Update for Version 4.16
Organization information is divided into tabs. Each tab has information that will need to be filled out before an organization can be published and made public. The following will highlight information available on each tab.
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Organization Overview Tab
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Organization Code
This is the acronym used to describe the organization. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization, in real time.
Parent Organization
If the organization is a part of another (parent) organization the user can assign this parent organization here. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization, in real time.
Visible to users with Internal Organization Viewer or Internal Form Viewer roles only
Checking this attribute allows users with Internal Organization Viewer or Internal Form Viewer roles [only] to have visibility to the organization.
Branding: Has Brand
Checking this attribute allows the user to override the default styles associated with the system. If checked, the system will then attempt to utilize the style override found in the custom.css file to replace the default look and feel with a custom one within the context of the organizations children and assigned forms. If this attribute is unchecked, it will not look for a style override. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization, in real time.
Subordinate Organizations
This area lists all subordinate or child organizations for the current organization. Click the Add New Subordinate Organization link to begin the process of adding a subordinate organization.
Organization Details Tab
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This article provides a comprehensive guide to managing users, organizations, and site content within our application. It outlines essential features and best practices for user account management, organizational settings, and content creation. By following this guide, administrators can efficiently oversee user roles, organizational structures, and site content, ensuring a seamless and effective management experience.
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Managing Homepage Content in nFORM
The homepage is often the first point of contact for users visiting your site. Managing its content effectively can make a significant impact on user experience. Here’s how you can manage and customize your homepage content in nFORM:
Navigating to the Site Content Section:
To begin, click on Manage in the header and select Site Content. This section is dedicated to managing the visual and textual elements of your homepage, allowing you to maintain a fresh and relevant appearance.
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Editing the Site Announcement:
One of the primary features you can manage is the site announcement. This is an important tool for communicating critical updates, news, or events to your users. You can easily toggle the announcement on or off, and edit its content to reflect current information. This flexibility ensures that your users are always informed about the latest developments. To edit this field simply click on the pencil icon of that specific panel.
Customizing Homepage Elements:
Beyond announcements, you have the ability to change several key elements of the homepage. This includes:
Title and Subtitle: Modify the title and subtitle to better reflect the mission or latest focus of your organization.
Background Image: Update the background image of the main panel to keep the visual appeal of the homepage fresh and engaging. The ability to preview these changes before saving ensures that you achieve the desired look and feel.
By following these steps, you can maintain a dynamic and user-friendly homepage that effectively communicates your organization’s message and engages visitors.
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Managing Users
To begin managing users, navigate to the appropriate section:
From the application header, select
Manageand then click onUsers. This will take you to the main user management page where you can see a list of all registered users.
User List Overview
On the main user management page, you are presented with several tools and pieces of information to help you manage users efficiently:
Filtering and Searching:
Filter by Role: You can filter the user list by their role within the organization. This helps in quickly locating users with specific responsibilities or permissions.
Search Users: A search bar is available where you can enter a user's first name, last name, or email address to find them quickly. This is particularly useful when managing a large number of users.
Displayed Information:
Last Login and Email: For each user listed, you can see their last login date and their email address. This information is useful for monitoring user activity and ensuring contact details are up-to-date.
Quick Actions:
Three-dot Icon for Actions: Next to each user, there is a three-dot icon which provides quick access to essential actions. If you have the necessary permissions, you can reset a user's password or activate/deactivate their account directly from this menu. This feature streamlines administrative tasks, making them quicker and more efficient.
Viewing and Editing User Profiles
Clicking on a user’s name will take you to their detailed profile page. Here, you will find several tabs that categorize different aspects of the user’s account:
Identification Tab:
User Info: This section displays the user’s basic information such as name, email, and contact details. You can edit these details as needed.
User Activity: This part of the tab provides insights into the user's recent activities within the application, helping you track their engagement and behavior.
Account Settings: Here, you can change the user’s account status, reset their challenge questions, and reset their password. Additionally, this section indicates whether the user has provided ID proof, ensuring all necessary verification steps are completed.
Roles Tab:
Site-wide Rights: This section allows you to assign roles that apply across the entire site. It's useful for giving users overarching permissions needed for broad tasks.
Individual Organization Rights: If specific permissions are required for certain organizations within your site, you can assign them here. This ensures that users have the appropriate level of access based on their organizational role.
Reassign Tasks: You can also reassign tasks from one user to another, ensuring that responsibilities are managed appropriately and workflows are not interrupted.
Messages Tab:
User Messages: This tab contains all messages the user has sent or received as part of workflows. It allows you to monitor communication and ensure that important messages are being addressed.
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Managing an Organization in nFORM
Managing an organization within nFORM involves a few straightforward steps, allowing you to efficiently handle organizational details, contacts, links, FAQs, and staff assignments. Here’s a detailed guide to help you navigate the process:
Accessing the Organizations Section:
Start by navigating to the Manage menu in the header and selecting Organizations. This action brings you to a comprehensive page displaying a hierarchical tree of organizations. If you prefer a simpler view, you can switch to a list format. This flexibility makes it easier to locate and manage the specific organization you are interested in.
Searching and Selecting an Organization:
To find a particular organization, utilize the search bar at the top of the page. This feature allows you to quickly narrow down your options by entering relevant keywords. Alternatively, you can browse through the list or tree view to select the organization directly from the displayed options.
Organization Manager Overview:
Once you click on an organization, you are directed to the Organization Manager. This interface provides various tabs, each dedicated to different aspects of organizational management. Here’s a breakdown of what you can do within each tab:
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Org Details Tab:
This tab contains all the essential information about the organization. You can view and edit details such as the organization’s name, description, and other pertinent data. Keeping this information up-to-date ensures accurate representation within the nFORM system.
Status
The status of the selected Organization will be displayed. The available statuses include:
Published: This version of the organization is available to the public and is not editable by the organization designer.
Draft: This version of the organization is not available to the public and is editable by the organization designer.
Inactive: This version of the organization is inactive and not editable. This version is used for reference purposes only.
Note: Only one version of an organization can be published and only one can be in a draft status
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Organization Name
This is the name used to describe the organization. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization.
Form Heading
This is the form heading/title that will be displayed on the Organizations Home page.
General Instructions
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Contacts Tab
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Contact Address
The address used for contacting the organization.
Other Contact Methods
Any additional relevant contacts methods (e.g., email, phone, fax) specific to the organization are provide here.
Add/Edit Other Contact Methods
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When adding/editing an Other Contact Method, the following attributes are available:
A Type can be selected to identify the type of contact method being described.
A Form Label can be provided to provide a custom name for the Other Contact Method.
The Display After value is used to specify a custom sort order for the list of values.
To support regional offices and grouping of other contact methods, space can be added between other contact methods checking the Add space below this element.
Note: If no value is provided for the Form Label, the Type will be utilized as the name.
Supplemental Links Tab
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Any links to other web resources for the organization can be provided here.
Add/Edit Supplemental Link
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When adding/editing a supplemental link, the following attributes are available:
A Link Name can be provided to control the way the link will be presented to the user. This label will function as the hyperlink on the organization.
The Link field will specific the web address of the web resource (e.g., document or web site).
The Display After value is used to specify a custom sort order for the list of values.
Note: The Link value must be a fully qualified web address (e.g., http://... for a website).
Supplemental Links Tab
FAQ's Tab
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Any frequently asked questions for the organization can be provided here.
Add/Edit FAQ
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When adding/editing an additional FAQ, the following attributes are available:
A Question is the FAQ question that will be presented.
The Answer is the answer to the question that will be presented to the user for the question is selected.
Display After value is used to specify a custom sort order for the list of values.
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Staff Assignments Tab
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The Contacts tab is where you manage the contact information for the organization. This includes addresses, phone numbers, and email contacts. Accurate contact information is crucial for effective communication and coordination.
Supplemental Links Tab:
In this tab, you can add and manage supplemental links. These links could be to relevant resources, partner organizations, or any other helpful websites that users associated with the organization might need.
FAQs Tab:
Managing FAQs is essential for providing quick answers to common questions. This tab allows you to add, edit, and organize frequently asked questions to support users effectively.
Staff Assignments Tab:
The Staff Assignments tab is where you assign roles and responsibilities to various staff members within the organization. You can add new staff, assign specific roles, and manage existing assignments to ensure the organization operates smoothly.
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The system provides form designers with the ability to establish staff processing assignment based on the designation of roles, workgroups and workgroup route maps. These processing assignments are used to assign individuals to Submissions and Submission Processing Steps, either automatically based on a value in a submission or based on explicit assignment by a Submission Processor.
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Note: See the Staff Assignment topic of the Manage a Form for additional information with regards to configuring Workgroup Route Maps and assigning a default Responsible Person and step assignments.
See the Staff Assignment topic of Processing Submission(s) for additional information with regards to configuring Workgroup Route Maps and assigning a default Responsible Person and step assignments.
Manage Roles and Workgroup Assignments
To add a new role:
Select Edit next to Roles on the Staff Assignments tab in the Organization Designer.
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Repeat these steps for each user workgroup assignment for the Role.
Manage Workgroup and Role Assignments
To add a new Workgroup:
Select the Edit button next to Workgroups on the Staff Assignments tab of the Organization Designer.
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Only individuals who are granted the "Submission Processing" role are available for "User" selection.
Add/Edit Workgroup Route Maps
To add a new Workgroup Route Map:
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