view the data for pending forms click on the number link located in the Pending column Dynamic Forms nextgen Home Search User Admin Organization Admin Reports Help My Forms Update Profile Logout NextGen DForms Forms See Page Help MOVE SELECTED TO FOLDER E MANAGE FOLDERS ea ADD A NEW FORM A Forms Folders Multi Pend Presd Arch FZ O By School Application fill out form Dix Recent Updates 1 198 779 Dynamic Forms submitted EI 433 Trees saved and counting amp Release 5 9 Allows Users to attach documents to your forms Please click here to read summary Release 5 8 New Payment vendor CryptPay Plesse click here to read sbout this terrific credit card debit card vendor 12 01 2010 Release 5 7 Collect credit card payments on your forms 11 15 2010 Potential Next Release Summary and Survey to be sent Page 10 PELLISSIPPI STATE COMMUNIT
9. rms button This moves the form to the Processed queue The Processed queue has similar functionality If a form needs to be revised or if it was moved into a processed status inadvertently simply check the same box and then click the Pend selected forms button The form is moved back to the Pending queue Page 11 PELLISSIPPI STATE COMMUNITY COLLEGE Delete form s It may be necessary to delete a form The most common reason for deleting a form is so that a user can re submit an e sign form that has been set up for duplicate e signature prevention for more information about this refer to Updating a Form s Characteristics To delete a form simply select the checkbox beside the form in question and click the Delete selected forms button Archiving Forms Processed and Pending forms can be moved into an Archive queue at any time The system can also be used to archive all forms that are older than 60 days 90 days or 120 days To archive a form select the check box for the form you want to archive and then click the Archived selected items button To archive all forms that are greater than 60 days 90 days or 120 days simply select the day range from the drop down list and then click the Archive old forms button When forms are archived the number of Archived forms displays with the number of Multi Signature Pending and Processed forms on the Home tab Page 12 PELLISSIPPI STATE Com MUNITY COLLEGE Export to
10. rs view school activity Only User Admins can use this tab e Help This page contains a link to a PDF of this Screen User Guide document as well as contact information for additional support PELLISSIPPI STATE COMMUNITY COLLEGE Home Search Syalem Admin Reports Help My Form Update Profle Lagout Mc Pellissippi State Academic Affairs Business amp Computer Tech Pellissippi State Academic Affairs Nursing Forms See Page Help MOVE SELECTED TO FOLDER ra MANAGE FOLDERS jy ADD A KEW FORM A FonmsiF oiders Mun Pend Preed Arch d af y Nursing Admisi n Application Bridge fill out form RECH af fig Nursing Admeasion Application Traditional Pathway fil out form ur ES Page 5 PELLISSIPPI STATE COMMUNITY COLLEGE My Forms i Update Profile Logout There are additional options in the top right of your screen Update Profile discussed in Page 4 above and Logout will do just that If you click on My Forms you will then be taken to the following screen PELLISSIPPI STATE COMMUNITY COLLEGE Home Pending DrattfForms Forms History Logout Go To Forms Administration Welcome to Dynamic Forms This page offers you access to your Pending Draft Forms and your completed Forms History f you need to start a new form please go to your college or university website to access a link to the proper form Thank you for using Dynarn Forms This is very handy should you also be submitting forms as part of
11. s Its feature rich process also allows clients to portray a more sophisticated technology focused presence on the web for their institution System Requirements To use Dynamic Forms users need only use one of the four main web browsers including Microsoft Internet Explorer Firefox Safari and Chrome Next Gen will support versions of these browsers until they are two or three versions old Also Next Gen will do a prudent job of keeping track of the latest Beta and New releases of these browsers however we will have a specific schedule as to when certain browsers are supported Also for users to view their Dynamic Forms in a PDF format they will need Adobe Acrobat Reader 6 0 or higher Page 3 PELLISSIPPI STATE CoMMUNITY COLLEGE Changing a Profile Once the user is logged in there is an Update Profile link located in the top right corner of the screen Home Search System Admin Reports Help Change Account Settings e rt sf arme i frt gp r a e D arte of wn are jogged mto Lingen Forms using your institution credentia s As a resi some parts of your accourt may not be ecifabie Name User name SSOSMGACSKEONTESTOFAUIODNL1I4C 1 AAE GES aschutte Email Password Secret Question What is your mothers maiden name Default Institution Pelbssippi State Information Services APS For all Pellissippi State Form users there is only one type of information that can be changed The Default Institution
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