Management Guide

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.

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:

1. 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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1. 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.

2. 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.

Managing Users

To begin managing users, navigate to the appropriate section:

• From the application header, select Manage and then click on Users. This will take you to the main user management page where you can see a list of all registered users.
  
  

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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:

1. 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.

2. 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.

3. 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.

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:

1. 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.
     
     

2. 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.

3. 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:

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.

• Contacts Tab:

  • 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.

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.

Roles define the staffing functions (e.g., Administrative Staff, Engineer or Supervisor) that individuals assume in performing their work within the organization.

Workgroups define each group within the organization that assembles to perform submission processing (e.g., region, office or team).

Workgroup Route Maps define each association (or mapping) used to assign workgroups based on a value in a submission (e.g., Region by County, Team by Permit Type, etc.).

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.

• If the screen is not in an add state, select Add New Role. A dialogue will be presented where a Name attribute can be entered to define the name of the role.

• Enter the Name attribute to define the name of the role.

Once the Role is defined, select the Add Row button in the Role area to assign an individual staff member to the Role for each defined Workgroup. For each mapping, select a When Workgroup matches... value to represent the relevant Workgroup and select a User to represent the User that will be assigned to the current Role when a Submission's Workgroup is assigned to the selected When Workgroup matches... value. Repeat this step for each user workgroup assignment for the Role.

To edit a Role:

• Select the Edit button next to Roles on the Staff Assignments tab of the Organization Designer.

• Select the Role to edit by clicking upon the Role row.

• Adjust the Role settings as needed.

Note: Workgroups will need to first be defined to allow individuals to be assigned "When Workgroup matches...". The Role-Workgroup-User mappings/assignments can be managed from both the Role and the Workgroup areas. Only individuals who are granted the "Submission Processing" role are available for "User" selection.

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.

• If the screen is not in an add state, select Add New Workgroup button. A dialog will be presented where the Name attribute can be entered to define the name of the Workgroup. Enter the Name attribute to defining the name of the Workgroup.

• Once the Workgroup is defined, select the Add Row button in the Workgroup area to assign an individual staff member to each defined Role. For each mapping, select a Role... value to represent the relevant Role and select a User to represent the user that will be assigned to the current Workgroup when a Submission's Workgroup is assigned to the current Workgroup value.

• Repeat these steps for each user role assignment for the workgroup.

To edit a Workgroup:

• Select the Edit button next to Workgroup on the Staff Assignments tab of the Organization Designer.

• Select the Workgroup to edit by clicking upon the Workgroup row.

• Adjust the Workgroup settings as needed.

Note: Roles will need to first be defined to allow individuals to be assigned "Roles". The Role-Workgroup-User mappings/assignments can be managed from both the Role and the Workgroup areas.

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:

• Select the Edit button next to Workgroup Route Maps on the Staff Assignments tab of the Organization Designer.

• If the screen is not in an add state, select Add New Workgroup Route Map button. A dialog will be presented where the Name attribute can be entered to define the name of the Workgroup Route Map.

• Click upon the new Workgroup Route Map.

• Select the Add Row button.

• Enter the When input matches… value which represents the value entered/selected on a submission which will be used to match to/assign a Workgroup.

• Select the Assign Workgroup value which represents the Workgroup that will be assigned to a submission when the Submission includes the When input matches… value.

• Repeat these three steps for each Workgroup Assignment for the Workgroup Route Map.

To edit a Workgroup Route Map:

• Select the Edit button next to Workgroup Route Maps on the Staff Assignments tab of the Organization Designer.

• Select the Workgroup Route Map to edit by clicking upon the Workgroup Route Map row.

• Adjust the Workgroup Route Map settings as desired.