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E-Form template creation

In this article we guide you on how to create an E-Form template.

Neha Joshi avatar
Written by Neha Joshi
Updated over 3 months ago

You can create and manage your own E-Form templates, giving you control to customise them to your own requirements.

Prerequisites

To start creating and modifying your E-Form templates, we’ll need to set this up for you. Please raise a new case online and reference the title of this article.

Create a template

Once you have your permissions in place, you create a template.

  1. Click Admin then click My Company.

  2. Click E-Form templates then click New.

  3. Enter an E-Form Template Name.

    ​📌Note: You can’t create duplicate E-Forms.

  4. On the Object list, select the object the E-Form associates with.

  5. On the Template Scoring Type list, select the scoring you’d like. The options are:

    • No scoring.

    • Enabled – Automatic Scoring.

    • Enabled – Automatic & Manual Scoring.

  6. Configure your optional template settings using the table below.

  7. If you’re using either of the automatic scoring methods, enter the amber and red warning percentages. If you’re not using these methods, leave this blank.

  8. Select the document template to associate with this template. See our configure document template section for further information.

  9. Click Save.

Hide Question Numbers

Select to hide the question numbers from users completing or viewing E-Form using this template. It’s recommended that you include an appropriate number as part of the question text when using this option.

Page Break Per E-Form Page

Select to force PDF exports of E-Forms to have a page break for every page in the template, for example, page 2 is on a new page.

Use E-Form Question Sub-Categories

Select to remove all values in the E-Form Question Sub-Category field for all the questions in this template

The template saves as a draft. For the template to be active and available to use, you need to configure the questions. See our section below on populating and submitting E-Form template.
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In addition, you can configure your template to associate with specific supply categories or E-Form referral types.

Configure supply categories or referral types

To configure supply categories or referral types, follow these simple steps.

  1. Click Admin then click My Company.

  2. Click E-Form templates then highlight a draft E-Form template.

  3. Scroll down to E-Form Template Referral Types or E-Form Template Supply Categories.

  4. Click New then select the appropriate referral type or supply category.

Populate and submit E-Form templates

To start populating your E-Form templates, follow these simple steps.

  1. Click Admin then click My Company.

  2. Click E-Form templates then select the E-Form to modify.
    ​Note: The status of the template is Draft.

  3. Scroll down to E-Form Template Questions.
    ​

  4. Click New and add your question using the Question Wizard, as per the table below.

  5. To make the question visible, select the Display checkbox, then click Save.

Question Text

Enter your question text. This can be via the text field or HTML.
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You can also use hyperlinks to link to an external questioning source.

E-Form Category

Select a category.

Question Number

Enter a question number.

Page number

Enter a page number.

Answer Type

Select from the list. See table 2 for guidance on setting up answers for different answer types.

Answer Max Length

Optional.
The maximum number of characters for the answer. Dependent on the answer type, this may not be applicable, for example Percentages.

Parent Question

Optional.
If applicable, then you can link a parent question to the question you’re creating. You can only select a question as a parent if it’s within the same Question Category.

Parent Question Visibility Type

Optional.
If you’re configuring a Parent Question, then you can select its visibility.

  • Show On Specified Answer.

  • Show On Unspecified Answer.

Parent Question Visibility Answer

Optional.
Select the question visibility answer.

Provide Max Score

Optional.
This is only applicable when manually scoring a question.

Answer Optional

Optional.
Select to flag the question as optional.

Auto Copy Answer

Optional.
Select to automatically copy the last previous answer on a new form.

Enter Help Text

Optional.
Enter help text if you require.

Supporting File

Should it be necessary to provide further information, you can upload a document via the upload wizard.
​
You can find that here:
​

E-Form answer and question configuration

Once you’ve made your draft template and questions, can you configure answers to allocate to the questions.

  1. Click Admin then click My Company.

  2. Click E-Form templates then highlight a draft E-Form template.

  3. Scroll down to E-Form template questions. Here you can make amendments to visible fields listed related to the question, excluding question text, category, and parent question.
    ​

  4. To view in further detail and to access answer configuration, click the magnifying glass.

  5. Scroll down to E-Form Template Question Answers & Scoring, then click New.
    ​

  6. Configure your answers as stated in the table below.

  7. Click Save then within the Actions button, click Submit E-Form.

🤓Tip: You can configure multiple answers for a single question, for example, radio buttons. From the answer configuration, you can amend the question information too. Ensure you save any changes you make.

Answer Text

The text visible as an answer.

Sort Order

The order the answers should appear. This is relevant for multiple answer options.

Notes Type

Select from the list if you require notes against an answer. The options are:

  • Not Available.

  • Available.

  • Required.

Help Text

Additional information and guidance to answer the question.


If there are no errors, your E-Form is now active and available to use within its related object.

Configure a document template

You can configure E-Form generated documents to produce documents with selected information from the relevant object.

  1. Click Admin then click My Company.

  2. Click E-Form Templates then click the Magnifying glass.

  3. Select your E-Form template then click Actions.

  4. Click Add Document Template.

This takes you to a screen showing the fields you can use within the Word document. To assign a Word document to a template, create a Word document template and upload it via the upload wizard.


Here you can see an example Word document template.


Once generated via the Actions button on the object E-Form, the document pulls the configured fields, as shown in the example below.

E-Form versions

To aid in tracking the state of an E-Form, you’re able to configure your own sub-statuses against an E-Form. In addition, should a Word document generation template associate with the E-Form, then upon a sub-status changing whilst the E-Form is in Pending, then a Word document automatically generates. This requires the configuration below.


Create a sub-status

  1. Click Admin then click My Company.

  2. Click E-Form Sub Statuses then assign a name.

  3. Assign a related object, then click Save.


Enable automatic document generation

  1. Select an E-Form template then click Admin.

  2. Click My Company then click E-Form Template.

  3. Select a template and scroll down to Enable Automatic Document Generation.

When you select this, when the sub-status or status changes to a completed state on an E-Form that uses this template, it automatically generates documents.


Assign a sub-status to an E-Form

  1. Select an E-Form and click into the details.

  2. On the Sub Status list, select the sub-status you require.
    ​

Populate an E-Form Template

Given you’ve configured an E-Form template of an object, when accessing that object an E-Form is now available to create via the Actions button and clicking New E-Form.

  1. Select an object then click the Actions button.

  2. Click New E-Form then on the Template list, select your E-Form template.

  3. Populate the E-Form and click Finish.

From here, you can generate documents that you’ve configured against the template.

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