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Informed® Desktop eForms
User’s Manual
Release 4.1.0
FileNet Corporation
3565 Harbor Boulevard
Costa Mesa, California 92626
800.FILENET (345.3638)
Outside the U.S., call:
1.7 1 4 .3 2 7 .3 4 0 0
www.filenet.com
FileNet Corporation USA, 2003. All
rights reserved.
Contents I
. . . .
Contents
Contents
Introduction i-2
Informed Desktop eForms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-2
Highlights/Intelligence Features. . . . . . . . . . . . . . . . . . . . . . i-2
Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-2
Digital Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-3
Database Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-3
The Informed Desktop eForms Manual Set . . . . . . . . . . . . . . . . i-3
About This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-4
Conventions Used in This Manual . . . . . . . . . . . . . . . . . . . . . . . i-5
Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-5
Finding Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-5
Definitions of Terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-5
Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-6
Commands and Control Names . . . . . . . . . . . . . . . . . . . . . . i-6
Cross-platform Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i-6
Chapter 1 Overview 1-2
How Forms are Designed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2
Informed Plug-ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3
Distribution of Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-4
Setting Internet Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
Scripting Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5
The Templates Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6
Filling Out Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6
Form Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Where Everything Goes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-7
Plug-ins. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
II Contents
. . . .
Templates Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-8
Spell Checking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9
Informed Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-9
Changing Folder Path Locations . . . . . . . . . . . . . . . . . . . . . 1-9
Chapter 2 Managing Documents 2-2
Informed Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2
Informed Desktop Templates (.itp) . . . . . . . . . . . . . . . 2-2
Informed XML Templates (.itx). . . . . . . . . . . . . . . . . . 2-2
Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Informed Data (.ifm). . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Informed XML Data (.ifx) . . . . . . . . . . . . . . . . . . . . . . 2-3
Informed Package (.ipk) . . . . . . . . . . . . . . . . . . . . . . . . 2-3
Informed Interchange (.iif) . . . . . . . . . . . . . . . . . . . . . . 2-4
The Templates Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Template Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4
Creating New Data Documents. . . . . . . . . . . . . . . . . . . . . . . . . . 2-5
The Recent Templates List . . . . . . . . . . . . . . . . . . . . . . . . . 2-6
New Document Preferences. . . . . . . . . . . . . . . . . . . . . . . . . 2-6
Setting Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7
Opening Data Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8
Opening Recently Used Data Documents . . . . . . . . . . . . . 2-10
Opening a Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11
Opening an XML File (Windows Only) . . . . . . . . . . . . . . 2-11
Duplicate Template IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-12
Missing Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13
Closing Data Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-14
The Auto-Save Preference. . . . . . . . . . . . . . . . . . . . . . . . . 2-14
Saving Data Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-15
Saving Copies of a Data Document. . . . . . . . . . . . . . . . . . 2-15
Saving as XML Files (Windows Only) . . . . . . . . . . . . . . . 2-16
Saving as TIFF Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17
Saving as PDF Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-18
Collecting Data Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19
Updating Data Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-19
Obtaining New Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20
Obtaining New Templates Using Informed Desktop
eForms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-20
Downloading a template from an eForms Workplace . . . . 2-21
ODMA Support (Windows Only). . . . . . . . . . . . . . . . . . . . . . . 2-22
How it Works. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-22
Creating and Saving New Documents. . . . . . . . . . . . . . . . 2-22
Retrieving an Existing Document . . . . . . . . . . . . . . . . . . . 2-23
Contents III
. . . .
Chapter 3 Filling Out Forms 3-2
Activating a Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2
Accepting the Current Record . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Entering Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3
Font, Font Style, and Size . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
Display-only Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5
Required Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Optional Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Recommended Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Entering Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Entering Character Values . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6
Entering Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Entering Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Entering Dates and Times . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7
Century Wrap Preference . . . . . . . . . . . . . . . . . . . . . . . 3-8
Entering Boolean Values . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Entering Checkbox Values. . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Entering Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Inserting a File or Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9
Setting a Cell’s Value for Multiple Records . . . . . . . . . . . 3-10
Errors When Using the Set Value Command . . . . . . . 3-11
Scrolling Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-11
Memorizing Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-12
Tab Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-13
Filling Out Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-14
Inserting and Removing Rows . . . . . . . . . . . . . . . . . . . . . . 3-14
Expandable Rows in Tables . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Scrolling Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-15
Using Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-16
Pages of a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
The Work Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Changing Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-17
Intelligence Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-18
Restoring Calculated Values . . . . . . . . . . . . . . . . . . . . . . . 3-19
Data Verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-19
Viewing Choice Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-20
Selecting a Choice. . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-22
Editing Choice Lists . . . . . . . . . . . . . . . . . . . . . . . . . . 3-22
Help Messages for Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . 3-23
Help Messages on Windows . . . . . . . . . . . . . . . . . . . . 3-23
Help Messages on Macintosh . . . . . . . . . . . . . . . . . . . 3-24
Check Formulas and Help Messages . . . . . . . . . . . . . 3-25
Lookups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-26
Lookup Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-27
Getting The Next Form Number . . . . . . . . . . . . . . . . . . . . 3-28
IV Contents
. . . .
Chapter 4 Using Digital Signatures 4-2
Signature Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2
Signature Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4
Signing Forms and Verifying Digital Signatures . . . . . . . . . . . . 4-6
Verifying a Signature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-7
The Signature Icon. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9
Automatic Verification . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10
Working with Multiple Records . . . . . . . . . . . . . . . . . . . . 4-10
Template Verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-11
Verifying Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12
Setting Template Authorization Preferences . . . . . . . . . . . 4-13
Logging Off Your Signing Service. . . . . . . . . . . . . . . . . . . . . . 4-14
Signing Plug-ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15
I-Sign Plug-ins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15
Configuring I-Sign (POP) and I-Sign (IMAP) . . . . . . 4-16
Signing Forms with I-Sign (POP) or I-Sign (IMAP) . 4-16
Signing Forms with I-Sign (Quadra) . . . . . . . . . . . . . 4-17
Logging Off the I-Sign (Quadra) Signing Service . . . 4-18
Entrust (Windows Only) . . . . . . . . . . . . . . . . . . . . . . . . . . 4-18
CapiCom for Microsoft CSP (Windows Only) . . . . . . . . . 4-19
Signing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19
Signature Verification. . . . . . . . . . . . . . . . . . . . . . . . . 4-20
Chapter 5 Attachments 5-2
The Attachments Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2
Windows and Macintosh File Types. . . . . . . . . . . . . . . . . . . . . . 5-3
Attaching Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4
Extracting Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5
Opening Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-6
Deleting Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7
Signing Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7
Chapter 6 Spell Checking 6-2
Setting Spelling Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2
Spell Checking Your Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4
Spell Checking From the Record List. . . . . . . . . . . . . . . . . . . . . 6-6
Chapter 7 Annotation 7-2
Placing, Moving, and Removing Notes . . . . . . . . . . . . . . . . . . . 7-3
Typing Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4
How Design Changes Can Affect Notes. . . . . . . . . . . . . . . . . . . 7-5
Contents V
. . . .
Chapter 8 Record Management 8-2
Collection of Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2
The Record List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-3
The Record List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-4
Adding Cells to the Record List . . . . . . . . . . . . . . . . . . . . . . 8-5
Adding and Removing Columns . . . . . . . . . . . . . . . . . . . . . 8-5
Changing a Column’s Position. . . . . . . . . . . . . . . . . . . . . . . 8-8
Changing a Column’s Width . . . . . . . . . . . . . . . . . . . . . . . . 8-9
Changing a Column’s Title . . . . . . . . . . . . . . . . . . . . . . . . . 8-9
Changing a Column’s Alignment. . . . . . . . . . . . . . . . . . . . 8-10
Selecting Records and Columns. . . . . . . . . . . . . . . . . . . . . 8-10
Current Record Indicator. . . . . . . . . . . . . . . . . . . . . . . . . . 8-11
Totaling or Averaging a Column . . . . . . . . . . . . . . . . . . . . 8-12
Showing and Hiding the Totals Line. . . . . . . . . . . . . . 8-14
Saving Record List Formats . . . . . . . . . . . . . . . . . . . . . . . . 8-14
Removing a Record List Format . . . . . . . . . . . . . . . . . 8-15
Adding New Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-16
Editing Existing Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-16
Reverting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17
Clearing Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17
Duplicating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-17
Finding Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-18
Match Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-19
Finding Words. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-20
Finding Dates and Times. . . . . . . . . . . . . . . . . . . . . . . 8-20
Finding Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-20
Finding Boolean and Checkbox Values . . . . . . . . . . . 8-21
Find Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-21
Indexed cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-23
Finding All Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-23
Sorting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-23
Omitting Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-24
Browsing Through Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-25
Removing Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-26
Removing Records from a Collection. . . . . . . . . . . . . 8-27
Creating Tags and Recalling Collections . . . . . . . . . . . . . . . . . 8-27
Adding Records to a Tagged Collection . . . . . . . . . . . . . . 8-28
Removing a Tag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-29
Record Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-29
Chapter 9 Printing Forms 9-2
Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2
Setting Print Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-3
Printing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-4
Print Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
VI Contents
. . . .
Collating Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-5
Printing Repeating Forms. . . . . . . . . . . . . . . . . . . . . . . 9-6
Printing From the Record List . . . . . . . . . . . . . . . . . . . . . . . 9-7
Printing Records in a List . . . . . . . . . . . . . . . . . . . . . . . 9-8
Chapter 10 Mailing Forms 10-2
Setting Mail Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-2
Mailing Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-3
Resolving Recipients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-5
Suggested Routes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-6
Overriding Suggested Routes . . . . . . . . . . . . . . . . . . . . . . 10-7
Adding, Changing, and Removing Suggested Routes. . . . 10-7
Mail Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-9
Form Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-10
Mail Plug-ins. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-10
Windows Mail Plug-ins . . . . . . . . . . . . . . . . . . . . . . . . . . 10-10
Macintosh Mail Plug-ins . . . . . . . . . . . . . . . . . . . . . . . . . 10-11
SMTP Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-11
Addressing Using SMTP . . . . . . . . . . . . . . . . . . . . . 10-11
Configuring the SMTP Plug-in. . . . . . . . . . . . . . . . . 10-12
Configuring Your SMTP Address Book . . . . . . . . . 10-13
Chapter 11 Form Tracking 11-2
How it Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-2
Tracking Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3
Setting Tracking Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 11-3
Displaying a Form’s Tracking Status . . . . . . . . . . . . . . . . . . . . 11-4
Chapter 12 Submitting Forms 12-2
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-2
Submitting Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12-2
Submitting Multiple Records. . . . . . . . . . . . . . . . . . . . . . . 12-3
Successful Submit Indication. . . . . . . . . . . . . . . . . . . . . . . 12-3
Errors When Submitting Records . . . . . . . . . . . . . . . . . . . 12-4
Chapter 13 Exchanging Information 13-2
File Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-2
Delimited Text Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-2
Quote Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-3
Merge Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-3
Include Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-4
Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-4
Multi-line Cell Values . . . . . . . . . . . . . . . . . . . . . . . . 13-6
Limitations of the Delimited Text File Format . . . . . 13-6
Contents VII
. . . .
Informed Interchange Files. . . . . . . . . . . . . . . . . . . . . . . . . 13-7
Informed Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-7
dBase Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-7
FormFlow ASCII Files (Windows Only). . . . . . . . . . . . . . 13-7
XML Files (Windows Only) . . . . . . . . . . . . . . . . . . . . . . . 13-7
Informed XML Data Files (Windows Only) . . . . . . . . . . . 13-8
Exporting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-8
Importing Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-11
The Import Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-12
Importing Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13-14
Chapter 14 Form Template Distribution 14-2
Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-2
How it Works. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-2
Accessing Distribution Centers . . . . . . . . . . . . . . . . . . . . . . . . . 14-3
Setting Revision Check Options . . . . . . . . . . . . . . . . . . . . . . . . 14-4
Viewing Revision Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14-6
Appendix A - Prefixes and Suffixes A-2
Appendix B - Shortcuts B-2
Glossary G-2
Index X-1
VIII Contents
. . . .
Introduction
In this chapter:
■Informed Desktop eForms i-2
■The Informed Desktop eForms Manual Set i-3
■About This Manual i-4
■Conventions Used in This Manual i-5
i-2 Introduction
. . . .
Introduction
Electronic forms offer an efficient, intelligent, and secure alternative to the traditional paper-based
forms. The Informed applications provide you with everything you need to design, distribute, fill,
route, approve, submit and track electronic forms.
Informed Desktop eForms
In many organizations, “fill, sign, and send” is the most common process for a form. For example,
a purchase order form might be filled out, signed by an approving manager, and sent to the
purchasing department to be entered into the organization’s accounting or database system.
Traditionally, this process has been performed using a paper forms system. This manual shows you
that filling out eForms is more efficient and accurate than filling out paper forms.
Highlights/Intelligence Features
Informed Desktop eForms processes eForms—or templates*—that have been created with
Informed Designer. Using Informed Desktop eForms, you can electronically fill out and store any
type of form, from expense forms and purchase orders to time cards and human resource forms. As
you enter data, “intelligence” features such as calculations, database lookups, choice lists, and error
checking work automatically to make filling out forms as fast and accurate as possible. You can
also use Informed Desktop eForms’ spell checking feature to further ensure the accuracy of your
data.
Attachments
With paper forms, associated information such as blueprints or diagrams are often attached to a
form using a paper clip. Informed Desktop eForms provides the same capability by allowing you to
attach electronic documents to eForms. The attached files become part of a record, just like the
information in each of the blanks on the form.
Informed Desktop eForms
*For definitions of italicized terms, please see the glossary at the back of this manual.
The Informed Desktop eForms Manual Set i-3
. . . .
Digital Signatures
Once forms are filled out, you can sign them electronically with a digital signature, and mail them
(using your existing email system) to other users from within Informed Desktop eForms. When the
form is completed and approved, you can submit it directly into an accounting system, database, or
information system, eliminating the costs of re-keying data.
Database Features
In a paper forms system, forms are stored in file cabinets or in stacks on someone’s desk, making it
difficult and tedious to find a particular form or forms. Informed Desktop eForms’ database
features let you store your forms electronically, making it easy for you to search for, sort, and group
records. And for better integration with other information systems, Informed Desktop eForms can
import and export information in standard file formats.
The Informed Desktop eForms Manual Set
The Informed Desktop eForms manual set is designed to provide you with a complete reference to
the features and functionality of Informed Desktop eForms. The manuals combine text and graphics
to thoroughly document every aspect of the software. In addition to your Informed Desktop eForms
Users Manual, the set contains the Informed Quadra Getting Started Guide. This guide provides
you with instructions on installing and registering Informed Desktop eForms, and also describes the
minimum hardware and software configurations required to use the Informed Desktop eForms
application.
The Informed Desktop eForms Manual Set
i-4 Introduction
. . . .
About This Manual
This manual provides a complete reference to Informed Desktop eForms. General topics are
organized in the following chapters:
■Chapter 1, “Overview,” provides an introduction to the concept of eForms. It describes the
Informed products and explains how each application works and integrates with the others to
provide a complete eForms solution. The flexible nature of Informed’s architecture and how it
can be customized to fit your organization’s environment is also discussed.
■Chapter 2, “Document Management,” teaches you about the different types of Informed
documents. Instructions are provided on how to open, close, and copy documents.
■Chapter 3, “Filling Out Forms,” instructs you on how to fill out a form. You’ll learn about
entering information into new or existing forms or records, and about using the variety of
intelligence features that make it easy for you to fill out a form.
■Chapter 4, “Using Digital Signatures,” discusses Informed’s digital signature capabilities, how
digital signatures work, and the steps necessary to sign forms and verify digital signatures.
You’ll also learn how to verify the authenticity of associated templates.
■Chapter 5, “Attachments,” provides information about how to attach files to records. The
Attachments window is described as well as the Attach and Extract commands.
■Chapter 6, “Spell Checking,” explains how to use the spell checking feature to ensure the
accuracy of data entered in cells. Setting spelling preferences and spell checking multiple
records are also discussed.
■Chapter 7, “Annotation,” shows you how to include annotated text notes with your forms.
■Chapter 8, “Record Management,” describes how to add, remove, find, change, duplicate, and
tag records. The Record List is also described in detail.
■Chapter 9, “Printing Forms,” explains how you print forms with Informed Desktop eForms. It
describes the Page Setup and Print commands as well as the printing options.
■Chapter 10, “Mailing Forms,” describes how you can use email systems to send forms to other
users. This chapter also discusses the routing feature and describes the various email systems
supported by Informed.
■Chapter 11, “Form Tracking,” provides information on how to track an eForm as it moves
through your organization.
■Chapter 12, “Submitting Forms,” explains how form data can be electronically submitted to,
and stored in, other information systems.
■Chapter 13, “Exchanging Information,” teaches you how to transfer information between
different Informed documents, different applications, and even different computers. You’ll
learn about the Import and Export commands, and the standard file formats that Informed
supports.
■Chapter 14, “Form Template Distribution,” describes how Informed Desktop templates can be
stored and distributed in your organization, and how they can be accessed. The revision
checking feature is also discussed.
About This Manual
Conventions Used in This Manual i-5
. . . .
Conventions Used in This Manual
This section describes the conventions used in this manual to ensure that you can easily find and
understand the information you need to perform specific tasks with Informed Desktop eForms.
Terminology
Finding Information
In addition to the table of contents at the beginning of this manual, you’ll also find a table of
contents at the beginning of each chapter, that lists the main sections in that chapter. The example
below shows the table of contents for Chapter 13, “Exchanging Information.”
■File Formats 13-2
■Exporting Records 13-8
■Importing Records 13-11
In each chapter, the main topics appear in a shaded bar like the one at the beginning of this section.
This makes it easy for you to quickly scan a page to find the topic of your choice. Subsections for
each topic are highlighted with a large, bold font.
Definitions of Terms
To help you understand the terms used in this manual, definitions are included in a glossary at the
back of the manual. The first time a term is used in a chapter, it appears in italicized text. A note is
included at the beginning of each chapter that refers you to the glossary for definitions of italicized
terms.
Conventions Used in This Manual
Term Definition
User Fills out forms in Informed Desktop eForms.
eForms designer Creates and manages templates using Informed Designer.
i-6 Introduction
. . . .
Notes
Throughout this manual, you’ll see paragraphs of text in shaded boxes with the label “Note” in the
left margin. These notes contain important information such as warnings, reminders, and conditions
to be aware of. The following example shows a typical note:
Commands and Control Names
When instructions for how to perform a certain task are given in this manual, the commands and
button names are shown in a bold type. The name of the menu where the command is found is also
given in each instance. For example, for the spell check instructions, you’ll see the following text:
To spell check your current record:
1. Choose Edit > Spelling > Check Template.
2. Click Done.
In dialog boxes, the names of options, fields, and drop-down lists are shown in single quotes. Items
that are selected from a drop-down list are shown in double quotes. For example:
Select “All records,” “Collected records,” or “Current record” from the ‘Include’ drop-down list.
Cross-platform Notes
Although this manual has tried to be platform neutral, the cross-platform nature of Informed
requires that special care be taken when documenting the features of Informed Desktop eForms.
Throughout this manual you’ll see pictures of dialog boxes and windows. Some of the screens
show Windows dialog boxes and windows; others are from the Macintosh. In cases where a dialog
box or window is substantially different between the two platforms, both versions are shown.
In cases where a specific feature of Informed Desktop eForms is only applicable to one platform
(Windows or Macintosh), an icon depicting the Windows or Macintosh platform is displayed in the
left margin next to the description of the feature as shown below.
The Windows Metafile and Enhanced Metafile formats are not supported on Macintosh.
Note Important information about Informed Desktop eForms appears in shaded boxes like this one.
1
Overview
In this chapter:
■How Forms are Designed 1-2
■Informed Plug-ins 1-3
■Distribution of Templates 1-4
■Setting Internet Preferences 1-5
■Setting Scripting Preferences 1-5
■The Templates Folder 1-6
■Filling Out Forms 1-6
■Form Tracking 1-7
■Where Everything Goes 1-7
1-2 Overview
. . . .
1
Overview
Like many software products, Informed Desktop eForms consists of different components,
including an application, documents, preference files, and special files and folders* that serve
unique purposes. The organization of these components is flexible, allowing for custom
configurations to better suit your specific needs.
This chapter describes the components of Informed Desktop eForms and how they’re organized.
Depending on how forms are designed and administered in your organization, you may not use all
the features available in Desktop eForms. However, understanding the information in this chapter
can be of benefit to Informed Desktop eForms users.
How Forms are Designed
The design of a form is called a template. A template is created using Informed Designer and stored
in a form template document. The eForms designer creates a template by typing text and drawing
graphical objects—such as fields and tables—using a variety of drawing tools.
In addition to the graphical appearance of a form, a template contains cells. Cells are the
placeholders for the information that you enter to fill out a form. To aid you when entering
information, the eForms designer can configure cells to use a variety of “intelligence” features.
These include automatic formatting, calculations, error checking, lookups, choice lists, online help,
and other features that make it fast and accurate to enter information.
The design of a template also involves linking the template to other services or systems used in
your organization. For example, a template might be linked to a SQL Server so that you can
“submit” completed forms electronically, therefore eliminating the need to re-key the form
information into other systems. The use of other services such as email for sending forms, and
security services for signing forms with digital signatures is also available.
In addition to customizing a template, the eForms designer can customize the commands and
menus available in Informed Desktop eForms’ menus. That way, custom commands that are
specific to the processing of the form can be added, and unnecessary commands can be removed.
The eForm begins looking more like a custom application rather than a custom form.
How Forms are Designed
*For definitions of italicized terms, please see the glossary at the back of this manual.
Note Since the eForms designer can customize the menus that you see, the menu commands that are
described in this manual can be named differently, positioned in a different menu, or even
hidden.
Informed Plug-ins 1-3
. . . .
Informed Plug-ins
Many of the services that Informed Desktop eForms can link to are accessed via Informed plug-ins.
An Informed plug-in is a file that contains the code that interacts with a particular service. For
example, in order to mail a completed form using a particular email system, you must have the
Informed mail plug-in for that email system installed. Informed Desktop eForms comes with a
variety of plug-ins for accessing email systems, databases, signing services, and other information
services.
The table below lists the types of plug-ins that Informed Desktop eForms can use.
Informed plug-ins must be installed in a folder named “Plug-ins.”
Informed Plug-ins
Plug-in Type
Mail
Data access
Signing
Data translation
Distribution
Spelling
Send templates or completed forms using email.
Look up information from a database or data source.
Submit completed forms to a database or data source.
Obtain unique form numbers from a database or data source.
Track forms with a database or data source.
Authorize and verify templates using Informed Designer.
Sign and verify completed forms.
Import, export, or mail form data in a particular data format.
Distribute templates via a particular type of distribution center.
Check the spelling of text on your template or the text entered on a
completed form using an alternate spell checking system.
1-4 Overview
. . . .
Distribution of Templates
In order to fill out a form of a particular type, Informed Desktop eForms must have access to the
appropriate template. Templates can be stored in a distributed manner, locally on your computer, or
centrally on a server and shared among all users.
If you store your templates on your local drive, you can take your computer anywhere and still have
access to the templates you need. A network connection is not necessary to access templates.
Furthermore, each time you access a template, it’s not at the expense of network bandwidth.
Centralized storage of templates has advantages. Although access to templates requires a network
connection, the distribution of a new revision of a template requires only that the eForms designer
replace a single template on the network file server with the new version. You and all other users
are instantly up to date since you all share the same template. If templates are stored on your local
drive, when a new revision is distributed, you must obtain the new version.
The method with which users access templates is often determined by the eForms designer (and
possibly involves the input of a network administrator). The size of your organization, your
network configuration, and the mobility of all users must be taken into account.
To aid in the distribution of templates, Informed Designer and Informed Desktop eForms come
with built-in distribution features. These features automate the distribution of new templates and
revisions of existing templates. With proper configuration by the eForms designer, you can access
templates at one or more distribution centers. A distribution center can be an eForms Workplace, a
file server, or an FTP server.
Once you’ve obtained a template from a distribution center, Informed Desktop eForms checks
periodically to see if a new revision of the template is available. If a new revision is available,
you’re automatically notified when you open or create an Informed data document, and the revision
replaces the previous version.
Distribution of Templates
Setting Internet Preferences 1-5
. . . .
Setting Internet Preferences
You can use the Internet preferences dialog box to set different proxy servers for your computer.
To change the Internet preferences:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box.
2. Click the Internet icon in the list.
3. Click Set Preferences. The Internet dialog box appears.
If your internal network is behind a firewall, you may be required to select some of the settings
below. For more information, see your network administrator.
■Use FTP Proxy at: Enter the address of the FTP proxy server. This proxy is used for FTP
Revision Distribution.
■FTP using passive mode (PASV): Controls how an FTP protocol is done. It is used for FTP
Revision Distribution.
■Use HTTP proxy at: Enter the address of the HTTP proxy server. This proxy is used for
HTTP form distribution, Lookups, Submits, and auto-increments.
■Use SOCKS proxy at: Enter the address of the SOCKS proxy server.
■Don't use proxies: Enter the addresses of the servers you want to connect to directly. For
example, servers inside your local network.
4. Click OK until all the dialog boxes are closed.
Scripting Preferences
The scripting preferences are used only by eForms Designers.
Setting Internet Preferences
Scripting Preferences
1-6 Overview
. . . .
The Templates Folder
Whether you access templates on a shared file server or from your local drive, Informed Desktop
eForms needs to know where the templates are located.
Templates are located in the Templates folder. On Windows 98, 98SE, ME, XP Home, 2000, and
XP Pro) this folder is in the My Documents > My Forms folder. On Windows NT, the Templates
folder is in the Winnt > Profiles > [Username] > Personal > My Forms. On Macintosh OS 9.1, 9.2.2,
and X v10.1.3, the Templates folder is in the Documents > My Forms folder.
Although we do not recommend it, you can change the location of the Templates folder using the
Preferences command. For information about moving your Templates folder, see “Changing Folder
Path Locations,” on page 1-9.
Information about templates is stored in Informed preferences files. For example, Informed
Desktop eForms allows you to list the information about multiple forms or records in a list format
by displaying the Record List window.
You can change which information is included on the Record List and its order and format
according to your specific needs and personal preferences. These and other preferences are stored
in preference files on your local drive.
Filling Out Forms
To the user, templates are like hidden files. Informed Desktop eForms automatically locates and
opens templates when needed as you fill out new forms and open previously filled out forms.
When you request a new document, Informed Desktop eForms presents a list of available templates
to choose from. You select a template and a blank form appears, ready for filling. The information
you enter to fill out a form is stored in an Informed data document. A data document can store the
information for one completed form, or many completed forms. A single completed form is called a
record. For casual users who fill out very few forms, it’s easiest to store one record in each data
document. If you fill out many forms, storing all records for a particular type of form in one data
document allows you to use Informed Desktop eForms’ database features.
The Templates Folder
Filling Out Forms
Form Tracking 1-7
. . . .
Form Tracking
For many types of forms, processing involves routing the form from person to person for approval
purposes. Informed’s built-in form tracking capabilities make it easy for you to find out where a
particular form is in the routing process.
When you send a form, Desktop eForms connects to a central tracking database and records
information, such as your name and the name of the recipient, the form identification numbers (that
is, the type of form and a unique number, such as an invoice number or purchase order number),
and the date and time the form was sent. Other information can also be tracked.
At any time, you can request the tracking status for a completed form. Desktop eForms connects to
the tracking database and retrieves the tracking information for a form. This information is
displayed in a dialog box.
Where Everything Goes
When you install Informed Desktop eForms, you’re asked to accept the default location or to
specify a location for the Informed folder. The Informed folder contains the Informed Desktop
eForms application, as well as other important components.
The Informed folder is a special folder. It contains certain items that are required in order for
Informed Desktop eForms to work properly. Although we don’t recommend it, some of the items in
the Informed folder can be moved to different locations. The following sections describe the
purpose of each item and the possible storage locations. For information about moving the
Informed folder to a different location, please see “Changing Folder Path Locations” on page 1-9.
Applications
On Windows, the Informed Desktop eForms application is comprised of the executable file
(“Filler.exe”) and other associated files. These files are found in the Informed folder. On the
Macintosh, the application is a single file and is named “Informed Desktop eForms®.”
You can store the application locally on your computer, or you can access it from a file server or
applications server.
Form Tracking
Where Everything Goes
1-8 Overview
. . . .
Plug-ins
The Plug-ins folder contains Informed plug-ins and associated files. Informed plug-ins provide
access to external services such as email systems and databases. See “Informed Plug-ins” on page
1-3 for more information about plug-ins.
Templates Folder
The Templates folder contains the templates available for use with Informed Desktop eForms.
Although we don’t recommend it, the location of the templates folder can be changed using
Informed Desktop eForms’ Preferences command.
Preferences
On Windows 98, 98SE, ME, XP Home, 2000, and XP Pro, preferences and distribution profiles are
stored in files in Documents and Settings > [user name] > Application Data > Shana > Informed. On
Windows NT, preferences and distribution profiles are stored in files in Winnt > Profiles >
[Username] > Application Data > Shana > Informed. On Macintosh OS 9.1 and 9.2.2, preferences and
distribution profiles are stored in the System folder. On Macintosh OS X v10.1.3, preferences and
distribution center profiles are stored in files in Home > [user name] > Library > Preferences > Shana
> Informed.
One of the preference files contains a list of the templates contained in your Templates folder.
Desktop eForms uses this list to quickly find the correct template when you open a data or package
document. Preference files also contain user-specific preferences for the templates (e.g., details
about record lists and memorized cell values).
Distribution profiles contain the information you need to access the distribution centers in your
organization. For detailed information about distribution profiles and the built-in forms distribution
capabilities of Informed, please see, Chapter 14, “Form Template Distribution.”
Although it’s not recommended, you can move the preferences files or folder to a different location.
For more information, please see “Changing Folder Path Locations” on page 1-9.
Online Help
If you choose to install online Help, installation includes the necessary Help files. On Windows and
Macintosh, the Help files are installed in a folder named “Help” inside the Informed folder. The
Help files must remain in these locations.
Note To view the online Help files on Macintosh, you require a web browser and the Informed
WebLink plug-in.
Where Everything Goes 1-9
. . . .
Spell Checking
If you choose to install Informed’s spell checking option, you’ll see a folder named “Spelling” in
your Informed folder. The spelling folder contains the spell checking dictionaries and related files.
Informed Preferences
In addition to the items installed in the Informed folder, installation places a preferences file among
your system-related files. On Windows, this file is located in the Windows registry. On Macintosh
OS 9.1 and 9.2.2, the file is named Informed Preferences and is found on your system’s Preferences
folder. On Macintosh OS X v10.1.3, the file is found in Home > Library.
The Informed preferences files contain information necessary for Informed Desktop eForms to find
items such as the Informed folder, the Templates folder, and the Preferences files and folder.
Other preferences associated with Informed Desktop eForms are also stored in the Informed
preferences files.
Changing Folder Path Locations
When you install Informed Desktop eForms, the Informed preferences files are automatically
updated with the locations of your Informed folder, Templates folder, and Preferences files and
folder. When you run Informed Desktop eForms, it reads these locations from your Informed
preferences file in order to locate the appropriate files.
Although we do not recommend it, you can move the Informed folder, Templates folder, or
Preferences folder to any location. However, you must then specify the new location using
Informed Desktop eForms’ Preferences command.
To change the path to the Informed, Templates, or Preferences folder:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1, and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Folders icon to display the Folders preferences panel.
Note On Windows, if you move the Informed, Templates, or Preferences folder, you’re not able to
repair, modify, or remove an Informed installation. We strongly recommend that you accept the
default locations provided in the installer and thereafter use the Add/Remove Programs
function in the Control Panel to change or remove an Informed installation.
1-10 Overview
. . . .
The location of each folder is shown in the Informed Folder Location field.
2. In the list, highlight the folder you want to relocate.
3. Click Browse. A dialog box appears that allows you to select a new location.
4. Navigate to the new location and select a folder in the list. Then click OK (Windows) or Choose
(Macintosh).
Note Changing the location of a folder using Informed Desktop eForms’ Preferences command does
not automatically move the contents of the folder to the new location. You must do this
yourself.
Where Everything Goes 1-11
. . . .
If the Informed, Templates, or Preferences folder cannot be found at its expected location, you’ll
see a dialog box message indicating this. Informed uses the default location.
1-12 Overview
. . . .
2
Managing Documents
In this chapter:
■Informed Documents 2-2
■The Templates Folder 2-4
■Template Information 2-4
■Creating New Data Documents 2-5
■Setting Passwords 2-7
■Opening Data Documents 2-8
■Duplicate Template IDs 2-12
■Missing Fonts 2-13
■Closing Data Documents 2-14
■Saving Data Documents 2-15
■Collecting Data Documents 2-19
■Updating Data Documents 2-19
■Obtaining New Templates 2-20
■ODMA Support (Windows Only) 2-22
2-2 Managing Documents
. . . .
2
Managing Documents
Informed provides rich document management features on its own and through other document
management systems. This chapter describes how to manage Informed documents using both
environments.
Informed Documents
An Informed document is a file that contains information about a form. There are four types of
Informed documents: data documents*, XML data documents, package documents, and
interchange documents. All documents are derived from Informed templates. Templates that are for
use with Informed Desktop eForms are called “desktop templates.” Templates that are for use in a
web browser are called “XML templates.”
Templates
Informed templates contain the framework, the intelligence features, and the graphic elements of a
form. Users fill out a form by entering information in the blanks on the form.
Informed Desktop Templates (.itp)
Blank forms that are filled out using Informed Desktop eForms are derived from Informed desktop
templates. When you download a desktop template, on Windows 98, 98SE, ME, XP Home, 2000,
and XP Pro it is copied to My Documents > My Forms > Templates. On Windows NT, it is copied to
Winnt > Profiles > [Username] > Personal > My Forms > Templates. On Macintosh OS 9.1, 9.2.2, and X
v10.1.3 it is copied to Documents > My Forms > Templates.
Informed XML Templates (.itx)
A template that is created in Informed Designer and saved as an .itx file. When you open an XML
template, you create an XML data document that you work with in a web browser window. These
templates reside in an Informed Quadra eForms Workplace.
Informed Documents
*For definitions of italicized terms, please see the glossary at the back of this manual.
Informed Documents 2-3
. . . .
Documents
Informed Data (.ifm)
An Informed data document contains only a form’s data. The framework, intelligence, and graphic
elements are derived from the template that is associated with the form. When you open a desktop
template, you fill out the form with Informed Desktop eForms. When the form is saved, a data
document is created. You can store one completed form or record in each data document, or you
can store many records in a single data document using Informed Desktop eForms’s built-in
database capabilities. To open and work with a data document, you must have the appropriate
template.
When you save a data document, you can save it in your My Documents > My Forms folder
(Windows 98, 98SE, ME, XP Home, 2000, and XP Pro), Winnt > Profile > [Username] > Personal >
My Forms (Windows NT), or Documents > My Forms (Macintosh OS 9.1, 9.2.2, and X v10.1.3).
When you send a form to another user, you usually send it as a data document. See Informed
Package Documents and Informed Interchange Documents for more information about other
document types that you can send.
Informed XML Data (.ifx)
An XML data document, which contains only form data, is created from an Informed XML
template. The framework, intelligence, and graphic elements are derived from the template that is
associated with the form. To open and work with an XML data document, you must have access to
an Informed Quadra eForms Workplace. When you save an XML data document, it is saved to your
My Forms page in the Workplace.
Informed Package (.ipk)
A package document combines a template and its associated data in a single file. It is created using
Informed Desktop eForms and is used primarily when you mail a form to someone who doesn’t
have the corresponding template. When the recipient opens the package document in Informed
Desktop eForms, the data document and template (if needed) are extracted. If the recipient’s
Templates folder does not already contain the template, the one extracted from the package is
copied there and opened. The data document is opened as an untitled document that can later be
saved in a new file.
2-4 Managing Documents
. . . .
Informed Interchange (.iif)
Informed Interchange documents contain all the data for one or more completed forms (or records),
and are used primarily for transferring information between different applications and different
versions of Informed. They’re created and read using Informed Desktop eForms, and they store all
types of information, including stylized text values, pictures, signatures, and annotations.
In addition to the Informed Interchange documents, Informed Desktop eForms can import and
export form data stored in other standard formats, including tab-delimited and comma-delimited
text. These formats are used primarily for transferring form data between Informed Desktop
eForms and other applications.
The Templates Folder
Although you don’t create and work with templates in the same way that you create and work with
data documents, you need templates in order to fill out forms in Informed Desktop eForms. When
you create a new data document, you’re asked to select a template to use. When you open an
existing data document, Informed Desktop eForms automatically locates and opens the appropriate
template.
Therefore, Informed Desktop eForms must know where to find the templates that you use.
On Windows 98, 98SE, ME, XP Home, 2000, and XP Pro, Informed Desktop eForms finds your
templates in the Templates folder which is in My Documents > My Forms. On Windows NT, Desktop
eForms finds templates in the templates folder which is in Winnt > Profiles > [Username] > Personal >
My Forms. On Macintosh OS 9.1, 9.2.2, and X v10.1.3, Desktop eForms finds templates in the
Templates folder which is in Documents > My Forms.
Template Information
Template information is used to identify which template is used with a particular data document.
The template information includes a template name, template ID and a revision number.
To view the template information for the current template:
1. Choose View > Template Information. The Template Information dialog box appears.
The Templates Folder
Template Information
Creating New Data Documents 2-5
. . . .
The ‘Template name’ might offer a more descriptive title compared to the filename of the template.
‘Unique template ID’ and ‘Revision number’ are intended to identify the template and its version.
Since templates and their data documents are separate files, the template ID is stored with each
form so that Informed Desktop eForms can automatically identify and open the appropriate
template when a data document is opened.
The Name and Organization information identify the person who created the template. The eForms
designer can also provide a brief description of the template. The eForms designer might specify a
privacy classification to indicate the sensitivity of the data on the form. The privacy classification
(if specified) can be Low, Medium, or High.
Creating New Data Documents
The data for a form that you fill out is stored in a data document.
To create a new untitled data document:
1. Choose File > New Document. The New Data Document dialog box appears, showing a list of all
the templates in your Templates folder.
Creating New Data Documents
2-6 Managing Documents
. . . .
2. Select the template you want from the list; then click New. A new untitled data document for
that template is created and displayed in a form window.
3. To select a template that is not in your Templates folder, click Add Other Template. The standard
Open dialog box appears, allowing you to select a template from an accessible volume or disk.
Informed Desktop eForms then copies and places the selected template in your Templates
folder.
You can also access template distribution centers to obtain new templates either by using the
controls on the New Data Document dialog box or by downloading the template from the
distribution center. For more information, see “Obtaining a New Template” on page 2-20.
The Recent Templates List
Another method of creating a new data document is to use the Recent Templates list.
To create a new data document using the Recent Templates List:
1. Choose File > Recent Templates and select a template from the available items.
New Document Preferences
The New Document preference allows you to specify what actions occur when you choose the File
> Recent Templates commands and open a data document. This is useful for forms that may be filled
out once or twice a year (e.g., vacation requests). Rather than creating a new data document each
time you fill out a vacation request, you can configure Informed Desktop eForms open the old
vacation request data document and add a new record to it. Alternately, you can have Informed
Desktop eForms ask you what you would like to do.
Setting Passwords 2-7
. . . .
To set your New Document Preference:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
General icon in the list. The General Preferences panel appears.
2. Click the ‘When creating new documents’ drop-down list and select one of the following
choices:
Create new data file: A new data document is created.
Open last data file used: The last data document that was created with the selected template is
opened.
Ask what to do: Desktop eForms asks if you want to create a new data document with the
selected template or if you want to open the last data document that was created with the
selected template.
3. Click OK.
Setting Passwords
Passwords allow you to protect your data documents by preventing other users from opening and
changing them with Informed Desktop eForms. If a data document has a non-blank password,
you’re prompted to enter it when you try to open the document. For more information, see
“Opening a Data Document” on page 2-8.
To set a password for a data document:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Security icon in the list. The dialog box changes to show the Security Preferences panel.
Setting Passwords
2-8 Managing Documents
. . . .
2. Click Set Password. The Set Password dialog box appears.
3. Type the password in the ‘New password’ field. Then press Tab.
4. Type the password again in the ‘Confirm password’ field. Then click OK.
If a password already exists, you must enter that password in the ‘Old password’ field before
entering the new password.
Opening Data Documents
To locate and select a template, use the standard Windows or Macintosh Open dialog box. When
you select the correct template, Informed Desktop eForms copies it to your Templates folder and
then opens it and the data document.
To open an existing data document:
1. Choose File > Open. The standard Open dialog box for your operating system appears, showing
the last directory that you browsed.
Opening Data Documents
Opening Data Documents 2-9
. . . .
2. Select a data document; then click OK.
If the data document has a password, you’ll be asked to enter it before Desktop eForms opens
the document.
When you open a data document, Informed Desktop eForms first examines the document’s
Template ID. Informed Desktop eForms then looks in your Templates folder for a template with the
same Template ID as that in the data document. If found, the data document is opened along with
the template and displayed in a form window.
If your Templates folder does not contain the required template, Informed Desktop eForms might
attempt to obtain one automatically from a distribution center in your organization. Chapter 14,
“Form Template Distribution,” describes Informed Desktop eForms’ built-in forms deployment
features. If the eForms designer has made the required template available in one or more
distribution centers, and if the distribution information is available in the data document that you’re
attempting to open, Informed Desktop eForms displays the following message.
2-10 Managing Documents
. . . .
This message indicates that the template you need is available from an accessible distribution
center. If you click Yes, Informed Desktop eForms places a copy of the template in your Templates
folder and then continues to open it and the data document.
If your Templates folder does not contain the required template, and the template is not available
from a distribution center, you’ll see a message asking if you’d like to look for the template.
If you have the appropriate template located in a different place on your local drive, you can locate
and select it by clicking OK in the message box.
Opening Recently Used Data Documents
You can quickly locate and open data documents that you’ve used recently.
To open a data document that you’ve used recently:
1. Choose File > Recent Data Documents and select the file you want.
Note If your New Document preference is set to ‘open last data file used,’ you can also choose File >
Recent Templates and select a file. Informed Desktop eForms opens the last data file that was
created with the selected template. For more information, see “New Document Preferences” on
page 2-6.
Opening Data Documents 2-11
. . . .
Opening a Package
A package document contains a data document and a template in a single file. Package documents
are available so you can save, mail, or transfer completed forms or records and the appropriate
template in a single document.
If a person sends you a form using email and is unsure whether or not you have the required
template, he or she might send you a package document instead of a data document. Then you’ll be
able to open the form even if you don’t have the required template.
To open a package document:
1. Double-click the package document icon.
Or
Choose File > Open to display the Open dialog box. Then select the package and click Open.
When you open a package document, Informed Desktop eForms automatically extracts the data
document and, if necessary, the template. If your Templates folder already contains a template
with a Template ID that matches the one in the data document in the package, then that
template is used. If your Templates folder does not contain the necessary template, Informed
Desktop eForms extracts the template from the package, copies it to your Templates folder, and
opens it and the data document.
Once you’ve opened the package and made changes to the data, saving your changes does not
update the original data document in the package. Instead, Informed Desktop eForms saves the
data in a new data document, just as if you were saving a new untitled data document. You’ll be
asked to name the data document and specify its location the way you usually do.
Opening an XML File (Windows Only)
XML (Extensible Markup Language) provides a way of sharing the format and data of a document
over the World Wide Web, intranets, and elsewhere.
Informed allows you to save, open, import and export data documents as XML. This is useful if
your organization uses Informed Desktop eForms on the desktop and Informed HTML eForms. For
example, a form could be filled out with Informed Desktop eForms on the desktop and saved as an
XML document. The same document could then be opened by someone using Informed HTML
eForms, and vice versa.
To open an XML file:
1. Choose File > Open. The standard Open dialog box for your operating system appears.
2. Select the XML file and click OK.
2-12 Managing Documents
. . . .
Duplicate Template IDs
It’s important that each of the templates in your Templates folder has a unique template ID. If two
templates have the same template ID, Informed Desktop eForms does not know which template to
use when you open a data document or package.
If Informed Desktop eForms detects two or more templates with the same template ID, it selects
and uses one of them and marks the others as duplicates. Once a duplicate template is marked, it
appears with a warning sign in Informed Desktop eForms’ New Data Document dialog box.
The warning sign is an indication that you must choose the template that you want to keep. Click
Resolve Conflict; then click the appropriate button.
Note You must have the appropriate template in your Templates folder in order to open the
document. If you don’t have the appropriate template, Informed Desktop eForms asks
you to locate it.
Duplicate Template IDs
Missing Fonts 2-13
. . . .
Missing Fonts
When you open a template (as a result of opening a form data or package document, or creating a
new data document), Informed Desktop eForms checks to ensure that the fonts used on the template
are available on your system. Different systems on different computers can have different fonts
installed. If a template is drawn on one computer and then transferred to a different computer, that
computer might not have the fonts that were originally used to draw the template.
If Informed Desktop eForms detects that at least one font is missing from your system, you’ll see
the following dialog box.
Text that uses an unavailable font displays using a font that’s available on your system.
Missing Fonts
2-14 Managing Documents
. . . .
Closing Data Documents
When you click Close, the action that Informed Desktop eForms takes depends on whether or not
changes were made to the document.
To close a data document:
1. Choose File > Close or click the window’s close button.
If you’re closing a new data document that has not been changed, the document is closed
immediately. If you’re closing a new document to which changes have been made, Informed
Desktop eForms warns you to save the changes.
2. Click Yes to save the changes, click No to close without saving changes, or click Cancel to
cancel the Close command and leave your document open for editing. If you click Yes, you’ll
see the standard Save dialog box for your operating system.
3. Type a name for the new data document, select a location to store it; then click OK.
If you’re closing an existing data document (a document that was created previously), Informed
Desktop eForms first checks to see if you’ve made changes to the document. If your data document
has not changed since you last opened it, it’s closed immediately. If you have made changes to the
document, Informed Desktop eForms asks if you want to save the changes before closing.
The Auto-Save Preference
You can have Informed Desktop eForms save your data documents automatically when you close
them.
To set the Auto-Save Preference:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Click the General
icon in the list. The General Preferences panel appears.
Closing Data Documents
Saving Data Documents 2-15
. . . .
.
2. Select the ‘Save changes automatically when closing data files’ checkbox.
3. Click OK.
Saving Data Documents
The Save command saves the currently active data document—the front window on your screen.
This command is only available when changes have been made to the currently active data
document.
To save a data document:
1. Choose File > Save. If the data document has been saved once before, it’s saved without
warning.
If you’re saving a new data document for the first time, the standard Save dialog box for your
operating system appears.
Name the document and specify the location to store it. Click OK.
Saving Copies of a Data Document
Use the Save As command to save a copy of a data document with a different name or to save it to
a different location. You can also use the Save As command to create a package document
containing the active data document and its accompanying template.
Saving Data Documents
2-16 Managing Documents
. . . .
To save copies of a Data Document:
1. Choose File > Save As. You’ll see the standard Save As dialog box for your operating system.
2. Enter a file name and a location to save the file in.
3. Select the format that you want to save the data in. If you select “Informed data,” only the form
data is saved (this is the most common format). If you select “Informed package,” the data and
the template are saved together. (See the following sections for information about the other
Save As options.)
4. Select “All records,” “Collected records,” or “Current record” from the ‘Include’ drop-down
list.
5. Click Save.
After saving a new data document, Informed Desktop eForms leaves the new document open for
editing and closes the original document. If you save a new package document; however, the
original data document remains open instead.
Saving as XML Files (Windows Only)
XML (Extensible Markup Language) provides a way of sharing the format and data of a document
over the World Wide Web, intranets, and elsewhere. Informed allows you to save, open, import, and
export data documents as XML. This is useful if your organization uses both Informed Desktop
eForms and Informed HTML eForms. For example, a form could be filled out with Informed
Desktop eForms and saved as an XML document. The same document could then be opened by
someone using Informed HTML eForms, and vice versa.
Saving Data Documents 2-17
. . . .
To save a document as XML:
1. Create a new data document or open an existing one.
2. Choose File > Save As. The Save As dialog box appears.
3. Enter a name and a location to save the file in.
4. Select “XML File” as the format to save the data in.
5. Specify which records to include by selecting an option form the ‘Include’ drop-down list.
6. Click Save.
Saving as TIFF Files
The Save As TIFF feature allows you to save data records in the TIFF format. To use the Save As
TIFF feature you must have the SaveAs (TIFF-PDF) plug-in installed in your Plug-ins folder.
To save a form record as a TIFF file:
1. Open your data document and find the record that you want to save as a TIFF file.
2. Choose File > Save As to display the Save As dialog box.
3. Enter a name for the file and select a location to save it in.
4. Select “TIFF image” from the ‘Save as type’ drop-down list.
5. Click Save.
Note When you select “TIFF image,” the ‘Include’ drop-down list changes to “Current record.” All
other options are disabled.
Option Description
Format 256 Color RGB, CCITT G4 Fax
Resolution 72 dpi, 144 dpi, 288 dpi
Multipage
TIFFs
Option to save multiple pages in a single TIFF file.
Page Range Specify the page range
Show Prefs Option to always show the preference settings before saving
2-18 Managing Documents
. . . .
To modify the form record save settings:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box.
2. Click the TIFF/PDF icon in the list.
3. Click Set Preferences. The Save As TIFF/PDF Preferences panel appears.
4. Select the appropriate options and click OK to accept the new settings.
5. Click OK to close the Preferences dialog box.
Saving as PDF Files
The Save As PDF feature allows you to save data records as PDF (Portable Document Format)
files. To use the Save As PDF feature you must have the SaveAs (TIFF-PDF) plug-in installed in
your Informed Plug-ins folder.
To save a record as a PDF file:
1. Open your data document and find the record that you want to save as a PDF.
2. Choose File > Save As to display the Save As dialog box.
3. Enter a name for the file and a location to save it in.
4. Select “PDF File” from the ‘Save as type’ drop-down list.
5. Click Save. When you select “PDF File,” the ‘Include’ drop-down list changes to “Current
record.” All other options are disabled.
Note The image files created with our PDF feature are bitmaps. As a result, text items cannot be
selected in Acrobat Reader.
Collecting Data Documents 2-19
. . . .
Collecting Data Documents
If you’re responsible for approving forms, you’ll likely receive forms one at a time from other
people for approval. If you want to retain a copy of these forms, you might want to collect them into
a single data document. That way you can sort the forms, list them on the Record List, and use
Informed Desktop eForms’ other database features.
Informed Desktop eForms allows you to import the data from one data document into another. You
can do this using Informed Desktop eForms’ Import command. If you use a Macintosh computer,
you can drag a data document onto the form window that corresponds to the data document you
want to collect into. For detailed information about Informed Desktop eForms’ Import command,
see “Importing Records” on page page 13-11.
Updating Data Documents
As explained earlier (see “Opening a Data Document” on page 2-8 and “Opening a Package” on
page 2-11), Informed Desktop eForms automatically locates and opens the appropriate template
when you open a data document. When Informed Desktop eForms opens a template (as a result of
opening a data or package document), it automatically checks to ensure that the data matches the
template.
If the template has changed since the last time you opened the data or package document, or if
you’ve received a data or package document from someone who has a different version of the
template, Desktop eForms might notice differences between the data and the template. For
example, the template might contain a new cell for which there is no data in the data document. Or
maybe a cell’s type has changed.
If differences are detected, Informed Desktop eForms updates the data to match the template. The
time that it takes to update the data depends on the differences and the number of records in the data
document. You’ll see a progress dialog box during the update process.
Collecting Data Documents
Updating Data Documents
2-20 Managing Documents
. . . .
Obtaining New Templates
Chapter 14, “Form Template Distribution,” describes Informed’s built-in forms deployment
features. After designing a new template, the eForms designer can make the template available at
one or more distribution centers. Different types of distribution centers are supported, including
eForms Workplaces, file servers, and FTP servers.
You can obtain a new template by using Informed Desktop eForms to select the template you need
from a distribution center. If your company uses an eForms Workplace to store Informed Desktop
templates, you can also download a desktop template directly from the Workplace.
Obtaining New Templates Using Informed Desktop eForms
The most common method of obtaining a new distributed template is by means of Informed
Desktop eForms’ New Data Document dialog box. This dialog box appears when you choose the
New Document command from Informed Desktop eForms’ File menu.
To obtain a template from a distribution center:
1. Click the drop-down list at the top of the dialog box and select ‘Services.’ The list changes to
show the distribution centers that correspond to the distribution center profiles found in your
Distribution Profiles folder on Windows or in the Distribution Centers folder on Macintosh. A
distribution center profile is a file containing the information necessary to identify and connect
to a distribution center. See Chapter 14, “Form Template Distribution” for information about
distribution center profiles.
Obtaining New Templates
Obtaining New Templates 2-21
. . . .
2. Select the center’s name in the list and click Open. The list changes to show the available
templates.
3. Select the template you want in the list. Then click New. Informed Desktop eForms copies the
distributed template to your Templates folder and opens it, creating a new untitled data
document.
Once you’ve obtained a new template from a distribution center, Informed Desktop eForms
automatically notifies you when a new version of the template is available. For detailed information
about how revision checking works, and the various commands and preferences associated with
template distribution, please see Chapter 14, “Form Template Distribution.”
Downloading a template from an eForms Workplace
You can download the Informed desktop template you want from an eForms Workplace. For more
information about working with templates and forms in a Workplace, please see your Informed
Quadra eForms Workplace User’s Manual.
To download an Informed Desktop template from the Workplace:
1. On the Blank Forms page of the Workplace, click the name or icon of the desktop template you
want. A file download message appears. The example below shows the File Download dialog
box for Internet Explorer 6.0.
2. Do one of the following:
■Click Open to open the template in Informed Desktop eForms. A new data document is
created.
■Click Cancel to cancel the operation.
■Click More Info to get information about downloading files to your browser.
Note It’s best not to click Save on the File Download dialog box to save your template. This option
will save your template as an Informed template reference (.itr). Instead, open the template first
and then save it after filling it out. For more information, see “Saving Data Documents” on
page 2-15.
2-22 Managing Documents
. . . .
ODMA Support (Windows Only)
The Informed ODMA (Open Document Management API) plug-in allows you to link Informed
Desktop eForms to an ODMA-compliant document management application. This arrangement
combines Informed Desktop eForms’ form filling features with the organizational strengths of a
document management system.
How it Works
A document management application is used to control and manage documents in an organization,
thus streamlining and speeding up the access and flow of information. In a document management
system, each document is assigned specific labels such as a document name, author and document
type. These labels make it easy to store, search for, and retrieve information.
When the ODMA plug-in is installed, you can fill out forms with Informed Desktop eForms and
then save and retrieve the completed forms using your document management application’s
interface, rather than storing your forms locally.
Creating and Saving New Documents
You create a new data document the way you usually would with Informed Desktop eForms.
To create and save a new document:
1. Choose File > New Document. The New Data Document dialog box appears.
2. Select the template you want to use. Click New. A form appears, ready for filling out.
3. Fill out the form.
After the form is completed, you can save it to your document management system from within
Informed Desktop eForms.
4. Make sure your document management application is running.
5. In Informed Desktop eForms, choose File > Save. Instead of the standard Windows Save dialog
box, you’ll see the Save dialog box that corresponds to your document management system.
6. Enter the document information according to the rules defined for your document management
system. Then click OK.
ODMA Support (Windows Only)
Note The ODMA plug-in must be installed in your Plug-ins folder.
ODMA Support (Windows Only) 2-23
. . . .
Retrieving an Existing Document
You can retrieve an existing data document from your document management system from within
Informed Desktop eForms.
To retrieve an existing document:
1. Choose File > Open. Instead of the standard Windows Open dialog box, you’ll see the Document
Retrieval dialog box that corresponds to your document management system.
2. Select the document you want to open. Then click OK. The document management system
retrieves your form and opens it in Informed Desktop eForms’ window.
Details about specific document management systems are not included in this section. For
information about your organization’s system, please see the documentation that came with the
application, or consult your document management system administrator.
2-24 Managing Documents
. . . .
3
Filling Out Forms
In this chapter:
■Activating a Record 3-2
■Accepting the Current Record 3-3
■Entering Information 3-3
■Memorizing Values 3-12
■Tab Order 3-13
■Filling Out Tables 3-14
■Using Buttons 3-17
■Pages of a Form 3-17
■Intelligence Features 3-19
3-2 Filling Out Forms
. . . .
3
Filling Out Forms
Forms contain areas called cells* where you enter information. The eForms designer specifies the
type of information that you can store in each cell, as well as the desired formatting options.
Calculations, choices, lookups, and other intelligence features are also added to a form.
This chapter describes how to fill out a form. You’ll learn how to enter information and use the
variety of intelligence features that make it easy for you to fill out a form. You can fill out new
records or you can edit existing records. For information about creating, finding, removing,
duplicating, and sorting records, see “Chapter 8, Record Management.”
Activating a Record
Before you can change the information on a form, you must activate the current record. While a
record is active, you can tab from cell to cell and enter information by typing on the keyboard or
pasting from the Clipboard. The figure below shows a form that’s inactive (left) and active (right).
The small pencil in the collection information box indicates visually that the record is active. See
“Collection of Records” on page 8-2 for more information. Notice that the insertion point is in the
‘Recommended Supplier’ cell. The form on the left is inactive and therefore has no current cell.
Activating a Record
*For definitions of italicized terms, please see the glossary at the back of this manual.
Accepting the Current Record 3-3
. . . .
To activate the current record:
1. Press the Tab key.
Or
Click a cell. Using the mouse, position the pointer over a cell; then press the mouse button.
Informed Desktop eForms activates the record and shows a blinking insertion point in the cell
that you clicked. If you click a checkbox, picture, or signature cell, you’ll see a bold, blinking
border inside the cell instead of a blinking insertion point.
Once you’ve activated a record, you can enter information by tabbing from cell to cell and typing or
pasting values. See “Tab Order” on page 3-13 for more information.
Accepting the Current Record
After you’ve entered a new record or made changes to the information on an existing record, you
accept the record by pressing the Enter key on the numeric keypad. The pencil indicator no longer
appears and the current cell on the form is deselected. If your Windows keyboard does not contain a
numeric keypad, you can press Ctrl + Enter. On Macintosh, press Command + Return.
As you’ll learn later in this chapter, the eForms designer can create check formulas for the cells on
a form. A check formula is a formula that examines the value of a cell to check for errors. When
you attempt to accept a record, Informed Desktop eForms checks for errors in order to prevent
accepting an invalid record. If an error is detected, a beep sounds and the record remains active with
the invalid cell value selected. Correct the mistake, then press the Enter key on the numeric keypad
again to accept the record.
Entering Information
To fill out a form you enter information in each cell on the form. You can move between cells by
pressing keys such as Tab or Shift + Tab, or click a cell with the pointer. The cell which is currently
selected is called the current cell; it’s the cell that’s ready to accept information.
With the exception of checkbox, picture, and signature cells, the current cell contains either a
blinking insertion point or a selected cell value. Selected checkbox, picture, and signature cells
contain a bold, blinking outline.
Accepting the Current Record
Note If you choose a command such as Print or Close while a record is active, Informed Desktop
eForms automatically accepts the record before performing the command.
Entering Information
3-4 Filling Out Forms
. . . .
After selecting a cell, you can enter information in it by:
■Typing
■Pasting the Clipboard contents (choose Edit > Paste)
■Selecting a choice from a choices palette or drop-down list (for certain cells)
See “Intelligence Features” on page 3-18 for more information about using choice lists.
As you enter information, Informed Desktop eForms can help by automatically calculating, looking
up, and checking values for you. These and other intelligence features make it easier to fill out
forms quickly and accurately.
Each cell on your form accepts a particular type of information. The eForms designer is responsible
for properly naming and choosing the most appropriate type for each cell. Informed allows the use
of nine cell types. The following table lists these types with examples.
When you enter information in a cell, the value must be appropriate for the type of information that
the cell holds. For example, you can’t type a name into a cell that stores numbers. If you enter an
incorrect cell value, Informed Desktop eForms beeps and selects the value when you attempt to
accept the record or tab to a different cell.
Cell Type Example
Text
Character
Number
Name
Date
Time
Boolean
Picture
Signature
Business form #29
(555) 555-1212
101
Mr. John Smith
10/25/89
14:20
Yes
12345 - 123 Street, A Big City
02983-1283
$12,550.75
Jones, Mr. Tom F.
Wednesday, November 8, 1989
03:15:04 PM
Blinking insertion point.
Bold, blinking outline.
Entering Information 3-5
. . . .
Associated with each cell type are formatting options that make it easier to enter information.
Rather than typing formatted values, Desktop eForms can do the formatting for you. For example, a
cell might be formatted to display numbers with a currency symbol, thousand separators, and two
decimal places of accuracy. eForms can automatically convert a typed value, such as “1500,” to the
formatted value “$1,500.00.”
Font, Font Style, and Size
The eForms designer specifies the font, font style, and size attributes used to display information in
each cell on the form. When you enter text in a cell, the information is always displayed according
to those specifications. However, by selecting certain options, the eForms designer can allow you to
change these attributes cell by cell.
To change the font, font style, or size:
1. Select the text in a cell.
2. Choose a new setting from the commands under the Cell menu. On Windows, you’ll see only
the Font command. Choosing this command displays the Font dialog box where you can select
different fonts, font styles, and sizes.
On Macintosh, you’ll see the Font, Size, and Type Style submenus under the Cell menu.
For Windows and Macintosh, the commands and submenus that are available depend on which
options the eForms designer has allowed. For example, if you’re only allowed to change the
font and type style, the Size control is unavailable.
The following types of styles are not available on Windows compatible computers: Outline,
Shadow, Condensed, and Extended.
Display-only Cells
The eForms designer can prevent you from entering information in a cell by making the cell
display-only. Display-only cells often obtain their values from other cells on the form. When you
tab from cell to cell, Informed Desktop eForms skips past the display-only cells. When a
display-only cell is selected, a line appears through the pencil icon in the collection information
box.
If you try to enter information or change the cell’s value, Informed Desktop eForms beeps and
displays an alert message that the cell is display-only and you cannot change its value.
3-6 Filling Out Forms
. . . .
Required Cells
You must enter information in a required field. If you don't, a message prompts you for a value. In a
table, the warning appears only once for a column.
Optional Cells
You can enter information in an optional field or leave it blank.
Recommended Cells
You should enter a value in a recommended field. If you leave the cell blank, a message indicates
that a value is recommended.
Entering Text
The text cell type is used for cells that hold text information such as an address, a comment, or a
memo. Formatting options can automatically capitalize letters, words, or sentences in the
information you enter. When you enter information into a cell, you can type more lines than will
actually fit in the cell area. When you press Tab to move to the next cell, the information that
doesn’t fit is hidden.
Text cells can also make use of a formatting option called ‘Allow auto-shrink.’ If this option is
selected, Informed Desktop eForms automatically shrinks the type size of the information so that it
fits entirely in the cell area.
Entering Character Values
The character cell type also stores text values. However, unlike the text cell type, character values
must match a specific format that the eForms designer defines. The character cell type is often used
to store information such as telephone numbers, zip codes, or values that are always formatted the
same way.
Entering Information 3-7
. . . .
When you enter a value into a character cell, Desktop eForms verifies that the value matches the
cell’s format. Format characters such as dashes and spaces are automatically entered for you. If you
enter an incorrect value, Desktop eForms beeps and selects the value when you try to move to a
different cell or accept the record. A message appears picturing the required format.
Entering Numbers
The number cell type stores numbers in a variety of formats. Desktop eForms automatically formats
a number you enter according to the cell’s format. Format characters such as the currency symbol,
thousand separators, and the decimal point are entered for you.
Entering Names
The name cell type stores names. A name has up to five parts: a prefix (e.g., Mister or Professor), a
first name, a middle name, a last name, and a suffix (e.g., Junior). Multiple prefixes, middle names,
and suffixes are allowed. A cell’s name format can include all parts or only selected parts in either
full or abbreviated form.
When you enter a name, Desktop eForms identifies each part that you type, then formats the name
according to the cell’s name format. You should enter the parts of a name in the following order:
prefix, first name, middle name, last name, and then suffix. If you type a comma after the first part,
Desktop eForms interprets that part as the last name.
To help identify the parts of a name that you type, Desktop eForms refers to a list of known prefixes
and suffixes. This list can be found in Appendix A of this manual.
Entering Dates and Times
Informed Desktop eForms makes it easy to enter dates and times. Rather than typing a value in a
particular format, you can type a date or time in any format you like. For example, to enter the date
“January 1, 1999,” you can type “jan 1 99” or “1 1 99.” Informed Desktop eForms interprets what
you type and formats the date or time value according to the formatting options of the cell.
To enter a date:
1. Select the cell that you want to enter the date in.
2. Type the date.
Or
Choose Edit > Insert Date. On Macintosh, Informed Desktop eForms automatically enters
today’s date in the correct format. On Windows, Informed Desktop eForms displays the Date
Picker, allowing you to click and select the date you want.
3-8 Filling Out Forms
. . . .
Century Wrap Preference
Informed provides a preference to specify the treatment of dates that are entered with centuries of
less than three digits. The default setting is 1950 - 2049. Entries made with two digits are
interpreted to be between 1950 and 2049. For example, 2/1/79 would result in Feb. 1, 1979 whereas
2/1/38 would result in Feb. 1, 2038. You can change the date range at any time.
To change the date range:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the General Preferences panel.
2. Enter a new starting value in the field. Informed automatically updates the end value.
Entering Information 3-9
. . . .
Entering Boolean Values
A boolean cell can have one of the following pairs of values: Yes or No, True or False, or On or Off.
Desktop eForms ensures that you enter only values that are appropriate for that format. If you type
only part of a value, it is converted to its full form. For example, to enter “No” into a Yes/No style
boolean cell, type the letter “n” and press Enter or Return.
Entering Checkbox Values
There are eight checkbox styles. The following table lists each style in its checked and unchecked
state.
Rather than typing a value in a checkbox, click the cell with the pointer or press any key. The cell’s
value toggles between checked and unchecked.
Entering Pictures
You can enter a picture into a picture cell by using the Insert File command or by pasting from the
Clipboard. If you’re using a Macintosh computer with Macintosh OS 9.1 or later, you can also enter
a picture by using the drag and drop method. Informed Desktop eForms stores pictures in a variety
of formats.
Inserting a File or Picture
Another way to fill out parts of a form is to use the Insert File command. This command allows you
to import a text file into a text cell, or a picture into a picture cell. For the command to be available,
the current cell must be a text or picture cell, and its ‘Display only’ option must be turned off.
3-10 Filling Out Forms
. . . .
To insert a file or picture:
1. Select the cell.
2. Choose Cell > Insert File. For picture cells only, pressing the Enter (Windows) or Return
(Macintosh) key is a shortcut for selecting the Insert File command. The standard Open dialog
box appears, allowing you to select a file. For text cells, the selected text file is inserted into the
cell at the current insertion point. For picture cells, the selected picture replaces the current
picture in the cell.
Setting a Cell’s Value for Multiple Records
You might want to set the value of a single cell on more than one record. For example, if a customer
pays ten outstanding invoices with one check, you have to mark each invoice as being paid. Instead
of changing the value of the “Payment Status” cell from “Unpaid” to “Paid” on each record
individually, you can set the value of the cell for all ten records at once with the Set Value
command.
To set the value of a cell on multiple records:
1. Find and show that collection of records on the Record List. Make sure that the Record List
contains only the records that you want to change. See Chapter 8, “Record Management” for
more information about the collection of records and using the Record List.
2. Display the Record List and select the column that contains the cell you want to change.
3. Choose Cell > Set Value to display the Set Value dialog box.
4. Select the ‘This value’ option; then enter the new value in the field and click OK. The value of
the cell is changed for each selected record. If you’re setting the value for many records,
Informed Desktop eForms displays a progress dialog box.
If you want to change the value for a checkbox cell, the Set Value dialog box looks similar to
the following.
Entering Information 3-11
. . . .
Instead of typing a value, select either the ‘Checked’ or ‘Unchecked’ option.
You can use the Set Value command to change the value of any cell except for display-only cells, or
picture and signature cells. If the cell or Record List column that you select is one of these, the Set
Value command is not available. You can also use the Set Value command to reset the value of a
calculated cell. See “Restoring Calculated Values” on page 3-19 for more information.
Errors When Using the Set Value Command
As you’ll learn in “Data Verification” on page 3-19, the eForms designer can create a check formula
for any cell so that Desktop eForms automatically checks for mistakes when you fill out a form. A
check formula is a formula that examines a cell value to determine if an error has been made.
When you use the Set Value command to change a cell’s value for many records, it’s possible that
the value you set might be invalid for one or more records in the collection, based on the cell’s
check formula. If this occurs, Desktop eForms leaves those records unchanged and tags them with
the tag name “Set Value Errors.” See “Creating Tags and Recalling Collections” on page 8-27 for
more information on tagging records.
Scrolling Fields
The eForms designer can include a scroll bar with any field on a form. A field that includes a scroll
bar is called a scrolling field. A scrolling field allows you to enter more data than will display in the
cell area. You view all the data by scrolling up and down using the scroll bar.
Note If the selected column on the Record List corresponds to a table cell on the form, the ‘This
value’ option is not available. You can only use the ‘Its calculated value’ option. Please see
“Restoring Calculated Values” on page 3-19 for more information.
3-12 Filling Out Forms
. . . .
Depending on which option the eForms designer has chosen, the scroll bar on a scrolling field
might be visible at all times, or only when you select or tab to that cell.
When a record that contains scrolling fields is filled out and printed, Desktop eForms repeats the
printing of the page or pages that contain the scrolling fields, until all the data in those fields has
been printed. For example, if page 2 of a two page form contains a scrolling field, Informed
Desktop eForms prints page 1, then page 2, then page 2 again until all the data in the scrolling field
has been printed. The extra copies of page 2 only contain the data in the scrolling field; all other
fields print blank.
Memorizing Values
Many forms contain information that is specific to the person filling out the form. For example, if
you fill out a time card, information such as your name or employee number is always the same.
Instead of typing an entry each time, you can type an entry once, and use Informed Desktop
eForms’ Memorize command to “memorize” that value. The next time you add a new record to
your data document, the “memorized” value is automatically filled in.
To memorize a value:
1. Select the value in the cell.
2. Choose Cell > Memorize. The value you’re memorizing appears as part of the Memorize
command in the Cell menu. For example, if you fill in the value “Linda Green” in the “Name”
cell on your form, the Memorize command displays as Memorize “Linda Green” when the cell is
selected. After you choose the Memorize command, the name “Linda Green” is automatically
filled in when you add a new record to your data document.
Often different types of forms contain some common information. For example, purchase
requisition and travel expense forms contain cells for employee information. For a particular
employee, this information is the same on every record, for purchase requisitions and travel
expense forms. If the eForms designer has selected the ‘Memorization is shared’ option for a
particular cell (such as the “Name” cell), any value that you memorize for that cell is also
memorized for the same cell on other forms.
To cancel the effect of memorization, enter a blank value in a cell; then choose Cell > Memorize.
Memorizing Values
Note A cell’s memorized value is shared only if the ‘Memorization is shared’ option is selected by
the eForms designer. The memorized value is shared only with cells on other forms that have
the same cell name and the ‘Memorization is shared’ option selected.
The scroll bar is active, indicating
that the cell area contains more data.
Tab Order 3-13
. . . .
Tab Order
Each form has a predefined tab order (configured by the eForms designer) that determines the order
in which the cursor moves from cell to cell each time you press the Tab key. You can’t change a
form’s tab order using Informed Desktop eForms. The following figure illustrates tab order.
When you fill out a form, pressing the Tab key moves the cursor from one cell to the next in the tab
order. Pressing Shift + Tab moves the cursor in the reverse direction. If your form contains more
than one page, when you tab out of the last field on on a page, the cursor automatically moves to the
first cell on the next page. For cells that cannot have more than one line, pressing Enter (Windows)
or Return (Macintosh) has the same effect as pressing Tab.
Informed’s Quick-Tab feature allows you to bypass the normal tab order of a form. While filling out
a form, pressing F2 (Windows) or Command + Tab (Macintosh) moves the cursor to the next
Quick-Tab cell in the tab order. Pressing Shift + F2 (Windows) or Command + Shift + Tab
(Macintosh) moves the cursor to the previous Quick-Tab cell instead. Like the tab order of a form,
you can’t change the Quick-Tab cells using Informed Desktop eForms. Quick-Tab cells are
specified by the eForms designer.
The first row of the first column cell in every table is a Quick-Tab cell. You can therefore
automatically move from table to table on your form by pressing F2 or Shift + F2 (Windows) or
Command + Tab or Command + Shift + Tab (Macintosh). The first field cell following a table is
also a Quick-Tab cell.
The eForms designer might also have configured conditional tabs for certain cells on the form. A
conditional tab moves the cursor to another area of the form, based on the information that you’ve
entered in the cell you’re tabbing out of. For example, the eForms designer might configure
conditional tabs for ‘Local’ and ‘Out of Town’ checkboxes on a travel expense form.
If you select the ‘Local’ checkbox, you would tab past sections for claiming expenses such as
‘Hotel Accommodation’ and ‘Airline Travel’ and go directly to sections for claiming expenses such
as ‘Parking’ and ‘Fuel.’
Tab Order
ABC Company
12233-44 Ave.
New York, NY
98765
INVOICE
Sold To Ship To
Date Te rms PO Number Shi p Via
Signature
Qty Des cri ptio n Pric e
Shipping
Total
No.
12
3 5
46
789 10
11
12
The circled numbers indicate
an appropriate tabbing order
for this form.
3-14 Filling Out Forms
. . . .
Filling Out Tables
Each table on your form has one or more columns and one or more rows. You fill out a table by
tabbing from column to column and row to row, entering data in each cell. The direction that you
tab in a table—either across the rows or down the columns—is configured by the eForms designer.
The eForms designer also specifies when tabbing leaves a table. Usually, if you’re tabbing across
the rows, tabbing leaves the table when you tab through one empty row. However, the eForms
designer can also configure the tab order so that tabbing leaves the table after you tab out of the first
column of an empty row.
Inserting and Removing Rows
Occasionally you may want to insert or remove a row in a table that already contains information.
You can use the Insert Row and Remove Row commands to add and delete rows. As an example,
consider the table of information shown in the following figure.
To add a new row between items A0-032 and A0-007:
1. Select any cell in the row containing item A0-007.
2. Choose Edit > Insert Row. Desktop eForms moves all rows starting at the one containing the
current cell down by one. Then insert a blank row.
If the last row in the table already contains information, you cannot insert a new row. Instead, you’ll
see the following message:
Filling Out Tables
Filling Out Tables 3-15
. . . .
Before you can insert a row in a full table, you have to clear the information in the last row.
To use the remove row command:
1. Select a cell in the row that you want to remove.
2. Choose Edit > Remove Row. Informed Desktop eForms moves the information in all remaining
rows up by one row.
Expandable Rows in Tables
If the eForms designer has selected the ‘Expandable rows’ option for a table, the spacing of
individual rows can expand if you enter more data than the chosen row spacing can display. With
this option selected, all rows in the table are expandable, but only the rows that contain extra data
are affected. For example, if only one row in a table contains more information than it could usually
display, only that row expands. The other rows retain their original spacing.
If all the rows in a table already contain data, Desktop eForms does not allow you to expand any
rows in the table, since that would cause the last row of the table to disappear. If you try to expand a
row when all rows in the table already contain data, you’ll be alerted with a message.
Scrolling Tables
The eForms designer can include a scroll bar with any table on the form. A table that includes a
scroll bar is called a scrolling table. Informed Desktop eForms automatically adds new rows to the
scrolling table when you enter more data than the table can display. You can view all the data in the
table by scrolling up and down using the scroll bar.
Only the row with extra
information expands. All
other rows retain their
original spacing.
3-16 Filling Out Forms
. . . .
Depending on which option the eForms designer has chosen, the scroll bar on a scrolling table
might be visible at all times, or only when you select or tab to the table.
When a form that contains scrolling tables is filled out and printed, Informed Desktop eForms
repeats the printing of the page or pages that contain the scrolling tables, until all the data in those
tables has been printed. For example, if page 2 of a two page form contains a scrolling table,
Informed Desktop eForms prints page 1, then page 2, then page 2 again until all the data in the
scrolling table has been printed. The extra copies of page 2 only contain the data in the scrolling
table; all other fields prints blank.
Using Buttons
As an alternate method for invoking commands and actions, the eForms designer can include
buttons on your templates. Clicking a button invokes a command or action according to the
button’s configuration.
Clicking a button often performs a command just as though you chose the command from a menu.
For example, the mail button on the form above provides an alternative method for selecting
Desktop eForms’ Send command. Other buttons might select settings or perform custom actions as
specified by the eForms designer.
Like menu commands, a button is available only when its associated command or action is
permitted. For example, if a button is configured to reveal the next record in the data document, this
button is unavailable if the current record is the last record.
Note Scrolling tables do not store an infinite number of rows. For best results, it’s recommended that
the scrolling table feature be used to store only a few extra rows of data.
Using Buttons
You can view all
the information by
using the scroll bar.
Click this button to print the form.
Pages of a Form 3-17
. . . .
Pages of a Form
Each form has a work page and at least one numbered page. If the form has more than one
numbered page, you’ll see a set of tabs at the top of the form window that indicate the name or
number of each page. A form can have a maximum of 99 numbered pages and each page can have
up to 99 parts.
The number of pages and the number of parts per page is determined during the design process
using Informed Designer. You cannot change these attributes of a form using Informed Desktop
eForms.
The Work Page
Every form contains one work page. Like the numbered pages of a form, the work page can contain
graphics, text, and cells. The only difference between the work page and numbered pages is that the
work page doesn’t print when you print a form. For more information on how to print the work
page, please see “Print Options” on page 9-5.
There are two common uses of the work page:
■A place for the eForms designer to put instructions to help you fill out a form. For example,
your form’s work page could include instructions for distributing a form after it has been filled
out. In this case, the eForms designer would configure the form to display the work page and
could name the work page tab ‘Instructions.’
■A place for the eForms designer to put fields that should not print with the rest of a form. For
example, employee wage rates could be placed on the work page to be used by other calculated
fields on the form. In this case, the eForms designer would configure the form to hide the work
page.
Whether you can see the work page or not, you can tab to fields on the work page and, if the eForms
designer has allowed it, change their values. When you print the form, the work page won’t print
unless you select the 'Work page' option in the Print dialog box.
Changing Pages
On multi-page forms, Informed Desktop eForms automatically changes pages when you tab from a
cell on one page to a cell on a different page. You can also use the page Tabs located along the top
of the document window to change pages manually.
Pages of a Form
3-18 Filling Out Forms
. . . .
To change from one page to another:
1. Click the Tab that corresponds to the page you want to go to. If the form contains so many pages
that all the Tabs cannot be displayed at once, a set of ‘left and right’ arrows appears at the top
right corner of the document window. Click the arrows to move forward or backward between
the excess pages.
Intelligence Features
Informed’s data intelligence features make it easy to fill out forms quickly and accurately. With
Informed Desktop eForms, forms can automatically format, calculate, look up, and verify data. The
following figure shows a completed form with various intelligence features identified.
As explained in “Informed Documents” in “Chapter 2, Document Management” on page 2-2, the
template of a form consists of the graphical appearance of the form as well as its intelligence
features. The eForms designer sets up the intelligence of a template using Informed Designer.
Intelligence Features
Auto-incrementing
numbers
Sold To Ship To
ABC Company
12345 - 123 St
New York, NY
15243
Date Terms Ship ByPO No.
INVOICE
Qty Part Description Price Ext.
Shipping
Total
Mr. Smith
8273 Long Way
San Francisco, CA
27363
Mr. Smith
27364 Short Way
San Francisco, CA
82734
9/14/96 Cash UPS
2 872 Gadgets 79.23 158.46
12 231 Widgets 771.10 9,253.20
$9,419.66
8.00
Invoice # 552
Default to
today’s date
Lookup in
another form
or data source
Offer a list of choices
Calculate cells
Intelligence Features 3-19
. . . .
Restoring Calculated Values
Informed Desktop eForms automatically fills in calculated cells. A calculated cell is a cell that
obtains its value based on other cells on your form. A cell’s calculation formula is evaluated when
the value of any cell that participates in the formula changes. For example, suppose that a cell
called “Extension” is calculated as ‘Quantity * Price.’ When you type a different value in either of
the “Quantity” or “Price” cells, Informed Desktop eForms automatically calculates and displays the
new value of ‘Extension.’
As explained in “Display-only Cells” on page 3-5, the eForms designer can prevent you from
changing the value of any cell (including a calculated cell) by making the cell display-only. If a
calculated cell is not display-only, you can change its value as you can for any other cell. For
example, if you have an invoice with a calculated cell called ‘Discount,’ you might want to give a
customer more than the calculated discount. If the cell is non-display-only, you can override the
calculated value by entering a different value.
To change the cell back to its calculated value:
1. Select the cell on the form or the column on the Record List.
2. Choose Cell > Set Value. The Set Value dialog box appears.
3. Select the ‘Its calculated value’ option; then click OK.
Data Verification
The eForms designer can enter error checking rules for cells so that Informed Desktop eForms
automatically checks for mistakes as you fill out a form. Each time you enter a cell value, Informed
Desktop eForms checks the value according to the cell’s check formula. A check formula is a
formula that examines a cell value to determine if an error has been made. For example, a check
formula might check to ensure that a cell’s value is within a particular range.
3-20 Filling Out Forms
. . . .
Some check formulas detect errors, whereas others warn you of specific conditions. You’ll hear a
beep when you try to select a different cell or accept the record. Some check formulas even present
an alert dialog box with a message. Others add a message to the cell’s help dialog box. See “Help
Messages for Cells” on page 3-23 for more information. The following figure shows an alert dialog
box.
Once an error has been reported, Desktop eForms allows you to move to a different cell without
first correcting the mistake. However, depending on how the eForms designer has configured the
form you might not be able to save, mail, print or submit a record until all errors have been
corrected. Again, depending on how the form was configured, cells with missing or invalid data
might appear filled in with color to indicate that there is a problem.
When an alert dialog box appears, Informed Desktop eForms automatically adds the message to the
cell’s help dialog box. This allows you to later view the alert message by selecting the cell then
choosing Cell > Help. See “Help Messages for Cells” on page 3-23 for more information.
Viewing Choice Lists
Often a cell takes on a variety of common values. For example, the shipping method on an order
form might always be Mail, UPS, or Federal Express. The eForms designer can enter a list of
choices for any cell. Instead of typing a cell value, you can select a choice.
Depending on how the eForms designer has configured a cell’s choice list, the choices are
displayed either in a palette or in a drop-down list.
Note If you’re unaware of how to correct an error, you can always revert or remove the record. For
more information, see Chapter 8, “Record Management.”
Intelligence Features 3-21
. . . .
If the choices for a cell are configured to display in a drop-down list, you’ll see an arrow on the
right side of the cell’s title section, indicating the presence of a choice list.
To display the choice list, click the arrow and hold the mouse button.
Depending on how the eForms designer has set up the form, choices in a palette display
automatically when you tab to the cell, or you may have to choose View > Show Choices.
If you show the palette by choosing the Show Choices command, the palette remains visible until
you close it manually by clicking the palette’s close button or by choosing View > Show Choices
again. If the palette is set to display automatically, Desktop eForms also hides the palette for you
automatically when you select a different cell or accept the record.
The eForms designer can add descriptive text to a cell’s list of choices that won’t appear in the cell
once a choice is made. For example, if you select the choice “TurboMail (0003),” only the text in
parenthesis, in this example “0003,” appears in the cell.
Choices for ‘Ship Method’
displayed in a palette.
Choices for ‘Ship Method’
displayed in a drop-down list.
Choice list indicator.
3-22 Filling Out Forms
. . . .
Selecting a Choice
Depending on whether a choice list is displayed in a drop-down list or in a palette, you use different
methods to select a choice.
To make a selection from a drop-down list:
1. Click the arrow indicator on the cell’s title section.
2. In the drop-down list, click the choice you want.
3. Your choice appears in the cell.
When choices are displayed in a palette, you can select a choice by double-clicking it in the list or
by using the Up and Down arrow keys.
Another convenient way to select a choice from either a choice palette or a drop-down list is to type
the first few characters of the value. As you type characters, Desktop eForms selects the choice that
most closely matches the typed value. For example, suppose that the sales person cell on a sales slip
has the choices listed in the following table.
Typing the letter “D” would select “Dawson, Greg,” the first choice that starts with that letter.
Typing “Da” would also select “Dawson, Greg.” However, typing “Di” would select “Dickens,
Sharon” instead. In each case, Desktop eForms copies the entry into the cell as the selection is
made.
The only exception to this is when you type the first characters of choices that have descriptive text
added to them. For example, if you have TurboMail (0003) as one of the choices, typing the letter
“T” selects the choice in the list but doesn’t automatically display the value (0003) until you tab out
of the cell.
Once you’ve selected the correct choice, press Tab to accept the choice and move to the next cell. If
you press Tab without selecting a choice, Informed Desktop eForms leaves the cell blank and
moves to the next cell.
Editing Choice Lists
Although you cannot edit or remove the original choices in a choice list, you may add extra items to
a cell’s choice list, provided that the eForms designer allows that action.
To add more choices to a choice list:
1. Choose Cell > Extra Choices to display the Edit Choices dialog box.
Sales Person Choices
Brown, Tom
Dawson, Greg
Dickens, Sharon
Johnson, Cindy
Intelligence Features 3-23
. . . .
2. To add a new choice, type the entry in the field below the list and click Add. The new choice is
added to the list in sorted order. Although there’s no practical limit to the number of choices a
cell can have, we recommend that you enter no more than 40 or 50.
3. To change or remove an extra choice, first select the choice by clicking it in the list; the selected
choice appears in the field. To remove the selected choice, click Delete. To change the selected
choice, type the new value; then click Change.
After you’ve entered all choices for the selected cell, click OK to dismiss the Edit Choices dialog
box. The next time you tab to that cell, the choice list shows your extra choices as well as the
original choices.
Help Messages for Cells
Each cell on a form can display a custom help message created by the eForms designer. The help
message contains useful information or special instructions on filling in the cell.
Help Messages on Windows
On Windows, help messages are displayed in the status bar at the bottom of the Desktop eForms
window, on the Help palette and in tip windows.
Note When you add extra choices, they’re only available for the cell that you added them in. The
extra choices do not appear in other cells, even if they use the same choice list.
3-24 Filling Out Forms
. . . .
To display the help message for a cell on Windows:
1. Select the cell. The help message for that cell appears automatically in the status bar at the
bottom of the Informed Desktop eForms window.
To view a help message in a tip window:
1. Hover the cursor over a cell until the message appears.
To display help messages on the Help palette:
1. Click the ? icon at the bottom left corner of the Informed Desktop eForms window.
Or
Choose View > Show Help.
Or
Use the Ctrl + ? key combination. The Help palette appears.
Help Messages on Macintosh
On Macintosh, help messages can be shown on the Help palette or in Help balloons.
To show help messages on the Help palette:
1. Select the cell.
2. Choose Cell > Help or press the Cmd + ? key combination. The Help palette appears.
M
ouse
h
overs
here.
Intelligence Features 3-25
. . . .
To display the Balloon help:
1. Choose Help > Show Balloons and point at the cell of interest. A balloon appears showing the
cell’s help message:
To turn off the Balloon help, choose Help > Hide Balloons.
Check Formulas and Help Messages
As discussed in “Data Verification,” on page 3-19, a cell’s check formula can append a message to
the help message. You might, therefore, see a different message on the help dialog box depending
on the value of the current cell.
When a check formula uses an alert or help message, the message is added to the cell’s custom help
message. The check formula message is separated from the cell’s help message by a dashed line on
the Help dialog box.
The check formula message remains part of the help message until you change the cell’s value.
3-26 Filling Out Forms
. . . .
Lookups
The eForms designer can configure forms to look up information. For example, if you enter a part
number on an invoice form, you could look up related inventory information in another data
document or database and fill it in on the form. Lookups reduce the amount of typing necessary to
fill out a form and improve the accuracy of the information entered.
The cell for which information is looked up is called the lookup cell. In the figure above, the Part
cell is the lookup cell.
Informed Desktop eForms can look up information in other form data documents and in other
information systems. An information system can range anywhere from a small database running
locally on your computer, to a high capacity, high performance SQL database running on a
mainframe. The place where Informed Desktop eForms looks up information is called the lookup
source. Lookups are configured by the eForms designer.
Lookups can be configured using other form data documents or by choosing connection types such
as Scripting (Java Script), HTTP or ODBC (Windows only). If you’re using Informed for
Macintosh, AppleScript is supported. Other types of lookup sources are accessed using Informed
data access plug-ins. Data access plug-ins must be installed in your Plug-ins folder.
A lookup is performed when you enter a value in a lookup cell and press Tab to leave the cell. You
might be prompted to enter some information, such as your name and a password. This depends on
the particular lookup source and how the connection is configured. The eForms designer can
include the necessary connection information in the template or leave it blank.
When a lookup is performed, the value that you type in the lookup cell is searched for in the lookup
source. If a single match is found, the related information is returned and entered automatically on
the form. If the search fails, you’ll see a message indicating this. If multiple matches are found, you
may see a dialog box requesting that you select a single match.
Value in lookup cell
Related information is
entered automatically on the form.
is searched for.
Intelligence Features 3-27
. . . .
If this happens, select the desired match; then click OK.
Lookup Errors
When you do a lookup the lookup source must be available to perform the lookup. If Informed
Desktop eForms is unable to find or connect to the lookup source, you’ll see an error message
indicating this.
Depending on the type of lookup source, the specific error message and the options available vary.
For some lookup sources, the error is described and the lookup is canceled. For others, options
include skipping the lookup and looking for the lookup source.
Clicking Look allows you to try and locate the lookup source. For example, if the lookup source is a
data document and Informed Desktop eForms cannot find the document, clicking Look on this
dialog box allows you to browse available volumes to locate the document. Clicking Skip ignores
the lookup that time only. This means that the error message appears the next time the lookup is
attempted. The ‘Disable’ option ignores the lookup until the data document is closed and later
opened again. For some lookup sources, the Look option is not available. Instead, you’ll see a
button labeled Retry. Click Retry to perform the lookup again.
3-28 Filling Out Forms
. . . .
Getting The Next Form Number
Forms such as invoices and purchase orders often contain unique numbers for identification
purposes. Each time you fill out a form, you enter a new form number. The eForms designer can
configure a cell that contains an auto-incrementing number.
Form numbers can be obtained from a variety of sources. For instance, the next available number
might be stored in the template, or it can be obtained from another application or data source. Data
sources are accessed using Informed’s data access plug-ins.
If the auto-incrementing cell obtains its number from another data source, you might be prompted
for some information such as a name and password. This depends on the particular form number
source and how the connection is configured. The eForms designer can include the necessary
connection information in the template or leave it blank.
In cases where the source of your form numbers is unavailable, you can use the Assign Next Value
command to obtain values at a later time. For example, suppose you’re waiting at an airport while
on a business trip and you want to fill out an expense form that gets its number from a database
back at your office. You can fill out the entire form except for the form number. Then, when you
return to your office, you can connect to your network and choose Cell > Assign Next Value.
Informed Desktop eForms obtains the next available value from the database, and fills in the cell on
your form.
The Assign Next Value command is also used for cells that are configured to auto-increment
manually when you request a value. To manually obtain the next available value for a cell, first
select the cell, then choose Cell > Assign Next Value.
You can manually assign values to multiple records on the Record List. With the collected records
displayed in the Record List window, select the column that contains the cells that require values
and choose Cell > Assign Next Value. Desktop eForms obtains the next available values and assigns
them to the selected cells. For information on how to find a collection of records and how to use the
Record List, see Chapter 8, “Record Management.”
4
Using Digital Signatures
In this chapter:
■Signature Cells 4-2
■Signature Preferences 4-4
■Signing Forms and Verifying Digital Signatures 4-6
■Template Verification 4-11
■Logging Off Your Signing Service 4-14
■Signing Plug-ins 4-15
4-2 Using Digital Signatures
. . . .
4
Using Digital Signatures
Approval is often a necessary step in the processing of a form. Today, technology allows us to sign
forms electronically with digital signatures*. Signing electronically reduces the need to print forms
and, in some ways, offers more security than paper signatures.
A digital signature is like a special number that’s derived from information about the person
signing and the data being signed. This number can reliably identify the signer and detect any
changes in the signed data. The eForms designer configures a form for signing by drawing one or
more signature cells on the template. Each signature cell can sign the entire form or only certain
parts of the form. With a properly configured form, you can easily sign completed forms and check
the validity of signatures and templates.
Informed supports digital signatures through the use of signing plug-ins. Regardless of which
signing service you use, the process for signing forms, verifying signatures and verifying templates
is essentially the same. Please see “Signing Plug-ins” on page 4-15 for more information about the
different signing services supported by Informed.
Signature Cells
A signature cell is a cell that can store a digital signature. The eForms designer configures a
template for electronic signing by drawing one or more signature cells on the form. A signature cell
can look just like the space for a signature on a paper form.
Like any cell, a signature cell has a tab position. The tab position determines where the cell appears
in the tabbing order. You can select a signature cell like any other cell: by tabbing to the cell, or by
clicking the cell with the mouse. When selected, a bold frame flashes in the cell’s interior.
Signature Cells
*For definitions of italicized terms, please see the glossary at the back of this manual.
SignatureDate signed
Signature Cells 4-3
. . . .
Each form can have more than one signature cell, and each signature cell can sign different
information. For example, a form that has two sections which are often filled out by two different
people could have two signature cells. Each cell would sign only those cells in its respective
section. You could even have a third signature cell which signs the entire form including the other
signatures.
In addition to signing cells, the eForms designer can configure a signature cell to sign attachments.
For information on attachments, see Chapter 5, “Attachments.”
To see which cells on a form are signed by a particular signature cell:
1. Select the cell.
2. Choose Edit > Signatures > Show Signed Cells. This feature is useful if you’re about to sign a
form and want to see which cells you’re signing, or if you’re viewing a form that’s already been
signed and want to see which cells have been signed by the existing signature.
With the Show Signed Cells option selected, Informed Desktop eForms draws a red frame
around each signed cell when you select the signature cell. Only those cells which are signed
(or will be signed) by the selected signature cell are revealed. To turn the Show Signed Cells
option off, choose Show Signed Cells again.
Form with
three signatures
1st signature cell
signs 1st section
2nd signature cell
signs 2nd section
3rd signature cell
signs all cells
Form with
three signatures.
1st signature cell
signs 1st section.
2nd signature cell
signs 2nd section.
3rd signature cell
signs all cells.
4-4 Using Digital Signatures
. . . .
Informed Desktop eForms also allows you to see whether or not any attachments are signed by a
particular signature cell. If the selected signature cell does not contain an actual signature and the
cell is configured to sign attachments, you’ll see a red frame around the Attachments window and
the paperclip indicator. This is to indicate that if you sign the record in that signature cell, all of the
currently attached files are signed as well. If the selected signature cell does contain a signature and
the cell is configured to sign attachments, you’ll see a red frame around only those attached files
that were present when the record was signed.
Once a record has been signed with a signature that signs attachments, you can add other
attachments without compromising the digital signature. Desktop eForms knows which
attachments a signature has signed. Once an attachment has been signed, you cannot delete it
without first removing the signature.
Signature Preferences
Informed allows you to specify various security preferences such as which signature service you
want to use and whether or not to display template authorization information when you verify data.
To set your signature preferences:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Security icon in the list. The Security Preferences panel appears.
Signature Preferences
Red Frame
Red frame
Signature Preferences 4-5
. . . .
2. Select your preferred signature service from the ‘Signature Service’ drop-down list. If you don’t
specify a service, you’ll be asked to select one each time you sign a form.
If you want to display template authorization information when you verify data, select the
‘Display template authorization when verifying data’ checkbox to verify the authenticity of a
template at the same time you verify a signature.
If you want Informed Desktop eForms to automate the verification process for you, select the
‘Automatically verify signatures on current record’ checkbox. This automatically verifies all
digital signatures on the form each time you display a different record in the form window.
With this preference set, when you verify a signature, you can display the information about the
person who signed the signature cell and the information about the person who authorized the
template.
For some signing services, once you’ve identified yourself, or logged in, the first time after
launching Informed Desktop eForms, you’ll remain logged in until you quit Informed Desktop
eForms. For security reasons, you can specify an automatic log off time by entering a value in
the ‘Log off service after’ field.
3. Click OK to save your preferences.
4-6 Using Digital Signatures
. . . .
Signing Forms and Verifying Digital Signatures
You can sign forms that contain signature cells using Informed Desktop eForms’ Sign command.
You can sign one record at a time, or you can sign multiple records using the Record List window.
See “Working with Multiple Records” on page 4-10 for more information.
To sign a form:
1. Select the signature cell.
2. Choose Edit > Signatures > Sign. As a shortcut, you can also double-click an empty signature cell
or press Enter (Windows) or Return (Macintosh) to choose the Sign command. If you have
more than one signing plug-in installed and the eForms designer has not configured the
signature cell to use a particular service, you’ll first be asked to select the service you want to
use.
3. Select the service you want to use from the ‘Sign using’ drop-down list; then click OK. If you’re
not already logged on to the signing service, Informed Desktop eForms requests that you
identify yourself. The dialog box you see is specific to the signing service used.
After you’ve identified yourself, Desktop eForms creates the digital signature and stores it in
the signature cell. The signature icon and your name appear in the cell. Depending on how the
eForms designer configured the cell, you might also see the signing date next to the signer’s
name.
Signing Forms and Verifying Digital Signatures
Note You should not trust the validity of the name and date displayed in a signature cell. Only by
verifying the signature can you be sure of the date and the signer’s identity. The signing date
may or may not be available depending on the signing service you’re using.
Signing Forms and Verifying Digital Signatures 4-7
. . . .
Once you’ve signed a form, Desktop eForms automatically locks all signed cells to prevent changes
to the signed information. Although you can select a signed cell, you cannot change its value. The
pencil in the collection information box provides a visual indication that the cell is locked.
Verifying a Signature
After signing a form, anyone with the same signature service installed on their computer can verify
the digital signature.
To verify a signature:
1. Select the signature cell.
2. Choose Edit > Signatures > Verify.
The verification process involves re-creating parts of the digital signature using current data, then
comparing the results with the original signature. If they match, the signature is valid. This means
that the person identified on the verification dialog box is truly the person who signed the form, and
the signed data has not changed in any way.
If verification of a digital signature fails, you’ll see a message dialog box indicating this.
Verification fails if the originally signed data or the digital signature has been changed or tampered
with.
Like signing, you might be asked to identify yourself when you choose the Verify command.
Depending on your setting of the ‘Display template authorization when verifying data’ preference,
you’ll see either a dialog box with additional options, or only the results of verifying the data
signature. With the preference turned on, if the digital signature verifies successfully, Desktop
eForms displays the dialog box that follows.
4-8 Using Digital Signatures
. . . .
Using the controls on the Verify Signature dialog box, you can identify the person who signed the
data, you can verify the template you’re currently using, and you can display information about the
template that was used when the data was originally signed.
To see the name of the person who signed the data:
1. Click Identify Data Signer. Informed Desktop eForms displays the person’s name in a dialog box.
If you click Verify Template, Informed Desktop eForms verifies your current template and
displays the name of the person who authorized it. You can also verify your template by
choosing Edit > Signatures > Verify Template. See “Verifying Templates” on page 4-12 for more
information.
When a completed form is signed with Informed Desktop eForms, information about the
version of the template being used and the person who authorized it is included with the
signature. To view this information, click More Info. The Template Authorization dialog box
appears.
Signing Forms and Verifying Digital Signatures 4-9
. . . .
The Template Authorization dialog box allows you to compare the template ID and the revision
number of the template you’re currently using with those of the template that was used when the
data was originally signed (which may be different). You can see the name of the person who
authorized the template that was used when the completed form was signed by clicking Identify
Original Authorizer.
Having access to the names of the people who authorized both templates is helpful if there is
discrepancy between the two templates. Using this information, you can quickly tell if either one of
the templates was authorized by a person without proper authority.
If the ‘Display template authorization when verifying data’ preference is turned off, only the
identity of the data signature (the dialog box that appears when you click Identify Data Signer on the
Verify Signature dialog box) is displayed when you verify a signature.
For information about verifying multiple digital signatures at the same time, please see “Working
with Multiple Records” on page 4-10 for more information.
The Signature Icon
The signature icon is a standard icon that applications use to indicate the presence of a digital
signature. With Informed Desktop eForms, the name of the signer, and optionally, the date that the
form was signed, appears to the right of the signature icon.
The state of a digital signature can be determined only by verifying the signature. For most signing
services, the signature icon is a visual indicator of the signature’s validity.
When you view a signed record, the signature icon contains a question mark. This indicates that the
validity of the signature is unknown. If the signature is successfully verified, you’ll see a
checkmark inside the signature icon. An invalid signature displays an “x” in the signature icon.
Note Each time you view a signed record, the signature icon contains a question mark (even if
you’ve recently verified the signature). For example, if you verify the signature on record
number 6 in your data document, the signature icon displays a checkmark. If you move to
another record in the data document and then return to record 6, the signature icon contains a
question mark again. This is because, while difficult, it’s possible that the data could be
tampered with between the time the signature was verified and the time you viewed the record
again.
4-10 Using Digital Signatures
. . . .
In order to sign forms and verify digital signatures, you must have the signing service and the
appropriate Informed signing plug-in installed on your computer. If either of these are missing, you
can still open forms that contain signature cells. However, rather than seeing the standard signing
service-specific signature icon, a generic signature icon appears instead.
Automatic Verification
Rather than manually verifying each digital signature as you find or browse through different
records, Desktop eForms can automate the verification process for you. With the ‘Verify signatures
on current record’ preference selected, Informed Desktop eForms automatically verifies all digital
signatures on the form each time you display a different record in the form window. See “Signature
Preferences” on page 4-4 for more information about setting this preference.
If Informed Desktop eForms detects an invalid signature during automatic verification, a message
appears indicating this.
Since verifying a digital signature can take several seconds or more, you might want to use the
auto-verification preference only if the computer you’re using is fast.
Working with Multiple Records
To work with more than one record, you can use the Record List window. The Record List window
displays records in a list, making it easy to see the information on multiple records at a glance. The
Record List window also makes it easy to sign multiple records or verify multiple digital signatures
at the same time.
Like any cell, a signature cell can appear as a column on the Record List. For each record
displayed, the name of the person who signed the record is shown in the signature cell’s column.
If you need to sign more than one record, rather than signing each one individually, you can sign
them all at once using the Record List.
Template Verification 4-11
. . . .
To sign multiple records:
1. Find the records you want to sign and display them in the Record List.
2. Select the signature cell column, then choose Edit > Signatures > Sign. As always, you’ll be
asked to identify yourself in a manner according to the signing service you’re using. Informed
Desktop eForms then signs all records in the Record List.
You can verify multiple digital signatures in the same way.
To verify multiple signatures:
1. Select a signature cell column on the Record List window, then choose Edit > Signatures > Verify.
Desktop eForms verifies the digital signatures for all signed records on the Record List. After
all signatures have been verified, you’ll see a message indicating the results.
If one or more digital signatures are found to be invalid, Informed Desktop eForms identifies
the corresponding records by selecting them on the Record List window. An exclamation mark
appears to the left of any invalid signatures on the Record List.
Template Verification
Before distributing a template for use with Desktop eForms, the eForms designer can authorize it so
that you can verify its authenticity. Otherwise, the template is vulnerable to tampering. For
example, suppose a loan application must go through two levels of screening before it can be
approved. A loans officer interviews the client and then selects the ‘Not recommended’ checkbox
on the application form and signs it with a digital signature. The application then goes to the bank
manager who has the final authority to approve or reject the loan application.
Template Verification
4-12 Using Digital Signatures
. . . .
If a person wanted that loan to be approved, he could alter the template used by the bank manager
so that the application appears to have been recommended by the loans officer. To do this, he would
use Informed Designer to change the title of the ‘Not recommended’ checkbox field to
‘Recommended,’ and the ‘Recommended’ title to ‘Not recommended.’ When the bank manager
views the data with the altered template, it might look like the following dialog box.
Verifying the loans officer’s signature would show that the data on the form has not been altered
because the value of the checkbox has not changed. However, by switching the cell titles on the
template, the meaning or context of those values is different. The bank manager would be misled to
believe that approval of the loan application was recommended.
The eForms designer can raise the level of security in the eForms process by using digital
signatures to authorize the templates used in an organization. Authorizing templates provides the
same authentication and tamper detection for templates as signing completed forms with Informed
Desktop eForms does for form data.
Verifying Templates
When a template has been authorized, you can verify it to ensure that it’s valid before you fill out
your form. Verifying a template reveals the details of the person who authorized it for use. If you
verify a template and see that it was authorized by a person without proper authority, it may be an
indication that the template is not authentic, and should not be used.
To verify the template associated with the current data document:
1. Choose Edit > Signatures > Verify Template. If you’re not already logged on to your signing
service, you may be asked to do so. Informed Desktop eForms verifies the template and
displays the name of the person who authorized it.
Template Verification 4-13
. . . .
If the signature fails to verify, you’ll see a different message indicating that the template, or the
authorization signature, has been altered.
When you sign a completed form, information about the version of the template you’re using and
the person who authorized it is included with the signature. This information can be displayed later
when verifying the signature on the completed form. See “Signing Forms and Verifying Digital
Signatures” on page 4-6 for more information.
Setting Template Authorization Preferences
You can set a preference that displays signature information about the person who authorized the
template. This information is made available in the same dialog box that you use to verify the
signature in a signature cell.
To set your template authorization preferences:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Security icon in the list. The Security Preferences panel appears.
2. Select the ‘Display template authorization when verifying data’ checkbox to verify the
authenticity of a template at the same time you verify a signature.
3. Select the ‘Automatically verify signatures on current record’ checkbox to automatically verify
all digital signatures on the form each time you display a different record in the form window.
4. Click OK to continue or click Cancel to close the dialog box without setting the preference.
4-14 Using Digital Signatures
. . . .
With this preference set, when you verify a signature, you can display the information about the
person who signed the signature cell and the information about the person who authorized the
template.
Click Identify Data Signer to display signature information about the person who signed the
signature cell. Click Verify Template to display signature information about the person who
authorized the template. Click More Info to display information about the template and signature
information for the person who authorized the template.
Logging Off Your Signing Service
For some signing services, once you’ve identified yourself (logged in), you’ll remain logged in
until the signing service times out or until you quit Informed Desktop eForms. This allows you to
sign forms and verify signatures without having to identify yourself each time. Do not leave your
computer unattended once you’ve logged in to your signing service. Otherwise, a different person
could use your computer to falsely sign forms using your identity.
To log off your signing service:
1. Choose Edit > Signatures > Log Off Service.
Logging Off Your Signing Service
Signing Plug-ins 4-15
. . . .
Signing Plug-ins
Informed supports digital signature technology through the use of Informed signing plug-ins. At the
time this documentation was prepared, Informed provided the following signing plug-ins:
■Informed’s proprietary plug-ins:
■I-Sign™ (Quadra)
■I-Sign™ (POP)
■I-Sign™ (IMAP)
■Entrust (Windows Only)
■CapiCom for Microsoft CSP (Windows only)
See the following sections for instructions on how to use each signing plug-in.
I-Sign Plug-ins
I-Sign™ is Informed’s proprietary, built-in signing service that lets you create and verify digital
signatures based on a user ID and password. I-Sign is available in three versions: I-Sign (POP),
I-Sign (IMAP), and I-Sign (Quadra).
Most signing services require additional software and have fairly complex administration
procedures. I-Sign is included with Informed and is easy to set up and use. For I-Sign (POP), all
you require is the I-Sign (POP) plug-in and a POP (Post Office Protocol) based mail system. For
I-Sign (IMAP), you need the I-Sign (IMAP) plug-in and an IMAP (Internet Message Access
Protocol) based mail system. I-Sign (POP) and I-Sign (IMAP) use your organization’s email system
as a way to verify a person’s identity. If the user can log in to the mail system, then the user must be
who he or she claims to be.
With I-Sign (Quadra), a user’s signing identity is based on the user name and password he or she
uses to log in to an Informed Quadra eForms Workplace.
Signing Plug-ins
Note I-Sign signatures are not considered legally binding. If this is an issue, it is strongly
recommended that you implement Entrust (Windows Only) or Microsoft CSP (Windows Only)
digital signing services.
4-16 Using Digital Signatures
. . . .
Configuring I-Sign (POP) and I-Sign (IMAP)
Before you can use I-Sign (POP) or I-Sign (IMAP) to sign a form, you must set up your I-Sign
plug-in by specifying the address of your POP or IMAP host and your user ID. The following
instructions apply to the I-Sign (POP) and I-Sign (IMAP) plug-ins.
To configure I-Sign (POP) or I-Sign (IMAP):
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box.
2. Click the I-Sign (POP) or I-Sign (IMAP) icon in the list and click Set Preferences. The I-Sign
setup dialog box appears.
3. Enter your user ID and host name.
4. Select the ‘Use APOP’ (Authenticated Post Office Protocol) checkbox to encrypt your
password; then click OK.
Signing Forms with I-Sign (POP) or I-Sign (IMAP)
To sign a form with I-Sign (POP) or I-Sign (IMAP):
1. Choose Edit > Signatures > Sign. The I-Sign dialog box appears, requesting that you log on to
your mail system by entering a password. You’ll see either the I-Sign (POP) or the I-Sign
(IMAP) logon dialog box, depending on which of the two services the eForms designer used to
configure the form.
Note If you do not specify your POP or IMAP host and user ID using the Preferences command,
Informed Desktop eForms displays the I-Sign Preferences panel and requests the information
the first time you attempt to sign a form.
Signing Plug-ins 4-17
. . . .
2. Enter your password; then click OK.
If you’ve logged on to your mail system successfully, your name appears in the signature field.
Once you log on to your mail system and sign a form, Informed Desktop eForms remembers your
password until the signing service times out or until you quit the application. That way, if you
choose to sign a form again, you do not have to re-enter your password. For security reasons, you
must always log off your service if you’re going to leave your computer unattended.
To Log off I-Sign (POP) or I-Sign (IMAP):
1. Choose Edit > Signatures > Log Off Service.
Signing Forms with I-Sign (Quadra)
The I-Sign (Quadra) signing plug-in verifies your identity by using the user name and password
with which you log on to an eForms Workplace.
To sign a form using I-Sign (Quadra):
1. Choose Edit > Signatures > Sign.
If you have access to only one Workplace, your name automatically appears in the form’s
signature field.
If you have access to more than one Workplace, the ‘Select eForms Workplace for signing’
dialog box appears. In the drop-down list, you’ll see “This form’s eForms Workplace” followed
by the names of the eForms Workplaces to which your organization has given you access.
Note You do not have to configure the I-Sign (Quadra) plug-in before using it to sign a form.
4-18 Using Digital Signatures
. . . .
2. Select the eForms Workplace you want to use to sign the form. In most cases, you use the
Workplace from which you obtained the form (“This form’s eForms Workplace”). If you’re not
already logged on to the Workplace, a logon dialog box appears. Once you have successfully
logged on to a Workplace, your name appears in the signature field.
While you’re logged on to the I-Sign (Quadra) signing service, you can continue to sign forms
from the same eForms Workplace without having to re-select the Workplace. If you download a
form from a different Workplace, you’ll again be asked to select a Workplace for signing.
Logging Off the I-Sign (Quadra) Signing Service
Once you log on to the I-Sign (Quadra) signing service and sign a form, your operating system
remembers which Workplace you selected for signing and your Workplace logon information.
When you quit Informed Desktop eForms, the operating system no longer has this information. For
security reasons, you must always close Informed Desktop eForms if you’re going to leave your
computer unattended.
Entrust (Windows Only)
Entrust by Nortel is a scalable security product that can offer different strengths of security and
different infrastructures for key management. In order for the Entrust signing plug-in to work, you
must have a properly configured version of the Entrust client software installed on your computer.
You must also have an Entrust profile—a unique personal identity for signing purposes.
When you sign a form, you’re asked to log in to Entrust with your password.
Signing Plug-ins 4-19
. . . .
The Entrust Login dialog box also allows you to change your Entrust password and choose a
different Entrust profile.
To change your password:
1. Click Change Password. A dialog box appears requesting that you enter your old password and
then the new password.
To choose a different Entrust profile:
1. Click Find Profile. The method of finding a different profile depends on the method of key
management used in your organization. Please contact your security or network administrator
for more information.
After you sign a form or verify a digital signature for the first time, Informed Desktop eForms
remains logged on to Entrust. That way, if you later choose to sign a form again, Informed Desktop
eForms can do this without requesting that you log on again. Do not leave your computer
unattended after you’ve signed a form. Otherwise someone else might use your signing identity to
sign forms.
To log off Entrust:
1. Choose Edit > Signatures > Log Off Service.
CapiCom for Microsoft CSP (Windows Only)
The CapiCom plug-in allows you to sign forms and verify signatures and templates using the
CryptoAPI cryptographic standard. If you use a password when you sign forms, you must enter the
password for each form that you sign.
Signing
You can sign forms electronically with your digital signature.
To sign a form:
1. Enter the signature cell then either press the Enter key or double-click the signature cell.
Depending on the security setting chosen when your signing certificate was created, one of the
following three things happens:
■The signature takes place without verification (low setting).
■A dialog box appears asking for permission to sign (medium setting).
Note The Entrust signing service has its own security preference settings that allow you to control
when to automatically log off the service. Please see your Entrust documentation for more
information.
4-20 Using Digital Signatures
. . . .
■A dialog box appears asking for a password followed by a dialog box asking for permission
to sign (high setting).
2. In this case, click OK to complete the signature. Once the signature has been created it’s placed
in the signature cell and looks like the one below.
Signature Verification
You can check the validity of a signature by viewing it.
To verify a signature:
1. Double-click an already signed cell. If the signature is valid, the following dialog box appears.
AUTHORIZED BY
Signing Plug-ins 4-21
. . . .
2. Click OK to dismiss the dialog box.
4-22 Using Digital Signatures
. . . .
5
Attachments
In this chapter:
■The Attachments Window 5-2
■Windows and Macintosh File Types 5-3
■Attaching Files 5-4
■Extracting Attachments 5-5
■Opening Attachments 5-6
■Deleting Attachments 5-7
■Signing Attachments 5-7
5-2 Attachments
. . . .
5
Attachments
A paper form, often has associated documents or information attached to it using a paper clip.
Informed Desktop eForms provides this same capability by allowing you to attach electronic
documents to eForms. Any file, regardless of its size or content, can be attached to a record*.
Although not visible on the form, an attached file becomes part of a record (just like the
information in each of the cells) and is stored with the record in the data document. If you mail a
record to another person, the attached files are included. The recipient can extract the files so that
they can be accessed or viewed using the appropriate application.
This chapter explains how you can attach files to records. The Attachments window is described as
well as the Attach and Extract commands.
The Attachments Window
Above the scroll bar along the right edge of the form window is a paper clip with a number below
it. The number indicates the number of files that are attached to the current record. Files that are
attached to a record are not visible on the form. Instead, attached files can be seen in the
Attachments window.
To show the Attachments window:
1. Choose Window > Show Attachments or click the paper clip icon on the form window. To close
the Attachments window, choose Window > Hide Attachments or click its close button.
The Attachments window is like any window; it can be resized and repositioned on the screen the
usual way. Each attached file, along with its size, is listed in the Attachments window.
The Attachments Window
*For definitions of italicized terms, please see the glossary at the back of this manual.
Windows and Macintosh File Types 5-3
. . . .
Windows and Macintosh File Types
Since Windows and Macintosh are two different operating systems, there are differences in the way
that files are stored within each one. Although these details are not important to the typical
computer user, it’s useful to understand certain differences as they relate to Informed Desktop
eForms’ attachments feature.
The type of a file determines the type of information that is contained in the file. On Windows, a
file’s type is specified by the three character DOS extension in the file’s name. For example a text
file has the extension “.TXT.”
On Macintosh, a file’s type is stored separately from its name and is usually reflected in the
appearance of its icon. Each file’s type is represented as a four character code that is maintained by
Macintosh. This code is usually not visible to the user. A text file on the Macintosh has a file type of
“TEXT.”
If you attach a file to a record on one platform (Windows or Macintosh), and then mail the record to
a user on the other platform (Macintosh or Windows), Informed Desktop eForms has to know
which file type to use when the file is extracted. For example, if a Windows user attaches a file with
the “.TXT” DOS extension to a record, Informed Desktop eForms uses the “TEXT” type when a
Macintosh user extracts the file.
When a file is attached or extracted on the Macintosh, Desktop eForms looks up the file’s type or
extension to find the corresponding extension or type. If a Windows file is being extracted, the file’s
DOS extension is looked up to find the corresponding Macintosh file type. If a Macintosh file is
being attached, the corresponding DOS extension is looked up and stored so that it can be used later
if a Windows user extracts the file.
A list including many of the common DOS extensions and Macintosh file types is built into
Informed Desktop eForms. In addition to this list, the Macintosh user can add others using the PC
Exchange control panel.
The information available in PC Exchange is utilized only if entries are found for the text file type
and Informed’s data document type. The table below shows the settings you should use.
For detailed information about PC Exchange, please see the documentation that came with your
Macintosh computer.
Windows and Macintosh File Types
DOS Extension Associated Application Macintosh File Type
.TXT
.IFM
SimpleText
Informed Desktop
eForms™
Text document (TEXT)
Form data document (IDoc)
5-4 Attachments
. . . .
Attaching Files
To attach files to a record, you can drag files onto the paper clip or the Attachments window or use
the Attach command.
To attach a file by dragging:
1. Click the file’s icon and hold the mouse button.
2. Drag the file onto the paper clip or the Attachments window.
3. When a highlighted frame appears, release the mouse button.
To drag and attach multiple files at once, select them all, then drag them onto the paper clip or
Attachments window.
To use the Attach command:
1. Choose File > Attach
Or
Click the paper clip icon to display the Attachments window; then click Add. The Attach dialog
box appears.
On Windows, you’ll see a dialog box similar to the following.
2. Select the file you want; then click Open. The file appears in the Attachments window.
Attaching Files
Note If you hold the Ctrl or Shift keys you can select multiple files at one time.
Extracting Attachments 5-5
. . . .
Macintosh users see a dialog box similar to the one that follows.
3. Select the file(s) you want; then click Attach. The number of attachments appears below the
paper clip icon on the form.
Extracting Attachments
When a file is attached to a record, the file’s content is stored along with the record’s data in the
data document. Before you can access an attached file, you must extract the file. Extracting a file
places a copy of the file at a location that you specify on your local drive.
To extract an attachment:
1. Select the file in the Attachments window.
2. Choose File > Extract. The standard Save dialog box for your operating system appears.
Extracting Attachments
5-6 Attachments
. . . .
3. Enter a file name and select a location to store the file; then click Save.
For Macintosh users with Macintosh OS 9.1 or later, you can drag an attached file from the
Attachments window to a place on your local drive. You can select and drag more than one item at
the same time.
Opening Attachments
You must open the Attachments window in order to view and open attachments.
To open an attachment:
1. Click the paper clip icon to display the Attachments window.
2. Double-click the file to open it. On Macintosh, you can click and drag one or more attachments
onto the desktop; then double-click each item for individual viewing.
Note You can extract multiple files at once if you first select each of them in the Attachments
window before you choose the Extract command. For each of the selected files, you’ll see the
Save dialog box allowing you to specify the name and location of each file separately.
Opening Attachments
Deleting Attachments 5-7
. . . .
Deleting Attachments
You can delete attachments from your form.
To delete an attachment:
1. Click the file in the Attachments window.
2. Choose Edit > Clear or press the Delete key.
If you’re running a Macintosh computer with Macintosh OS 9.1 or later installed, you can also
delete an attachment by selecting it in the Attachments window and dragging it to the Trash.
Signing Attachments
A signature cell can sign all cells on a form or only certain cells. Furthermore, the eForms designer
can configure a signature cell to sign attachments in addition to information in cells. A signature
that signs attachments includes the contents of any attached files with the data in cells that are
signed when you sign a record. That way the integrity of attached files can also be protected.
To see whether or not attachments are signed by a particular signature cell:
1. Select the signature cell.
2. Choose Edit > Signatures > Show Signed Cells.
If the selected signature cell is configured to sign attachments but does not contain an actual
signature, you’ll see a red frame around the Attachments window. This indicates that if you sign
the record in that signature cell, all of the currently attached files are signed as well. If the
selected signature cell does contain a signature and the cell is configured to sign attachments,
you’ll see a red frame around only the attached files that were present when the record was
originally signed.
Deleting Attachments
Signing Attachments
5-8 Attachments
. . . .
Once a record has been signed with a signature that signs attachments, you can add other
attachments without compromising the digital signature. Desktop eForms knows which
attachments a signature has signed and prevents you from deleting them.
6
Spell Checking
In this chapter:
■Setting Spelling Preferences 6-2
■Spell Checking Your Forms 6-4
■Spell Checking From the Record List 6-6
6-2 Spell Checking
. . . .
6
Spell Checking
Informed Desktop eForms comes with a built-in spell checker. You can ensure the accuracy of the
data entered in text and name cells* by checking for spelling mistakes on all pages of a form or
only on particular sections. Informed Desktop eForms’ spell checker detects misspelled words,
double words, and other questionable occurrences.
Setting Spelling Preferences
By setting Informed Desktop eForms’ spelling preferences, you can specify certain criteria used
when spell checking is performed on your form. For example, you can choose which language
dictionary to use and select various language options.
To set Informed Desktop eForms’ spelling preferences:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Spelling icon in the list. The Preferences dialog box changes to show the Spelling Preferences
panel.
2. Click the ‘Language’ drop-down list and select the dictionary you would like to use for spell
checking. Other languages appear only if you specify these dictionaries during a custom
installation.
Setting Spelling Preferences
*For definitions of italicized terms, please see the glossary at the back of this manual.
Setting Spelling Preferences 6-3
. . . .
By default, Informed Desktop eForms provides alternate spellings for questionable words when
you perform spell checking. If you don’t want to see alternate spellings, clear the ‘Always provide
alternative spellings’ checkbox.
You can set options for each of the dictionaries by clicking Language Options. The Language
Options dialog box appears. Depending on which language you’ve chosen, the dialog box displays
different options. The following dialog box shows the options available for the English dictionary.
3. Select the appropriate options or checkboxes; then click OK.
If you move your Informed folder or change the location of the Spelling folder, Informed Desktop
eForms cannot find the spelling dictionaries when you attempt to spell check a form. If this
happens, the Language Options button on the Preferences dialog box changes to Set Up Spelling.
Click this button to select the ‘Spelling’ folder in its new location.
Note The options you select on the Language Options dialog box do not take effect until you click
the OK button on the Spelling Preferences panel.
6-4 Spell Checking
. . . .
Spell Checking Your Forms
Desktop eForms allows you to check the spelling of data entered in text and name cells. When a
spell check is performed, Informed Desktop eForms checks words and names. Questionable words
on your form (that is, words that are not found in the spell checking dictionary you’ve chosen) are
flagged and displayed on the Check Spelling dialog box. The only exceptions to this are display-
only cells and cells that have been signed with a digital signature. These cells are skipped when
spell checking is performed.
To check the spelling on your form:
1. Choose Edit > Spelling > Check. There are three Check commands that you can choose:
■Check Current Record: Checks the currently active form record.
■Check Collected Records: Checks all records in the current collection.
■Check Selection: Checks the spelling in a selected cell on the form.
After you choose one of the submenu items, the Check Spelling dialog box appears.
If no questionable words are found, the fields and list in the dialog box remain blank, and only
Done is available. Click Done to return to the record.
If a questionable word is found, Informed Desktop eForms flags it and displays it in the ‘Word’
field. If the ‘Always provide alternative spellings’ preference is turned on, Informed Desktop
eForms displays a list of possible replacement words in the ‘Suggestions’ list. Below the list of
suggestions is a status line that describes the type of questionable word. The ‘Context’ field at
the bottom of the dialog box displays the questionable word in context.
Spell Checking Your Forms
Spell Checking Your Forms 6-5
. . . .
When a questionable word is found, you can replace it with a word from the ‘Suggestions’ list, you
can skip the word, you can add the word to the dictionary, or you can type a different word in the
‘Word’ field.
To replace a questionable word with one of the alternate spellings:
1. Select the alternative in the ‘Suggestions’ list; then click Replace or double-click the alternative
word in the list. Informed Desktop eForms replaces the word and continues checking the form.
You can skip a questionable word by clicking Skip. Clicking Skip passes over the word during
the current spell check. The next time you spell check the form (without changing the
questionable word), Informed Desktop eForms flags and displays the word again.
To add a word to the dictionary:
1. Click Add. This feature can be very helpful if you have an uncommon name or an unusual
spelling that you enter into a name or text cell. For example, the last name “Brachi” is not very
common and is not recognized in Informed Desktop eForms’ English dictionary. Usually, the
word “Brachi” would be questioned when you spell check the form. By adding the word to the
dictionary, Informed Desktop eForms accepts it as a valid word.
When a questionable word is found, Informed Desktop eForms provides a list of alternative
spellings in the ‘Suggestions’ list. If the word you’re looking for is not in the list, you can check the
dictionary for other alternatives. For example, if the word “surreal” was misspelled as “cureal,” the
list might show the following alternatives: cruel, cure-all, and churl. Since neither of these are the
correct word, you can try to find other alternatives by changing the spelling in the ‘Word’ field and
clicking Check. If you change the spelling to “sureal” and click Check, the ‘Suggestions’ list shows
the correct spelling of “surreal” as an alternative.
When spell checking is completed, and you’ve dealt with any questionable words, the Check
Spelling dialog box changes to show Done. Click Done to return to the form window.
6-6 Spell Checking
. . . .
It’s possible that changing the value in a cell by spell checking can cause an error based on the
cell’s check formula. If this occurs, Informed Desktop eForms stops the spell checking operation
and returns you to the form window. The cell with the invalid value is selected and an error
message might be displayed (depending on the cell’s check formula).
If the invalid value causes an error to occur in another cell on the form (such as a calculated cell),
Desktop eForms alerts you when spell checking is finished or, in the case of checking multiple
records, when moving to the next record.
Spell Checking From the Record List
As explained in Chapter 8, “Record Management,” the Record List window displays records in a
list. This makes it easy to see the information for multiple records at a glance. You can also perform
spell checking on records displayed in the Record List.
To spell check from the Record List:
1. Choose Window > Show Record List to display the Record List.
2. Select one or more records; then choose Edit > Spelling > Check.
With the exception of the Check Selection command, the spell checking commands perform the
same as when you spell check from the form window. Choose Check Current Record to check
the current record (identified by a black rectangle in the left margin of the Record List window)
and choose Check Collected Records to check all records in the collection.
When you choose the Check Selection command with the Record List displayed, you’ll spell
check a selection of records rather than a selection of text.
After you choose one of the spell checking commands, the Check Spelling dialog box appears
and Informed Desktop eForms begins checking the requested records. If Informed Desktop
eForms is checking the collected records or a selection of records, you’ll see the current record
indicator moving down the Record List as each record is checked in succession.
3. Click Done in the Check Spelling dialog box to return to the Record List window.
Spell Checking From the Record List
7
Annotation
In this chapter:
■Placing, Moving, and Removing Notes 7-3
■Typing Notes 7-4
■How Design Changes Can Affect Notes 7-5
7-2 Annotation
. . . .
7
Annotation
In addition to the information that you enter in each cell on a form, you can include annotated notes
or comments using Informed Desktop eForms’ annotation* features. An annotated note is usually a
comment of some sort that’s intended to bring something important to the reader’s attention. For
example, you might attach a note to an invoice to instruct the shipper to hold the order until the
customer’s account is paid.
Traditionally, notes have been hand written either directly on the paper form, or on small pieces of
yellow paper (sometimes called ‘yellow stickies’) and then placed on a form.
Informed Desktop eForms uses the ‘yellow sticky’ analogy to show annotated notes. You can place
and position notes on any form. A note appears on your screen much as a small piece of yellow
paper appears attached to a paper form.
*For definitions of italicized terms, please see the glossary at the back of this manual.
Part Qty Description Price Ext
Sold To Ship To
INVOICE
ABC Company
12345 - 123 Street
New York, NY
56522
Another company
8823 - 199 Street
A Big P lace, AB
39484
Another company
8823 - 199 Street
A Big Plac e, AB
39484
5-Jul-90 98273 Net 30Federal Express
1-02
2-23
Widgets
Gadgets
102.20
45.12
2
1 45.12
204.40
249.52
Note:
Placing, Moving, and Removing Notes 7-3
. . . .
The familiar appearance of a note is intended to make the distinction clear between a note and the
information on the form. An annotated note should contain auxiliary information that’s associated
with the form to which it’s attached. For example, unlike the order date on a purchase order form
(which appears on every purchase order form), a comment such as “Please get approval from Jane
before submitting this purchase order.” applies specifically to one particular form only.
The remaining sections of this chapter describe the annotation features of Informed Desktop
eForms. You’ll learn how to place and position notes. You’ll also learn how notes are affected when
the design of a form is changed by the eForms designer. For information about importing and
exporting notes, see Chapter 13, “Exchanging information.”
Placing, Moving, and Removing Notes
Desktop eForms allows you to place and position as many notes as you like.
To place a new note:
1. Find the record that you want to annotate and bring the form window to the front.
2. Choose Edit > Place Note to display a blank note that is centered in the form window.
You can move a note to any position on your form by clicking and dragging it with the mouse. You
should always position a note next to the information to which it specifically applies.
For example, if you enter a note as a reminder that a customer’s telephone number has changed,
you should position the note next to the new number. Once you’ve created a note, it automatically
appears when you see the record in the form window.
Placing, Moving, and Removing Notes
7-4 Annotation
. . . .
To remove an existing note:
1. Click the note. The note color turns blue to indicate that it’s selected.
2. Choose Edit > Clear or press the Delete (or Backspace) key.
To transfer a note to the Clipboard:
1. Select the note and choose Edit > Cut to remove the note and place it on the Clipboard.
2. After changing pages, choose Edit > Paste to transfer the note from the Clipboard back onto a
different page on the form.
Typing Notes
When you’ve placed a note on a form, you can enter the text of the note.
Informed Desktop eForms displays the first few words of a text note on the note. If the entire note
doesn’t fit in the space provided, you’ll see only the first few words followed by an ellipsis (‘...’).
To enter, view, or change the text of a note:
1. Click the note’s Text control. The Note dialog box appears.
2. Type a note in the blank window.
Typing Notes
First words of
a text note.
Text note control.
How Design Changes Can Affect Notes 7-5
. . . .
A text note can be as long as you like. If you type past the end of a line, or if you press the Enter
(Windows) or Return (Macintosh) key, Informed Desktop eForms starts a new line for you. If you
enter more lines than the field can display, you can use the scroll bar to scroll the text up or down.
3. Click OK to add the note to your form.
How Design Changes Can Affect Notes
It’s quite common for the design of a form to be revised and updated by the eForms designer.
Certain design changes can affect the data that’s already stored in a data document (deleting a cell,
for example). Other changes can affect notes that have been placed on the forms. For example, if a
note is placed next to the right edge of a form, and the eForms designer reduces the form’s width,
the note automatically slides back on the page when the form is opened with Informed Desktop
eForms.
Notes are affected when a template is changed by the following:
■Size reduction of the form.
■Page removal from the form.
If the eForms designer removes a page of a template that contains notes, the notes themselves are
moved onto the work page the next time the data document is opened with Informed Desktop
eForms. You can then move the note from the work page back to a numbered page. For information
on how to move notes between pages, see “Placing, Moving, and Removing Notes” on page 7-3.
For an explanation of the work page, see “The Work Page” on page 3-17.
How Design Changes Can Affect Notes
7-6 Annotation
. . . .
8
Record Management
In this chapter:
■Collection of Records 8-2
■The Record List 8-3
■Adding New Records 8-16
■Editing Existing Records 8-16
■Reverting Records 8-17
■Clearing Records 8-17
■Duplicating Records 8-17
■Finding Records 8-18
■Finding All Records 8-23
■Sorting Records 8-23
■Omitting Records 8-24
■Browsing Through Records 8-25
■Removing Records 8-26
■Creating Tags and Recalling Collections 8-27
■Record Information 8-29
8-2 Record Management
. . . .
8
Record Management
Informed Desktop eForms allows you to store and manipulate completed forms using its built-in
database. You can enter new forms or change existing forms. You can also find, duplicate, remove,
print, sort, and total forms.
Chapter 3 explains how to fill out a form. In this chapter you’ll learn about storing and retrieving
completed forms or records* using the commands found in the Database menu.
You’ll also learn about how the Record List, lists and manages multiple records. The List menu
contains commands that let you to set up and customize the Record List to suit your own personal
preferences. For information about printing forms, please see Chapter 9, “Printing Forms.”
Collection of Records
The information that you enter to fill out forms is stored in form data documents. Each data
document contains a database that can store the information for one or more completed forms. The
set of information (such as name, address, and phone number) that you enter to complete a single
form is called a record.
The record that you see in the form window is called the current record. This is the record that you
can edit by typing in each cell.
The current record is always a member of the current collection of records. The collection
represents a group of records that can consist of one record, all records, or a particular set of records
in your data document. By using the Find, Find All, Omit, and Omit Others commands, you can
add or remove records from the collection. Certain commands such as Print and Send allow you to
select the current record or those records in the collection. And as you’ll learn later in this chapter,
the Record List displays a list of the collected records. The figure below illustrates all records, the
collected records, and the current record.
.
Collection of Records
*For definitions of italicized terms, please see the glossary at the back of this manual.
Current record
Collection
All records
The Record List 8-3
. . . .
Positioned at the lower left corner of the document window are two information boxes. They show
you the number of records in the data document, the number of records in the collection, and which
record in the collection is the current record.
The ‘7’ in the collection information box identifies the current record. It means you’re looking at
the seventh record in the collection. The ‘14’ indicates the number of records in the collection. You
can use the Record List, or the Next, Previous, First, and Last commands to browse through the
records in the collection. For more information, see “Browsing Through Records” on page 8-25.
The Record List
When you open a data document, the form window automatically appears displaying the contents
of the form. In this window, you fill out and edit records. The form window is not always suitable
for browsing through different completed forms since you can see only one record at a time.
To work with more than one record, Desktop eForms provides the Record List window. The Record
List window displays records in a list, making it easy to see the information of multiple records at a
glance. The following figure shows a typical Record List window.
You can move the Record List to any position on your screen by clicking and dragging the
window’s title area. To view a different area of the Record List, click the scroll bar controls.
To show the Record List:
1. Choose Window > Show Record to view record list details. While the Record List window is the
front-most window, this command changes to Hide Record List.
The Record List window can be customized to suit your own personal preferences. You can choose
which columns appear on the Record List and in what order they appear. You can sort any column
or calculate a column’s total or average.
The Record List
Collection information box
Record count information box
8-4 Record Management
. . . .
You can also save different Record List formats so you can easily switch between your most
common formats. For more information about Record List Formats, see “Saving Record List
Formats” on page 8-14. You can even print the Record List to produce summary reports of your
records. For information on printing the Record List, see Chapter 9, “Printing Forms.”
The Record List
Information on the Record List is divided into rows and columns. Each row represents one record.
Each column corresponds to one cell on the form. You can choose which columns appear on the
Record List and their order and alignment.
The Record List displays only those records in the current collection. As you use commands that
affect the collected records, the contents of the Record List changes accordingly. For example,
suppose that you use the Find command to find all invoices with a total amount greater than $500.
After searching, Informed Desktop eForms replaces the contents of the collection—and therefore
the Record List as well—with those records found. The information box near the lower left corner
of the window indicates how many records are on the Record List.
Although Informed Desktop eForms allows you to show picture cells on the Record List, the
pictures themselves do not appear. Instead, if a picture exists for a particular record, an ‘X’ shows
on the corresponding row on the Record List. Therefore, at a glance you can see which records
have pictures and which do not.
You can show field cells and table cells in the Record List window. A field cell has one value,
whereas a table cell can have multiple values, one for each row in the table. To indicate that a
column represents a table cell, Informed Desktop eForms draws a small table icon next to the
column heading on the Record List.
The Record List 8-5
. . . .
Even though a table cell can have more than one value, only the value found on the first row of the
table appears on the Record List. In the previous table, each row represents one invoice. The values
in the Item Number column correspond to the values found on the first rows of the Item Number
column on the different completed invoices. To see the remaining rows of the table, view the record
in the form window.
The eForms designer can choose to index a cell so that searching with Informed Desktop eForms is
faster. See “Indexed cells” on page 8-23 for more information. For indexed cells that are displayed
on the Record List, you’ll see a small magnifying glass symbol near the right edge of the column
title.
You cannot change which cells are indexed with Informed Desktop eForms.
Adding Cells to the Record List
When you add a cell to the Record List, a column is created for the cell. The name of the cell is used
for the column heading. The values in the column correspond to the cell values on the records in the
form.
To add a cell to the Record List:
1. Click a cell.
2. Choose Cell > Add to Record List.
3. Choose Window > Show Record List to display the record list.
4. Choose Window > Hide Record List to hide the record list.
Adding and Removing Columns
Informed Desktop eForms allows you to choose which columns appear on the Record List. Initially,
the Record List contains columns for up to 10 cells on the form; indexed cells first, then the
remaining cells by tab order. You can add columns to or remove columns from the Record List.
When the Record List window is open, you can add columns from a list of cell names by:
1. Selecting List > Add Columns to display the Add Columns dialog box.
8-6 Record Management
. . . .
The list contains the names of all cells on your form.
2. To add a cell to the Record List, click the cell name. If you want to add more than one column,
select each cell while holding the Control (Windows) or Command (Macintosh) key. Pressing
the Shift key while clicking selects the range of cells starting with the first cell currently
selected and ending with the last one you click.
Specify the position of the selected cell(s) by selecting one of the ‘Position’ options.You can
position the selected cell (or cells) either at the end of the Record List after the last column, or
between two existing columns.
Like Add Columns, the Add to Record List command adds a new column to the Record List.
However, instead of choosing a cell from a list of cell names, you select a cell on the form window.
This command is more convenient if you don’t know how the cells on your form have been named.
To use the Add to Record List command:
1. From the form window, click in the cell that you want to add.
2. Choose Cell > Add to Record List. Informed Desktop eForms adds the selected cell to the end of
the Record List.
The Record List 8-7
. . . .
You can show as many columns on the Record List as you like. You can even show the same
column more than once. If the total width of all columns exceeds the width of the Record List
window, use the scroll bar along the bottom edge of the window to scroll the columns in either
direction.
To remove a column from the Record List:
1. Select the column by clicking its title area on the Record List.
2. Choose List > Remove Column. The column no longer appears on the Record List.
Note Removing a column from the Record List does not remove data from the database of records.
Click to select a cell on the form window
Then choose Add to Record List.
(in this example, the ‘Ship Via’ cell was clicked).
8-8 Record Management
. . . .
The remaining columns on the Record List automatically move to occupy the original position
of the removed column.
Changing a Column’s Position
You can change a column’s position on the Record List.
To change the position of a column on the Record List:
1. Select the column you want to remove.
2. Choose List > Remove Column.
3. To insert the column to the left of an existing column, select the existing column.
To place the column in the rightmost position, do not select a column.
4. Choose List > Add Columns. From the list, select the cell (the name of the column) that you
removed.
5. To insert the column to the left of the column you selected in step 3, select the ‘Before selected
column’ option.
To place the column in the rightmost position, select the ‘After last column’ option.
6. Click OK.
As a shortcut, you can click and drag a column’s heading to the left or right while holding the
Alt (Windows) or Option (Macintosh) key. When you release the mouse button, the column is
placed in the new position.
Select the column to remove.
.Then choose Remove Column.
The Record List 8-9
. . . .
Changing a Column’s Width
When you add a new column to the Record List, Desktop eForms automatically sets its width to
approximately one inch. You can change the width of a column by dragging the right edge of its
heading.
When you drag a column divider, only the size of the column on the left changes. The columns on
the right, if any, move with the position of the column divider. If you hold the Control (Windows)
or Command (Macintosh) key while dragging a column divider, instead of moving the columns on
the right, Desktop eForms changes the widths of both adjacent columns.
Changing a Column’s Title
You can change the title of a column on the Record List from its original cell name to a custom
name.
To change a column’s title:
1. Click the column heading on the Record List.
2. Choose List > Column Title to display the Column Title dialog box.
Click and drag while holding
the Alt/Option key. The column moves to a new position
when you release the mouse button.
Click and drag.
8-10 Record Management
. . . .
3. Type in a new name in the space provided.
4. When you have entered the name, click OK. The new name replaces the cell name on the Record
List. If you want to revert and use the cell name, select the ‘Use cell name’ option; then click
OK.
Changing a Column’s Alignment
You can change the alignment of each column on the Record List to improve the readability of the
records. For example, it’s common to align the right sides of numbers in a column so that the
decimal points line up. Or you may want to center a column of dates. Each column on the Record
List can be left, center, or right aligned.
To change a column’s alignment:
1. Select the column by clicking its heading.
2. Choose List > Alignment > (left, center, or right). To change the alignment of multiple columns,
select them all at the same time, then choose the new setting.
Selecting Records and Columns
You can select information on the Record List by clicking rows or columns. Many of the
commands described later in this chapter can apply to information that is selected on the Record
List. For example, you can remove a record by selecting it on the Record List, then choosing
Database > Remove. Or you can sort a column by selecting it and choosing Sort.
Clicking a row selects the corresponding record, whereas clicking a column’s heading selects the
entire column. You can’t select a row and a column at the same time.
The Record List 8-11
. . . .
When you click to select a row or column, Informed Desktop eForms automatically deselects all
others that are currently selected. Pressing the Ctrl (Windows) or Command (Macintosh) or Shift
keys while clicking allows you to select more than one row or column at the same time. You could,
for example, select five records and then print them using the Print command. If you hold the Ctrl/
Command key, Desktop eForms selects the corresponding row or column in addition to those
currently selected. If you press the Shift key instead, all columns or rows between the first one
currently selected and the one clicked on (inclusive) are selected.
You may also use Edit > Select All to select all records on the Record List.
As you select and deselect records on the Record List, the right information box along the bottom
edge of the window changes to display the current number of selected records.
Current Record Indicator
As defined earlier in this chapter, (see “Collection of Records” on page page 8-2), the current
record is the one that appears in the form window. When you browse through the collected records
using commands such as Next, Previous, First, and Last, the current record changes to reveal each
different record in the form window.
On the Record List window, the current record is identified by a small rectangular icon along the
window’s left edge.
Note The small rectangular region to the left of the column headings on the Record List window has
a special purpose. As a shortcut, clicking it deselects all rows and columns on the Record List.
8-12 Record Management
. . . .
With the Record List window active, you can change the current record by clicking in the current
record indicator area next to the desired record. You can also change the current record by double-
clicking a different row on the Record List. However, in addition to changing the current record,
double-clicking brings the form window to the front.
While you edit the current record on the form window, if that record is visible on the Record List,
Desktop eForms shows a pencil icon in place of the current record indicator.
As you change the record by typing in each cell, the corresponding columns on the Record List are
not updated. Informed Desktop eForms updates the contents of the Record List only when you
accept the record by pressing Enter.
Totaling or Averaging a Column
Informed Desktop eForms can calculate the total or average of a column on the Record List. This
feature is useful for summarizing the information in a collected set of records. For example, after
finding all overdue invoices, you could total the amount due column to obtain the total amount
overdue.
To calculate totals or averages for each of the selected columns on the Record List:
1. Select the desired column or columns.
2. Choose List > Totals. The Totals dialog box appears.
Current record indicator.
Pencil indicates that the current record is being edited.
The Record List 8-13
. . . .
The Totals dialog box shows the current setting of the selected columns (totaled, averaged, or
no totals). If you’ve selected two or more columns that are configured differently, the Totals
dialog box shows no setting.
3. Choose a setting; then click OK. Informed Desktop eForms calculates the results and displays
them below the last record on the Record List. Each value appears bold and aligned according
to the column’s alignment.
To indicate that a column is totaled or averaged, Desktop eForms draws a small symbol to the right
of the column’s heading. Totaled columns have a plus sign, whereas averaged columns have an ‘X’
with a bar over it (the statistical symbol for average).
While totals are calculated, progress information is displayed on the totals line. The amount of time
required to calculate the results depends on the number of records on the Record List. Note though,
that Desktop eForms lets you do other work at the same time. For example, you can edit a record
while a column is totaled.
Although you can total or average any column on the Record List, the resulting value is informative
only if the column contains numeric, boolean, or checkbox values. If a column represents a non-
number cell, Desktop eForms attempts to convert each cell value to a numeric equivalent as the
total or average is calculated. The result is the sum of those values that look like numbers.
For boolean values and checkboxes, the values Yes, True, On, and a checked checkbox become 1,
whereas the values No, False, Off, and an unchecked checkbox become 0. Therefore, you can count
the number of Yes, On, True, or selected checkbox values in a column by totaling the column.
8-14 Record Management
. . . .
Showing and Hiding the Totals Line
When you total or average a column, Desktop eForms automatically shows the totals line on the
Record List. You can manually show and hide the totals line using the Show or Hide Totals
command under the List menu. For example, you may want to temporarily hide the totals when
printing the Record List.
Saving Record List Formats
As described earlier, you can customize the Record List by choosing which columns appear in it
and what position they occupy. You can also change the names and widths of columns, and
calculate totals or averages for any column. The configuration of columns that you specify is called
a Record List format. These formats are useful if you need to print different summary reports from
the Record List. Rather than configuring a special format each time you want to display the Record
List in a particular way, Desktop eForms allows you to save your custom formats so that you can
instantly switch the Record List to the format you want.
To save the new format after configuring the Record List:
1. Choose List > Formats > Save Format to display the Save Current Format dialog box.
2. Enter the name of your Record List format in the field and click OK. Informed Desktop eForms
saves the current Record List format and displays the format name in the Formats submenu.
Note When you total or average a column that represents a table cell (for example, the quantity sold
cell on tabular invoice), the resulting total or average is calculated based on all values on all
rows of the records on the Record List. It’s therefore possible, and often likely, that a total or
average won’t match the values above it on the Record List. This is because the Record List
shows only those values found on the first row of each record on the Record List. See “The
Record List” on page 8-3 for more information.
The Record List 8-15
. . . .
To switch from one format to another, choose the format name from the Formats submenu and
Informed Desktop eForms displays the Record List in the appropriate format.
Removing a Record List Format
You can remove one or more Record List formats at a time.
To remove Record List formats:
1. Choose List > Formats > Remove Format to display the Remove Saved Format dialog box.
2. Select the formats that you want to remove and click OK. Informed Desktop eForms removes
the selected formats from the Formats submenu.
Names of Record List formats.
8-16 Record Management
. . . .
Adding New Records
When you create a new, untitled data document using File > New Document, Informed Desktop
eForms automatically adds a new blank record, ready to be filled out. However, you may need to
add a record to an existing data document. The new record is added after the last record in the data
document.
To add a new record to an existing data document:
1. Choose Database > Add Record. Informed Desktop eForms creates a new blank record, fills in
default values and auto-incrementing cells, and then selects the first cell on the form.
2. While the new record is active you can enter information to complete the form. A small pencil
in the collection information box indicates that the record is active. For complete instructions
on how to fill out a form, please see Chapter 3, “Filling Out Forms.”
3. When you finish filling out the new form, press the Enter key on the numeric keypad. Pressing
Enter indicates to Informed Desktop eForms that you’ve finished entering information and that
the record should be accepted.
Editing Existing Records
You can edit records after they’ve been created.
To edit an existing record:
1. Find the record using either the Find command or the browse commands. See “Finding
Records” on page 8-18 and “Browsing Through Records” on page 8-25 for more information.
2. With the form window in front, activate the record by pressing Tab or clicking to select a cell.
While the record is active, you can move from cell to cell and enter or change information. A
small pencil in the collection information box indicates that the record is active.
3. When you’re finished editing the record, press the Enter key on the numeric keypad, or Ctrl +
Enter (Windows), or Command + Return (Macintosh) to accept the record. For complete
instructions on how to fill out or edit a record, please see Chapter 3, “Filling Out Forms.”
Adding New Records
Editing Existing Records
Reverting Records 8-17
. . . .
Reverting Records
If you make unintentional changes to a record’s information you can use the Revert command. The
Revert command reverts the current record to its most recent version prior to last activating the
record. If you revert a newly created record, Informed Desktop eForms clears the record to its blank
state and fills in any default values.
To revert the current record:
1. Choose Database > Revert.
2. Click OK for confirmation before completing the operation.
Clearing Records
You don’t have to remove a record to erase information. Instead, you can clear information from a
record.
To erase the information from a record:
1. Choose Database > Clear Record. If the form window is in front, Clear Record clears the current
record. If the Record List window is in front, the single selected record is cleared instead. If two
or more records are selected at the same time, the Clear Record command is unavailable.
2. Click OK for confirmation before completing the operation.
Like the Add Record command, Clear Record automatically fills in the default cell values after
clearing the record. The form window is then activated for editing.
Duplicating Records
Duplicating an existing record lets you avoid re-entering the same information.
To duplicate a record:
1. Choose Database > Duplicate. If the form window is in front, Informed Desktop eForms
duplicates the current record. If the Record List window is in front, the single selected record is
duplicated instead. Informed Desktop eForms does not allow you to select and duplicate
multiple records on the Record List simultaneously.
Reverting Records
Clearing Records
Note The Clear Record command does not clear attachments or the values of auto-incrementing cells.
Duplicating Records
8-18 Record Management
. . . .
Finding Records
Informed Desktop eForms lets you perform a search on any cell with the exception of pictures and
signatures.
To find records:
1. Choose Database > Find to display the Find dialog box.
The Find dialog box contains a field where you type the value or text you’re looking for. This
value is called the search value. The list contains the names of all cells on the form.
2. From the list, select the cell in which you want Informed Desktop eForms to search.
Finding Records
Note If you select a cell on the form or a column on the Record List before choosing the Find
command, Informed Desktop eForms automatically selects the corresponding cell on the Find
dialog box.
Click to select a cell or a column.
Then choose the Find command.
Finding Records 8-19
. . . .
3. After you enter the search value and choose the match and find options, click Find to begin
searching. As Informed Desktop eForms searches, the information box on the window in front
displays progress information. If no records match, you’ll see a message indicating that no
records were found. If at least one match is found, Informed Desktop eForms acts according to
your choice of find option. See “Find Options” on page 8-21 for more information.
Match Options
Match options allow you to find exact matches, partial matches, or ranges of values. For example,
instead of searching for an exact telephone number, you might want to find all numbers that contain
the area code ‘408.’ Or maybe you want to find all invoices with a total amount greater than or
equal to $500.
The ‘Match option:’ drop-down list offers ten different matching options. The following table lists
each option with a brief description.
All match options with the exception of “range” accept a single search value. When you select
“range,” the Find dialog box changes to allow for two search values.
Option Description
Starts with
Ends with
Contains
Is equal to
Is not equal to
Is greater than
Is greater than or equal to
Is less than
Is less than or equal to
Range
Finds values that start with the text search value.
Finds values that end with the text search value.
Finds values that contain the text search value.
Finds values that match the search value exactly.
Finds values that do not match the search value exactly.
Finds values that are greater than the search value.
Finds values that are greater than or equal to the search value.
Finds values that are less than the search value.
Finds values that are less than or equal to the search value.
Finds values that are within a range of values.
8-20 Record Management
. . . .
With “range” selected, Informed Desktop eForms finds all values that lie between and including the
two search values. The second search value must be greater than the first. With the settings in the
previous dialog box figure, Informed Desktop eForms finds all dates greater than or equal to Sept.
7, 1996, and less than or equal to Oct 8, 1996.
Finding Words
When you find records by searching in a text cell, Desktop eForms tries to match the search value
with each individual word in the cells that are examined. For example, if you search for the value
“Christmas bonus” in the comment cell on your forms, Informed Desktop eForms finds all records
with comments that contain both words (regardless of position and order).
If you use match options such as “starts with” or “ends with,” the option is applied as each word of
a cell is examined.
Finding Dates and Times
When you enter a date or time search value, you can type the value in any format you like. You can
type a complete value or only certain parts of a value. If you enter a partial value, Desktop eForms
ignores the parts that are missing. For example, suppose that you want to find all sales slips that
were entered in May of 2002. You could either use the “range match option and enter “May 1,
2002” as the first search value and “May 31, 2002” as the second, or you could use the “equals”
match option and enter “May 2002” as the single search value.
Finding Names
A name value consists of up to five different parts: the prefix, first name, middle name, last name,
and suffix. Multiple prefixes, middle names, and suffixes are allowed. A name value displays on
your form according to the format of the cell in which it’s stored.
When you type a name search value, you can enter all parts or only certain parts of the name. Like
dates and times, if you leave out a name part, Informed Desktop eForms ignores that part when it
compares name values. For example, you could enter the search value ‘Smith’ to find all names
with a last name ‘Smith,’ whereas the search value ‘John Smith’ would find all names with a first
name ‘John,’ and a last name ‘Smith.’
Finding Records 8-21
. . . .
If you type a name that consists of only one part, Desktop eForms interprets that part as the last
name. If you type more than one part, the order of each part is used to interpret the name. If a
comma appears next to the first part, that part is assumed to be the last name. A list of known
prefixes and suffixes is used to help properly identify each name part. This list can be found in
Appendix A.
If you want to find all names that have a particular first name, you must enter the wild card symbol
(*) as the last name when you type the search value. This is because, as explained above, if you type
the first name alone, Desktop eForms assumes that it’s the last name. By typing the first name
followed by the wild card symbol, the name parts are interpreted properly. For example, to find all
names where the first name is ‘John,’ enter the search value ‘John *’ (note that there’s a space
between ‘John’ and ‘*’). The wild card symbol tells Desktop eForms to ignore the last name when
comparing name values. To enter the wild card symbol, type the asterisk key.
If you use an inequality match option (‘is less than,’ ‘is less than or equal to,’ ‘is greater than or
equal to,’ or ‘is greater than’), Informed Desktop eForms compares the parts of two names in the
following order: last name, first name, middle name, prefix, then suffix. When a name part in the
search value is found that doesn’t equal the corresponding part in the comparison value, the match
option determines whether or not the name matches the search value.
Finding Boolean and Checkbox Values
Boolean and checkbox cells can take on one of two different values. When you find records using a
boolean or checkbox cell, Informed Desktop eForms displays the two possible values on the Find
dialog box. For example, if a boolean cell has the Yes/No format style, the Find dialog box looks
like the one below.
Rather than typing a search value, select the value by selecting either of the two choices. The only
match option available is “equals.”
Find Options
The ‘Find options’ drop-down list contains six different find options. These options let you choose
what happens when Informed Desktop eForms finds the records you’re searching for.
8-22 Record Management
. . . .
Often you’ll want to collect records that match different search criteria. For example, you might
want to find and print all invoices that you entered today along with those that are overdue. By
using different find options and commands such as Omit and Omit Others, you can easily collect
the specific records that you’re interested in.
■Look through all records. Desktop eForms searches through all records that match a particular
search value and replaces the current collection with those found.
■Look through collected records. The ‘look through collected records,’ option is useful for
finding records that match more than one criterion. For example, suppose that you want to find
all invoices for customers in New York for which the total charge is greater than $500. First,
look through all records to find the invoices for customers in New York. Then search through
the collected records to find only those with a total charge greater than $500.
■Add to collection. Use the ‘Add to collection,’ option to combine other records with those
currently in the collection. For example, you may want to find and print all invoices for
customers in New York and Boston. First use the ‘look through all records’ option to find the
invoices for customers in New York. Then find the invoices for customers in Boston using the
‘Add to collection’ option. Desktop eForms adds the records found to the collection.
■Omit from collection. After it removes records from the collection, Desktop eForms displays
the number of records that were found and omitted.
■Go to first match in collection. This option does not change the contents of the collection.
Instead, it searches for and reveals the first record in the collection that matches the search
value. This option is useful if you want to browse through a set of collected records. Rather
than using commands such as Next, Previous, First, and Last to view each record individually,
you could use the Find command and the ‘go to first match in collection’ find option. Informed
Desktop eForms finds the first record that matches and makes it the current record. If the
Record List window is frontmost, you’ll see the record selected.
■Select matches in Record List. This option is available if a Record List has been created for a
form. Informed Desktop eForms selects the records on the Record List that match the search
value.
After using the Find command with the ‘go to first match in collection’ find option, you can reveal
the next record that matches by choosing Database > Find Again. This command repeats the find
starting with the record immediately following the current record.
Note Because the collection must always contain at least one record, Desktop eForms automatically
performs the Find All command if you attempt to omit all records. The Find All command
places all records in the collection. Informed Desktop eForms warns you before performing the
command. See “Finding All Records” on page 8-23 for more information.
Finding All Records 8-23
. . . .
Indexed cells
When a form is created with Informed Designer, the designer can choose which cells have indexes.
An index is a pre-sorted list of cell values that Informed Desktop eForms maintains automatically
as you add, remove, and change records. Although you never see an index, you can certainly notice
its effect when you use the Find command to find records.
If a cell is indexed, Desktop eForms can quickly search through thousands of records to find a
matching value. Depending on the speed of your computer and the number of records in your data
document, searching can be as fast as one or two seconds. If a cell is not indexed, each record must
be examined individually to find those that match the search value. Searching can take considerably
longer if a cell is not indexed.
Finding All Records
Various commands allow you to browse through the records in your data document. You can use
commands such as Next, Previous, First, and Last to view and edit each individual record in the
collection. The records in the collection also appear listed on the Record List.
To find all records in the collection:
1. Choose Database > Find All.
The Find All command places all records in the collection, allowing you to list or browse through
all records in your data document.
Sorting Records
With the exception of picture and signature cells, Informed Desktop eForms lets you sort any cell
on your form.
To sort the records in the collection:
1. Select the cell that you want to sort by either clicking it on the form window or selecting its
column on the Record List.
2. Choose Database > Sort to display the Sort dialog box.
Finding All Records
Sorting Records
8-24 Record Management
. . . .
3. Choose the Ascending or Descending sort order; then click Sort. Desktop eForms displays
progress information as sorting occurs.
Once the sorting process has started, you can cancel the Sort command by clicking Cancel on
the progress dialog box. If you cancel sorting, the order of the records in the collection remain
unchanged.
To sort records by two or more cells, sort each cell individually, starting with the least
significant cell and ending with the most significant cell.
A certain amount of memory is required to perform a sort. If Informed Desktop eForms can’t obtain
the required memory, you’ll see a message indicating this.
Omitting Records
In addition to the ‘Omit from collection’ option of the Find command, Desktop eForms provides
two commands for omitting records from the collection.
With the form window in front, the Omit command omits the current record that is visible in the
window. The next record in the collection becomes the current record. If there’s no next record, the
previous record is made current instead.
To omit more than one record:
1. Select each record on the Record List.
2. Choose Database > Omit. The following figure shows the Record List window before and after
omitting the selected records.
Note The sorted order of records in the collection is not preserved as you add and change records, or
when you close the data document.
Omitting Records
Browsing Through Records 8-25
. . . .
Since the collection must always contain at least one record, Informed Desktop eForms won’t let
you omit the last record. If there’s only one record in the collection, or if you’ve selected all records
on the Record List, the Omit command is unavailable.
The Omit Others command also omits records from the collection. If the form window is in front,
all records except the current record are omitted. If the Record List window is in front, Omit Others
omits all records that are not selected. If the collection contains one record, or if either all records or
no records are selected on the Record List, the Omit Others command is unavailable.
Browsing Through Records
The Database > Go To submenu contains five commands for browsing through the collection of
records: Record, Next, Previous, First, and Last.
The Record command allows you to move to a specific record in the collection. When you choose
Database > Go To > Record, the Change Record dialog box appears.
Type the number of the record that you want to go to; then click OK. The number that you type must
be within “1” and the number of records in the collection. The record that you specified becomes
the current record and is displayed in the form window. As a shortcut to choosing the Record
command, you can double-click the record information box to display the Change Record dialog
box.
The Next and Previous commands move you one record forward or backward, respectively. The
First and Last commands move you to the first or last records in the collection.You can also browse
through collected records by clicking either arrow in the collection information box.
Browsing Through Records
8-26 Record Management
. . . .
Clicking the right or left arrow performs the Next or Previous command, respectively. If the current
record is the first one in the collection, the left arrow disappears. The right arrow disappears if the
current record is the last one in the collection.
Removing Records
The Remove command permanently removes records from your data document. You can remove
current records, selected records on the Record List, or records from a collection.
To remove the current record:
1. With the form window active, choose Database > Remove. A confirmation message is displayed
(or hold the Alt key while choosing Remove to remove the record without confirmation).
After removing the current record, the next record in the collection becomes the current record.
If there’s no next record, the previous record is made current instead.
2. To continue, click OK.
To remove more than one record:
1. With the Record List window active, select the records you want to remove.
2. Choose Database > Remove. A confirmation message is displayed (or hold the Alt key while
choosing Remove to remove the record without confirmation).
3. To continue, click OK.
Removing Records
Selects previous record.
Selects next record.
Creating Tags and Recalling Collections 8-27
. . . .
Removing Records from a Collection
You can remove records from a collection using the procedures described for removing current
records and for removing more than one record.
If you remove the last remaining record in a collection, Desktop eForms automatically performs the
Find All command and displays the following message:
4. Click OK to continue. All remaining records in the data document are placed in the collection.
See “Finding All Records” on page 8-23 for more information about the Find All command.
Creating Tags and Recalling Collections
Informed Desktop eForms’ Tag feature provides an easy way for you to identify unique collections
of records so that they can be quickly recalled and viewed. For example, if you were processing a
batch of expense forms and found that some of the expenses needed clarification before they could
be paid, you could mark those records with a tag such as “Clarify before processing.” You could
then process all the other expense forms first, and easily recall the collection of tagged records later
by choosing the tag name from a list.
To create a tag for a collection of records:
1. Find the records, then choose Database > Tag Records to display the Tag Collected Records
dialog box.
2. Type the name of the tag in the field and click OK. Your entire current collection is tagged, and
the name of the tag is displayed in the Tags submenu.
Creating Tags and Recalling Collections
8-28 Record Management
. . . .
In certain cases, Desktop eForms automatically tags a collection of records for you. For example, if
you submit a batch of records to your company database and an error occurs that prevents some of
the records from being accepted, Desktop eForms marks those records with a tag such as “Records
not submitted” and inserts the tag name in the Tags submenu.
To recall a tagged collection of records:
1. Choose Database > Tags > [the tag name]. Desktop eForms returns the records associated with
that tag as the current collection.
Adding Records to a Tagged Collection
Often, you might want to include additional records in a tagged collection. Suppose that you’ve
processed all the expense forms for the month and tagged the collected records as “Expenses 09/
96.” At the last minute, the VP of Sales and Marketing submits one that had been forgotten. After
processing the extra form, you’ll want to include that record in your “Expenses 09/96” collection.
To add records to an existing tagged collection:
1. Perform a search to return the tagged records as well as the records that you want to add.
2. Choose Database > Tags > Tag Records.
3. Enter the original tag name in the field and click OK. You’ll see a message asking you to
confirm if you want to replace the original tag with the new one (the original collection plus the
new records).
4. Click OK to close the message box.
Note Recalling a tagged collection is not the same as performing a find. For example, if you found 25
invoices over $100 and then tagged that collection as “Invoices over $100,” the tag applies only
to those records. If you add another 20 invoices over $100 to your data document and then
choose the “Invoices over $100” tag, Informed Desktop eForms reveals only the original 25. To
reveal all 45 invoices, create a new tag for them.
Record Information 8-29
. . . .
Removing a Tag
If you no longer require a tag you can remove it.
To remove a tag:
1. Choose Database > Tags > Remove Tag. The Remove Tag dialog box appears.
2. Select the name of the tag that you want to remove and click OK.
Record Information
Each record in a data document has specific information stored with it. This information includes
the creation date of the record, the last time it was modified and when it was last mailed, printed or
submitted.
To view the record information for the current record:
1. Choose View > Record Information. The Record Information dialog box appears showing the
details of the record.
Note When you remove a tag, you’re only removing a reference to that collection of records, not the
records themselves.
Record Information
8-30 Record Management
. . . .
2. Click OK to dismiss the dialog box.
9
Printing Forms
In this chapter:
■Print Setup (Page Setup) 9-2
■Setting Print Preferences 9-3
■Printing Forms 9-4
9-2 Printing Forms
. . . .
9
Printing Forms
This chapter describes printing forms with Informed Desktop eForms. You can print forms on
printers that are compatible with the Windows and Macintosh OS operating systems. For
instructions on installing printer software and choosing your printer, please see your printer’s
documentation.
Page Setup
You can specify your printer, paper, and orientation setup in the Print Setup dialog box.
To specify your page setup:
1. Choose File > Print Setup (Windows) or File > Page Setup (Macintosh). The Print Setup dialog
box appears.
If you’re printing from Windows, you’ll see a dialog box similar to the one that follows.
2. Select your options; then click OK.
Print Setup (Page Setup)
Note If the form you’re designing will be used on Windows and Macintosh computers, you must
select your print or page setup settings on both platforms.
Setting Print Preferences 9-3
. . . .
Setting Print Preferences
When printing forms, Informed Desktop eForms allows you to choose whether you want to print
the data and the template* (the graphical image shown in the form window) or the data only.
By default, the template and the data for a form are printed. This is useful for forms that are printed
on blank paper. When the form is to be printed on pre-printed paper forms, you can set the
preference so that only the form data is printed.
To set your print preferences:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box.
2. Click the Printing icon in the list to display the Printing Preferences panel.
3. Select the ‘Print data only’ checkbox to print the form data without the template.
The Printing Preferences panel contains two fields in which you can specify an offset adjustment
for printing. This feature allows you to adjust the position of the form on the printed page.
For printing data on pre-printed forms, the offset adjustment feature can be used to accurately align
the data with the blanks on the pre-printed form. The entire form is shifted by the distance specified
in the ‘Offset Adjustment’ fields. Positive values shift the form down and to the right. Negative
values shift the form up and to the right.
Setting Print Preferences
*For definitions of italicized terms, please see the glossary at the back of this manual.
9-4 Printing Forms
. . . .
Printing Forms
You can print more than one form at a time.
To print one or more forms:
1. Choose File > Print. The Print dialog box appears.
If you’re printing from Windows, you’ll see a dialog box similar to the one that follows.
On Macintosh, you can display printing options specific to Informed Desktop eForms.
When the size of a form is larger than the selected paper size, Desktop eForms tiles the form on
multiple sheets of paper. For example, suppose that you’re printing a tabloid size form (11" by
17") on standard US letter sheets (8.5" by 11"). Desktop eForms produces four sheets of paper
for each copy of the form that you print.
If you choose a different paper size (see “Print Setup (Page Setup)” on page 9-2), Informed
Desktop eForms automatically readjusts the tiling to print properly on the new paper size.
2. After selecting your print options, click OK to begin printing.
You can cancel printing at any time by clicking Cancel.
Printing Forms
Printing Forms 9-5
. . . .
Print Options
Informed Desktop eForms’ print options allow you to do the following:
■Print the current or collected records.
■Print a blank form.
■Print the form’s work page (available only if the work page is displayed in the form window).
■Collate the printed forms.
To specify your print options:
1. Choose File > Print to display the Print dialog box.
2. Click the ‘Print’ drop-down list in the ‘Print Options’ section and make a selection from the
available options.
Collating Forms
There are two page ordering options for printing multiple page forms. When you print two or more
records, the ‘Collate’ option determines the page ordering. If you leave this option unchecked,
Desktop eForms prints the records one page at a time—that is, all page ones, then all page twos, and
so on.
If you check the ‘Collate’ option, Desktop eForms prints each complete record individually—that
is, all pages of the first record, then all pages of the second record, and so on. With this option, you
can avoid manually collating the printed pages.
Print Option Action
Current
Record
Prints only the current record displayed in the form window.
Collected
Records
Prints all records in the current collection.
Blank Form Prints the template without any data; use this option to print a blank copy of your
form.
Work Page Prints the work page instead of the numbered pages of the current record. This
option is available only if the form designer has configured the template to allow
you to view the work page. If the form designer has assigned a name to the work
page, you’ll see this name in the ‘Print’ drop-down list instead of “Work Page.”
9-6 Printing Forms
. . . .
Printing Repeating Forms
The eForms designer can repeat a form’s drawing area across and down the printed page. This
feature is useful, for example, if you want to print mailing labels on sheets like the one shown in the
following figure.
When you print more than one label, Informed Desktop eForms automatically fills the sheet
starting at the top left of the page and working across and down. Therefore, printing five labels
would produce a sheet like the one that follows.
Desktop eForms allows you to specify the area to begin printing. This means that instead of always
starting with the drawing area that’s positioned at the top left corner of the page, you can choose
any area as a starting point. For example, suppose that after printing five labels on a new sheet (as
illustrated in the previous figure), you now want to print three more using the same sheet. You want
the first address to print on the sixth label on the sheet.
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxx xxxxxxxxxxx xxxxxxxx xxxx
x
xxxxxx xxxxxxxxxxx xxxxxxxx xxxx
x
xxxxxx xxxxxxxxxxx xxxxxxxx xxxx
x
xxxxxx xxxxxxxxxxx xxxxxxxx xxxx
x
xxxxxx xxxxxxxxxxx xxxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
xxxxxxxx xxxxxxxxxxx xxxxxxxx xxx
Printing Forms 9-7
. . . .
If the drawing area of your form is repeated, you can enter a value in the ‘Begin printing at label
position’ field on the Print dialog box.
The ‘Begin printing at label position’ value determines the drawing area where the printing begins.
Printing From the Record List
If the Record List window is in active, you can print the current record, all records in the collection,
or only the records that are selected on the Record List. You can also print a list of the records or the
individual forms.
To print records from the Record List:
1. Choose Window > Show Record List to bring the Record List to the front.
2. Choose File > Print to display the following dialog box.
3. Click List to print a list of the records. The printed list looks the same as the list that you see in
the Record List window. For more information, see “Printing Records in a List” on the next
page.
Or
Click Forms to print the records as individual forms. Click Cancel to cancel the Print command.
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxxx xxxxxxxxxxxx xxxxxxx xxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
xxxxx xxxxxxxxxxx xxxxxxxx xxxxx
x
9-8 Printing Forms
. . . .
4. Click OK. The Print dialog box appears.
With at least one record selected on the Record List, the ‘Print’ drop-down list contains the
“Current record,” “Entire Record List,” and “Selected records” choices. If no records are
selected on the Record List, the “Selected records” choice is unavailable.
5. Click Print.
If you’re printing the records on the Record List as forms, the ‘Collate’ and ‘Begin printing at
label position’ controls function the same as when you print from the form window. If you’re
printing the records in a list, these controls are unavailable. See “Print Options” on page 9-5 for
more information.
Printing Records in a List
By printing the Record List in a list rather than as individual forms, you can produce summary
reports similar to the one shown in the figure below.
Each printed sheet contains a header that shows the current date, the name of the document, and the
page number. If the total width of the Record List exceeds the printable width of a page, Informed
Desktop eForms automatically tiles the Record List. For information about formatting the Record
List to show the information that you want, see “The Record List” on page 8-3.
1
0
Mailing Forms
In this chapter:
■Setting Mail Preferences 10-2
■Mailing Forms 10-3
■Suggested Routes 10-6
■Mail Cells 10-9
■Form Tracking 10-10
■Mail Plug-ins 10-10
10-2 Mailing Forms
. . . .
10
Mailing Forms
Many types of forms must be sent from person to person for approval and processing purposes. For
example, it’s common for a purchase requisition form to be filled out by the requestor, sent to a
supervisor for approval, and then forwarded to the purchasing department. In large organizations, a
single form might go through several levels of approval before the process is complete.
Through the use of Informed mail plug-ins*, Informed Desktop eForms connects directly to various
email systems. This makes it easy for you to send completed eforms from within the Informed
Desktop eForms environment. For more information on email systems supported by Desktop
eForms, see “Mail Plug-ins” on page 10-10.
Setting Mail Preferences
Informed Desktop eForms can send forms using a variety of email systems. You can use Desktop
eForms’ Preferences command to specify your preferred mail system so that each time you send a
form you’re not asked to select one.
To specify your preferred mail system:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Mail icon. The dialog box changes to show the Mail Preferences panel.
Setting Mail Preferences
*For definitions of italicized terms, please see the glossary at the back of this manual.
Mailing Forms 10-3
. . . .
2. Click the ‘Mail service’ drop-down list and make a selection from the available choices. The
choices in the ‘Mail Service’ drop-down list correspond to the Informed mail plug-ins that are
installed in your Plug-ins folder. If you select “User’s choice,” you’ll be asked to select a mail
system each time you send a form.
With the Suggested Routes command you can define your own suggested routes for your
completed forms. See “Suggested Routes” on page 10-6 for more information.
Mailing Forms
When you send a form using Informed Desktop eForms’ Send command, Desktop eForms
automatically creates a file containing the record, or records, you want to send, then attaches the
file to an email message and sends it to the recipient.
To mail one or more records:
1. Choose File > Send. If you have not previously specified your preferred mail system, you’ll be
asked to select a mail system to use.
2. Select a mail system from the ‘Send using’ drop-down list and click OK. The Send dialog box
that appears and the method of selecting recipients varies depending on which mail system you
use. The following example shows the Send dialog box for SMTP-compliant mail systems.
Mailing Forms
10-4 Mailing Forms
. . . .
3. Select which records you want to send by choosing an option from the ‘Send’ drop-down list. If
the form window is active when you choose the Send command, the choices include “Current
Record” and “Collected Records.”
When the Record List is active, you can select from the “Current Record,” “Entire Record
List,” or “Selected Records.”
4. Specify one or more recipients using the method that corresponds to the mail system you’re
using. In the Send dialog box shown above, you would click To and select the appropriate
recipients from the Address Book.
5. Click OK when you’ve finished adding the recipients.
6. In the Send dialog box, you can also enter a subject and choose the format in which to send the
record or records. The following table lists the data formats available in the ‘Send As’ drop-
down list and gives a brief description of when you would use each one.
7. Once you’ve selected one or more recipients and specified the subject, the send format, and
which records to send, click Send or OK to initiate the send process.
Data Format Description
Informed data
Informed package
Informed
Interchange
Tab delimited and
comma-delimited
text
Informed data is Informed’s proprietary format for storing form data. Each
data document is a database that contains all the data for one or more
records. Use this format when mailing forms to another user who already
has the template needed to view the data. This is the most common data
format to use when sending forms.
Informed package documents contain the data and template for a form.
Use this format if the person you’re mailing the form to doesn’t have the
template needed to view the data.
Informed Interchange files contain the data for one or more records and
are used primarily for transferring information between different
applications and between different versions of Informed Desktop eForms.
The delimited text file format is a standard format that’s used primarily for
transferring information between Informed Desktop eForms and other
applications. Use the comma-delimited or tab-delimited text formats when
mailing forms to someone who needs to import the data into another
application such as a spreadsheet, word processor, or another database.
Note The eForms designer can lock the data format to prevent you from accidentally choosing an
incorrect setting. If the data format has been locked, you cannot select a different format from
the ‘Send as’ drop-down list.
Mailing Forms 10-5
. . . .
Resolving Recipients
If you have entries in your address book with the same last name or first name, the Resolve
Recipients dialog box appears.
To resolve recipients in your address book:
1. Choose File > Send.
2. To display the Select Recipients dialog box, click To.
3. Select a recipient from the Names list.
Or
Enter the name of the recipient in the ‘To’ field. If the name you select appears more than once
in your address book and you try to send the mail, the Resolve Recipients dialog box appears.
4. Select the appropriate name from the list.
■Click More Names to view your address book.
■Click New Entry to add a new recipient.
■Click Details to see the recipient’s email address.
5. Click OK.
Note When Informed Desktop eForms creates the file that is attached to the email message, it names
the file according to the filename.ext format of DOS filenames. That way if the recipient of the
form, or forms, uses a Windows compatible computer, the file attachment has the correct file
extension for use with Informed Desktop eForms.
10-6 Mailing Forms
. . . .
Suggested Routes
The eForms designer can pre-configure a list of suggested routes for a template. Suggested routes
are intended to provide guidance regarding the person or department that you might send a form to.
You can send a form to a suggested route, or you can manually address a form to any person or
place you like.
A suggested route is a named step in the processing of a form. The route name is intended to
identify the step and instruct the user as to where the form should be sent. For example, a time card
form might be filled out by an employee, sent to a manager for approval, and then forwarded to the
payroll department. To make it easy for each person in the process to know where to send the form
next, suggested routes named “Send To Approving Manager” and “Send to Payroll” could be added
to the template. Also included with each suggested route are send parameters such as the names of
recipients and a subject for the mail message.
You specify which records to send by selecting an item from the ‘Send’ drop-down list.
To send a suggested route:
1. Select the route; then click Send. If the suggested route is fully specified (that is, it includes one
or more recipients), Desktop eForms automatically sends the record or records.
If no recipients have been specified for the suggested route, Desktop eForms displays the Send
dialog box for the mail system used by the route. After you select one or more recipients, click
Send. When the send process completes, Desktop eForms displays a dialog box asking if you’d
like to save the recipient(s) you specified with the suggested route. If you click Yes, you do not
have to specify the address(es) for that particular suggested route again.
Suggested Routes
Suggested Routes 10-7
. . . .
Overriding Suggested Routes
Even if the template has one or more suggested routes, there might be instances where you want to
send the form to someone else or some place else. For example, if the supervisor you usually send
forms to is away on vacation, you might want to re-route your form to his or her manager instead.
To override a list of suggested routes:
1. Click Re-Route in the Send dialog box to specify a different address.
2. Click OK to close the Send Options dialog box. Your email program opens. Follow your usual
procedures to send an email message.
You may prefer to use the Preferences dialog box to create, modify, or remove suggested routes.
See the instructions below for more information.
Adding, Changing, and Removing Suggested Routes
With the Preferences command, you can add, change, and remove suggested routes for sending
forms.
To display the Suggested Routes dialog box:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Mail icon in the list. The dialog box changes to show the Mail Preferences panel.
Note The Send Options dialog box is displayed only if you are using Microsoft Outlook MAPI as
your mail service. If you are not using Microsoft Outlook, the Send dialog box appears.
10-8 Mailing Forms
. . . .
2. Click Suggested Routes. The Suggested Routes dialog box appears.
The Suggested Routes dialog box contains controls for editing suggested routes, and a list
showing any suggested routes that are already configured.
To add a suggested route:
1. Click Add. The Suggested Route Detail dialog box appears.
2. Type the name of the route in the ‘Route name’ field. It’s helpful if the route name describes the
step in the routing process.
3. Specify the mail system to use by clicking the ‘Mail system’ drop-down list and making a
selection from the available choices. The choices in the ‘Mail system’ drop-down list
correspond to the Informed mail plug-ins you have installed in your Plug-ins folder.
4. To specify a recipient, click Address. If you have the appropriate email software installed,
Desktop eForms displays the Send dialog box for the selected mail system. Select one or more
recipients with the controls on the addressing dialog box.
While the addressing dialog box is displayed, you can also specify a subject for the form, and select
the data format that the form is sent in.
Note If the eForms designer has locked the data format to be used when mailing the form, that data
format takes precedence over the one you specify for a suggested route.
Mail Cells 10-9
. . . .
To edit an existing suggested route:
1. Select it in the list on the Suggested Routes dialog box, then click Modify. The Suggested Route
Detail dialog box appears, allowing you to change the specific details for the selected route.
To remove a suggested route:
1. Select it in the list; then click Remove.
You can change the order of suggested routes in the list by clicking a route and dragging it either up
or down with the mouse.
Mail Cells
To aid in addressing forms and specifying send options, the eForms designer can use mail cells. A
mail cell is a cell whose value is used to specify a send option or parameter. For example, when you
mail a form, Informed Desktop eForms looks for a cell named “Mail Send To.” If such a cell exists,
the form is automatically addressed to the name in that cell.
Other mail cells can be used to automatically enter other parameters such as the subject, with
information on the form. The following table shows the four mail cells supported in Informed.
By calculating a mail cell, the eForms designer can have a formula automatically check for
different conditions and automatically set certain parameters accordingly. For example, if a
purchase order form needs to be sent to a supervisor for approval, the eForms designer could
calculate the “Mail Send To” cell so that the recipient of the form is based on the value of the
purchase order.
Mail Cells
Mail Cell Description
Mail Send To
Mail Subject
Mail Comment
Mail Enclosure
The name of the mail recipient. The value in this cell must identify a valid user
in the directory of your email system.
The subject of the mail message.
The body of the mail message.
The filename of the enclosure sent with the mail message.
10-10 Mailing Forms
. . . .
Form Tracking
If the eForms designer has configured the template to automatically track forms, Informed Desktop
eForms connects to the tracking server after the send process completes. Depending on how form
tracking was configured, you may be requested to enter information, such as your name and
password.
For more information about form tracking, see Chapter 11, “Form Tracking.”
Mail Plug-ins
Mail plug-ins allow you to send completed forms using an external email service. Informed
provides plug-ins for various mail systems on the Windows and Macintosh platforms.
Windows Mail Plug-ins
On Windows a single Informed mail plug-in can provide access to multiple email systems as shown
in the following table.
When addressing a form or specifying the recipients for a suggested route, the dialog boxes that
appear are specific to the type of email system that you’re using. Each mail system provides its own
method for selecting recipients, specifying a subject and choosing send options.
**Informed provides built-in support for SMTP (Simple Mail Transfer Protocol) and displays its
own address book and dialog boxes for addressing mail and selecting recipients.
Form Tracking
Mail Plug-ins
Plug-in Name Mail Systems Supported
Mail (MAPI), Mail
(Extended MAPI)
Microsoft Outlook
Microsoft Exchange
Microsoft Mail
GroupWise
Eudora Pro v3.0
other MAPI compliant systems
Mail (SMTP)** SMTP compliant systems
Mail Plug-ins 10-11
. . . .
Macintosh Mail Plug-ins
On Macintosh Informed Desktop eForms comes with the Mail (SMTP) plug-in to support SMTP
compliant mail systems. Informed displays its own address book and dialog boxes for addressing
mail selecting recipients. See SMTP Mail below for more information.
SMTP Mail
The SMTP (Simple Mail Transfer Protocol) plug-in allows Informed Desktop eForms to connect
directly to your organization’s SMTP server for sending forms over the Internet.
Addressing Using SMTP
When addressing mail using SMTP on Windows or Macintosh, you’ll see the following dialog box:
You select a recipient from the Names list; then click To, Cc, or Bcc to add the person to the
Recipients list.
To remove a recipient:
1. Select the name in the Recipients list; then click Remove.
You can also use the Select Recipients dialog box to add new addresses to your address book.
To enter an address that is not available in the Names list:
1. Click New. The Add New Recipient dialog box appears.
10-12 Mailing Forms
. . . .
2. Enter the recipient’s name and email address in the appropriate fields.
You can also choose to add the new recipient to your address book or use the recipient in the
current message.
3. After entering all the recipient information, click To, Cc, or Bcc. The new recipient appears in
the ‘Recipients’ list on the Select Recipients dialog box.
Configuring the SMTP Plug-in
You must specify your SMTP server and email address before you can send forms using the SMTP
plug-in.
To configure the SMTP plug-in:
1. Click Settings on the Send dialog box. Then enter the appropriate information on the Mail
System Settings dialog box.
Note If you don’t know the address of your SMTP server, contact your email administrator.
Mail Plug-ins 10-13
. . . .
Configuring Your SMTP Address Book
The list of addresses that you see on the SMTPMail Send dialog box can be obtained either from an
internal SMTP address book that you create and maintain, or from an external address book such as
the one associated with your email system client.
To configure your address book:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Mail icon in the list. The Mail Preferences panel appears.
2. Select “Internet Mail (SMTP)” from the ‘Mail Service’ drop-down list. Then click Address
Book. The Address Book dialog box appears.
The default setting for the SMTPMail address book is “Personal book.” You maintain this address
book by manually adding, removing, changing, or importing addresses.
To add a new address:
1. Click New to display the Entry Properties dialog box.
2. Type the recipient’s name and address in the appropriate fields; then click OK.
10-14 Mailing Forms
. . . .
To remove an address:
1. Select it in the ‘Names’ list on the Address Books dialog box; then click Remove.
To make changes to an existing address:
1. Select it in the ‘Names’ list, make the appropriate changes in the Entry Properties dialog box;
then click OK.
If you want to add addresses that already exist in another location, click Import. The standard Open
dialog box appears. Select a file to import; then click OK (Windows) or Open (Macintosh). The file
is imported and the addresses are displayed in the internal SMTPMail address book. When you
have finished adding or editing addresses, click OK.
Note The SMTP plug-in does not provide a “send later” capability. You must have a live TCP/IP
connection to your SMTP server when sending forms.
11
Form Tracking
In this chapter:
■How it Works 11-2
■Tracking Forms 11-3
■Setting Tracking Preferences 11-3
■Displaying a Form’s Tracking Status 11-4
11-2 Form Tracking
. . . .
11
Form Tracking
Form tracking* provides you with a quick and easy way to find out where a form is in the routing
process. After you fill out and send a form you can choose a command to see the steps that the form
has traveled, and who currently has a form. Form tracking provides a quick alternative to
“physically” tracing the path of a form to find its current location.
How it Works
When you send a form to another person, the data on the form is stored in a file and attached to an
email message. In order to track a form, the information detailing each step that the form travels
must be stored in a central database that’s accessible by all users.
As a form is sent from person to person, the tracking status for the form is updated. Desktop
eForms does this by storing information, including the sender and recipient names, the date and
time that the form was sent, and attributes that identify the form, in the tracking database. When
you request the tracking status of a form, Desktop eForms connects to the tracking database and
retrieves the tracking details about the particular form.
How it Works
Note If your organization uses HTTP for tracking, Informed Desktop eForms launches your web
browser and displays the tracking information on a web page.
*For definitions of italicized terms, please see the glossary at the back of this manual.
Tracking Forms 11-3
. . . .
Form tracking requires configuration using Informed Designer. Informed Desktop eForms can track
forms using any database that is accessible via Informed data access plug-ins.
Depending on the type of tracking database you use, you might also require additional database
client software. The installation and configuration of this software is a function usually performed
by the eForms designer or database administrator.
Tracking Forms
If a template is configured for form tracking, any form that you send using that template is tracked.
When you send a form, Desktop eForms automatically opens or connects to the tracking database
and stores the tracking information. In order to track a form, your computer must be connected to
the network and the tracking database must be accessible. If you’re not connected when you send a
form (some email systems allow you to send a message while disconnected from the mail server),
Informed Desktop eForms sends the form, but the tracking database is not updated.
The tracking of a form occurs after the send process is complete. During the tracking process,
Informed Desktop eForms displays a progress dialog box.
Setting Tracking Preferences
When a form is tracked, the name of the sender is included in the tracking status information. You
can change the sender name.
To change the sender name when tracking forms:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box.
2. Click the Tracking icon in the list.
3. Click Set Preferences.
4. In the Tracking dialog box, select the ‘Replace sender name with’ checkbox and type in the
name you want to use to track your form.
5. Click OK until all the dialog boxes are closed.
Tracking Forms
Setting Tracking Preferences
11-4 Form Tracking
. . . .
Displaying a Form’s Tracking Status
The tracking status of a form refers to the information that details each step that a form has
traveled. For example, suppose that Joe fills out a form, signs it, then sends it to Sandy for
approval. Sandy then approves the form and sends it to John for final approval. At this point, the
tracking information would detail the dates and times that the form was sent from Joe to Sandy, and
then from Sandy to John. Since the last routing step shows that the form was sent from Sandy to
John, we know that John has yet to approve the form and forward it for processing.
To display the tracking status for the current record:
1. Choose View > Tracking Status. Desktop eForms connects to the tracking database and retrieves
the tracking information.
If no tracking information for the current record is found in the tracking database, you’ll see a
message indicating this.
Each row on the Tracking Status dialog box corresponds to one step that the form has traveled.
Depending on how form tracking was configured, you might not see all information in the
width of the list. If this occurs, you can select any row in the list and click Details to display all
information for that row.
Displaying a Form’s Tracking Status
Note If your organization uses HTTP for tracking, Informed Desktop eForms launches your web
browser and displays the tracking information on a web page.
Displaying a Form’s Tracking Status 11-5
. . . .
The Tracking Details dialog box includes the standard tracking information as well as any
custom information that the eForms designer has included when configuring the form template
for tracking.
As with tracking forms, you might be asked to provide connection or logon parameters
necessary to connect to the tracking database when you choose the Tracking Status command.
See “Tracking Forms” on page 11-3 for more information.
2. Click OK to close the Tracking Details and Form Tracking Status windows.
11-6 Form Tracking
. . . .
12
Submitting Forms
In this chapter:
■Overview 12-2
■Submitting Records 12-2
12-2 Submitting Forms
. . . .
12
Submitting Forms
Important steps in forms processing often involve accessing data in other information systems. For
example, when you fill out a form information might be ‘looked up’ in other places. When a form
has been completed and approved, its data might be ‘submitted to’—or stored in—another
information system.
This chapter explains how you can submit records* using Informed Desktop eForms’ Submit
command. For information about lookups, please see “Lookups” on page 3-26.
Overview
With paper forms, a form is submitted by re-keying its data into an information system such as an
accounting system or database. With Informed, the eForms designer can configure templates so that
submission occurs electronically by the simple selection of a menu command or the click of a
button. Electronic submission eliminates unnecessary data entry and associated errors.
Access to other information systems is available through the data access plug-ins installed in your
Plug-ins folder.
Depending on the type of database or “data destination” that you submit records to, you may also
require additional database client software. The installation and configuration of this software is
usually performed by the eForms designer or database administrator.
Submitting Records
The Submit command is available only if the template has been configured for form submission by
the eForms designer.
To submit a record:
1. Choose File > Submit.
If the form window is active, the Submit command submits the current record. If the Record
List is active, all selected records are submitted.
Note Since the eForms designer can customize the menus you see in Informed Desktop eForms, it’s
possible that the Submit command has been removed or its name has been changed.
Overview
Submitting Records
Submitting Records 12-3
. . . .
Submitting Multiple Records
You can submit multiple records to the configured data destination when the Record List is active.
To submit multiple records:
1. With the Record List in front, select the records that you want to submit.
2. Choose File > Submit. Informed Desktop eForms submits the selected records.
If an error occurs during the submission process, a message appears indicating this, and the
Submit command is stopped. The record containing the error, along with any remaining
selected records that weren’t submitted, are tagged with the tag name “Records not submitted.”
For information about tagged records and how to use the Record List, see “Creating Tags and
Recalling Collections” on page 8-27 and “The Record List” on page 8-3.
Successful Submit Indication
You can confirm that a record was successfully submitted by viewing the record information.
To view record information:
1. Choose View > Record Information. The Record Information dialog box appears showing the
details of the record. A date and time next to the ‘Submitted’ label indicates that the record was
submitted successfully.
*For definitions of italicized terms, please see the glossary at the back of this manual.
12-4 Submitting Forms
. . . .
2. Click OK to dismiss the dialog box.
Errors When Submitting Records
When you submit a record, it’s necessary that the data destination to which the template is linked be
available. If Informed Desktop eForms is unable to find or connect to the data destination, you’ll
see an error message indicating this.
The options on the error message vary depending on the type of data destination and the specific
error message. For some data destinations, the error is described and the submission is canceled.
For others, options include looking for the data destination.
For some types of data destinations, errors can occur even when the data destination is found and a
connection is made. If, for example, form submission is configured to insert information into a
Sybase database and the required database table is not found or is unavailable, you’ll see an error
dialog box even though Informed Desktop eForms is able to connect to the database server.
13
Exchanging Information
In this chapter:
■File Formats 13-2
■Exporting Records 13-8
■Importing Records 13-11
13-2 Exchanging Information
. . . .
13
Exchanging Information
Informed Desktop eForms allows you to easily transfer information between different Informed
documents, applications, and computers. You can export information to applications such as
spreadsheets, accounting systems, or other databases. You can import information from other
applications or computers to automatically complete forms without having to re-enter data.
Transferring information from one form or application to another is a two-step process. First, it
involves storing the information in a file using a standard format that’s understood by the sending
and receiving applications. This step is called exporting the data. Second, after the information has
been exported, any application can import it for further processing or storage.
In this chapter you’ll learn about the standard file formats that Informed understands. You’ll also
learn how to use the Import and Export commands.
File Formats
For purposes of exchanging information Informed Desktop eForms supports several file formats:
delimited text, Informed Interchange, Informed data, dBase, FormFlow, XML File, and Informed
XML data.
Delimited Text Files
A text file is divided into lines of information. Each line contains one or more values, each
separated by a delimiter character. A single value corresponds to one cell or field* of information
(for example, the invoice number on an invoice form).
Suppose that a form contains employee information consisting of the employee name, number, and
salary. The figure on the next page shows an example of the contents of a text file that contains the
data for three completed employee records.
File Formats
*For definitions of italicized terms, please see the glossary at the back of this manual.
File Formats 13-3
. . . .
Each cell value is separated from the next with a delimiter character. An application that imports a
delimited text file uses the delimiter characters to separate a single line into individual values.
Desktop eForms supports the tab or comma delimiter characters.
Quote Characters
If you select “Tab delimited text” or “Comma delimited text” when you export records you can
choose whether or not to use the 'Use quotes' option. With this option, cell values can be enclosed
within quotation marks. This is particularly important if a delimiter character can occur within a
cell’s value. For example, in the previous figure, the comma character separates the first and last
parts of each name value. Since the comma is also the delimiter character, it’s important that each
name value be enclosed within double quote characters. If quote characters were not used, the last
and first names would instead be interpreted as the Name and Number cells, respectively.
When you export records, Desktop eForms automatically surrounds a cell value with double-quotes
if the value contains a delimiter character. When you import records, these characters are ignored.
See “Exporting Records” on page 13-8 and “Importing Records” on page 13-11 for more
information.
Merge Format
If you select “Tab delimited text” or “Comma delimited text” when you export records you can
choose whether or not to use the ‘Merge format’ option.
In the text file shown on the previous page, the first line contains the cell names of the information
in the file. Many applications require that this convention be followed. The cell names are used by
an application that imports the text file to automatically identify the contents and organization of
the file. This characteristic of a text file is often called the merge format.
If you select the ‘Merge format’ option, Informed Desktop eForms lists each cell name on the first
line of a new text file. In order to import a text file of information, some applications require that
the merge format option be used.
If you intend to later import the exported data back into an Informed data document (using
Informed Desktop eForms), you must use the merge format option when you export the records.
Name, Number, Salary
"Smith, John", "1092", 34500.00
"Thompson, Karen", "0019", 37390.00
"Dawson, Bill", "0420", 44100.00
Cell names (merge format)
Comma-delimiters
13-4 Exchanging Information
. . . .
When you export records, cell values that contain delimiter characters are automatically enclosed in
double quotes (e.g., “value”). Delimiter characters include the comma or tab characters, depending
on which data format you've chosen.
Include Notes
When you export records using the Informed Interchange data format, Informed Desktop eForms
lets you choose whether or not notes are to be included with the data of each record.
If you select the ‘Include notes’ checkbox, notes that are attached to the records being exported are
also included. When you later import the records, the notes appear on the same pages and at the
same positions as on the original records.
Tables
Tables on a form contain rows and columns of data. On a form drawn with Informed Designer, each
column represents one cell. A column cell can store multiple values, one for each row.
When you export a record that contains a table, Informed Desktop eForms stores the contents of the
table either column-wise or row-wise. This means that the information in the table is organized
either column by column or row by row. You choose which method to use by clicking a control on
the Export dialog box. See “Exporting Records” on page 13-8 for more information.
If you choose to export tables by column, the rows of a column cell occur grouped together, each
separated by a special row delimiter character. The ASCII code of the row delimiter character is
decimal 29. The following figure illustrates how a table is exported by column.
For each column, Desktop eForms automatically combines the values of each row and separates
them with the row delimiter character. When you import data, the row delimiter characters are used
to divide a column into individual row values.
Name
Telephone
Date Amount
1/23/90 55.00
John Smith
(408) 555-1290
2/11/90
2/15/90
120.50
279.90
John Smith, (408) 555-1290, 1/23/90|2/11/90|2/15/90, 55|120.5|279.9
Row delimiter characters
Name, Telephone, Date, Amount
File Formats 13-5
. . . .
When you export tables by row, Informed Desktop eForms stores the information from a table one
row at a time. Each row is stored on a new line in the text file. If you include a field cell when you
export a table, Informed Desktop eForms repeats the field’s single value for each row of the table
exported. For example, suppose that when you export the record shown in the previous figure, you
choose to export tables by row instead of by column. The example below shows the text file that
Informed Desktop eForms would create.
Name,Telephone,Date,Amount
John Smith,(408) 555-1290,1/23/90,55
John Smith,(408) 555-1290,2/11/90,120.5
John Smith,(408) 555-1290,2/15/90,279.9
Notice that the text file contains three lines of data, one for each row in the table. The Name and
Telephone cell values are repeated on each line.
If you export a record that contains more than one table, the table with the most rows filled out
determines how many rows are exported. The following example shows how a record with two
tables would be exported.
Name,Telephone,Date,Amount,Interests
John Smith,(408) 555-1290,1/23/90,55,Golf
John Smith,(408) 555-1290,2/11/90,120.5,Music
John Smith,(408) 555-1290,2/15/90,279.9,Art
John Smith,(408) 555-1290,,,Antiques
John Smith,(408) 555-1290,,,Fishing
In this example, the table of interests contains more rows than the table of transactions. The text
file, therefore, contains five lines of data and not three. The values of the Date and Amount column
cells are left blank on the fourth and fifth lines. As always, the field cell values are repeated on each
line.
Note When you export records that contain tables, if you intend to later import the information using
Informed Desktop eForms, you must export tables by column and not by row. Informed
Desktop eForms can’t import a text file that contains table information organized by row.
Name
Telephone
Date Amount
1/23/90 55.00
John Smith
(408) 555-1290
Interests
Golf
2/11/90 120.50 Music
2/15/90 279.90 Art
Antiques
Fishing
13-6 Exchanging Information
. . . .
The option to export tables by row is useful when you’re exporting information to a relational
database application or a spreadsheet. With relational databases, the information on many forms is
often represented using more than one related file. If you were to store the form shown in the
previous example in a relational database, you might use three files—or tables—to store the client,
transaction, and interest information.
When you transfer information from a form with tables to a relational database, it might be more
appropriate to export and import each table separately. As you’ll learn in “Exporting Records” on
page 13-8, you can choose which cells to export and their order. With this ability, and with the
option to export tables by column or by row, you can more easily exchange information between
Desktop eForms and other standard applications.
Multi-line Cell Values
You can type more than one line into a text cell by pressing Enter or Return at the end of each line.
Since the end of a line has a special meaning in a delimited text file (it separates records or rows of
tables), an exported cell value cannot contain end-of-line or carriage return characters. Therefore,
when you import and export records, Informed Desktop eForms automatically converts carriage
return characters to vertical tabs (ASCII code 11). Most applications, such as word processors,
interpret each vertical tab character as the end of a line.
Limitations of the Delimited Text File Format
As its name implies, a delimited text file stores only textual information. When you export records
from forms with pictures or signatures, Informed Desktop eForms automatically converts picture
and signature values to text. Note, however, that only Informed Desktop eForms understands the
format of pictures and signatures stored in this manner. A delimited text file containing pictures or
signatures, therefore, can be imported only using Informed Desktop eForms.
A stylized text value is a value that combines different fonts, sizes, and styles (bold, underline,
italic, etc.). When the form is created, the form designer decides which text cells can allow style
changes. As you fill out a form, style changes are made by choosing different settings from the
Style submenus. See “Entering Text” on page 3-6 for more information.
In text format, a value such as:
‘This is a stylized text value,’
is stored as:
‘This is a stylized text value.’
If it’s important to preserve pictures or the style information of text, use the Informed Interchange
format instead.
Chapter 7, “Annotation,” explains how you can attach notes to any record. A note can be a
comment or special instructions for a particular record. When you export records to a text file, all
notes are ignored. You can include notes only if you use the Informed Interchange format.
File Formats 13-7
. . . .
Informed Interchange Files
Informed Interchange files contain the data for one or more records and are used primarily for
transferring information between different versions of Informed, or between Informed Desktop
eForms and other custom applications that understand this format.
The Informed Interchange file format stores all types of information: stylized text values, pictures,
signatures, and annotation. It does not store files that have been attached to a record using Desktop
eForms’ attachments feature.
Informed Data Files
Informed data files are Informed’s own proprietary format. Each Informed data file is a database
that contains all the data for one or more records.
The Informed data file is not a standard format. Only Informed applications can understand and
store information in this format. Although you can import files of this format, you cannot export
records as Informed data files. If you’re transferring information to a different (non-Informed)
application, use the delimited text format instead.
dBase Files
dBase files are created in database applications such as FileMaker Pro and Microsoft Access. In a
database file, each item of information resides in its own field.
FormFlow ASCII Files (Windows Only)
FormFlow files are created in PerForm PRO and FormFlow. Before you can import these files, they
must exist in ASCII format.
XML Files (Windows Only)
XML (Extensible Markup Language) provides a way of sharing the format and data of a document
over the World Wide Web, intranets and elsewhere. When you export as XML, the resulting file
contains all data, pictures, attachments, and digital signatures but does not include any annotations
that were part of the form.
Note In order to import and export XML files, you must have MSXML.DLL v5.0 installed by
Internet Explorer 5 SP2 or later.
13-8 Exchanging Information
. . . .
Informed XML Data Files (Windows Only)
An Informed XML data file is created when an XML form is saved in an eForms Workplace.
The data in this type of file can be imported into data documents.
Exporting Records
You can export more than one record at a time.
To export one or more records:
1. Choose File > Export. The Export dialog box appears.
2. The Export dialog box contains two lists. The list on the left shows all cells on your form. The
list on the right contains the cells that are included (and their order) when records are exported.
This list is initially empty. You move cells from one list to the other by clicking the buttons
located between the two lists.
Exporting Records
Exporting Records 13-9
. . . .
To move a single cell from one list to the other, select the cell’s name in the list then click the
Move button that points in the appropriate direction, or double-click the cell’s name. The cell is
removed from the list in which it’s currently contained and added to the other list. Cells in the
left list are sorted alphabetically. Cells in the right list appear in the order you move them to that
list. Clicking Move All moves all cells from one list to another.
3. Select a data format from the ‘Data Format’ drop-down list.
If you select “Tab delimited text” or “Comma delimited text,” you can further choose whether
or not to use the merge format or quotes options. If you select the ‘Merge format’ checkbox,
Desktop eForms lists each cell name on the first line of a new text file. In order to import a text
file of information, some applications require that the merge format option be used.
When you export records, cell values that contain delimiter characters are automatically
surrounded with double quotes (as in “value”). Delimiter characters include either of the
comma or tab characters, depending on which data format you’ve chosen. If you select the ‘Use
quotes’ option, all cell values with the exception of numbers are surrounded with double
quotes. If a quoted cell value contains a double quote, that character is replaced with a single
quote before the value is exported.
When using a delimited text format, any date, time, number, name, picture, and signature
values export according to the formats listed in the table that follows.
If you select the “Informed Interchange” format Informed Desktop eForms lets you choose
whether or not notes are to be included with the data of each record. If you select the ‘Include
notes’ checkbox, any notes that are attached to the records being exported are also included.
When you later import the records, all notes automatically appear on the same pages and at the
same positions as they were on the original records.
Note If you intend to later import the exported data back into an Informed data document (using
Informed Desktop eForms), you must use the merge format option when you export the
records.
Data Type Export Format
Date
Time
Number
Name
Picture
Signature
M/D/YY
H:MM:SS AM
General
All parts in full form
Informed-specific ASCII format
Informed-specific ASCII format
13-10 Exchanging Information
. . . .
4. Select the ‘Current record’ or ‘Collected records’ option. If the form window is in front, you
can export either the current record or all records in the collection. If the Record List window is
in front, you can export all records on the Record List or only those that are selected.
5. Click one of the ‘Export to’ options to specify whether you want to export into a new file or
append the information to the end of an existing file.
6. If you export records from the same template using the same options on a regular basis, you can
click Save Settings and Desktop eForms remembers the current settings on the Export dialog
box. The next time you choose the Export command, the options automatically configure
according to the last saved settings.
7. Click Export to begin the export process. If you’re exporting to a new file, you’ll be asked to
name the file and specify where to store it. If you’re exporting to an existing file, you’ll be
asked to select the file to append the information to.
After you create a new file or select an existing file, Desktop eForms begins exporting the records.
Progress information is displayed as exporting occurs.
Note When you export records to an existing file, Informed Desktop eForms doesn’t check to ensure
that the information you’re exporting matches the information that already exists in the selected
file. Therefore you could, for example, accidentally export invoice data to an existing file that
contains information for purchase order forms. Please use caution when selecting the existing
file.
Importing Records 13-11
. . . .
Importing Records
You can import various types of files into your data document.
To import information into a data document:
1. Choose File > Import. The Import dialog box for your operating system appears.
2. Select the file format that you want to import from the ‘Files of type’ drop-down list.
Importing Records
File Type Description
Informed data An Informed data document created with Informed Desktop eForms.
Contains only the form data for single or multiple records.
Delimited text A document in which the form data is tab-delimited or comma-delimited.
Used for transferring form data to Informed Desktop eForms from other
applications.
Informed
Interchange (*.iif)
An Informed Interchange document created with Informed Desktop
eForms. Contains all types of form data information, including text values,
signatures, pictures, and annotations.
dBase (*.dbf) A database document created in an application such as FileMaker Pro or
Microsoft Access. Each item of information resides in its own field.
FormFlow ASCII
(*.fil)
A document that contains form data exported from a form that was created
in PerForm PRO or FormFlow.
XML File (*.xml) A document that contains data that has been marked with XML tags. May
include data, pictures, attachments, and digital signatures.
13-12 Exchanging Information
. . . .
The list of files that appears shows only the files that match the selected data format.
3. Select the file you want in the list and click Open to import the data. If you hold the Shift or Ctrl
keys you can select multiple files at one time.
The Import Process
When Desktop eForms imports a file, it compares the contents of the file with the template used by
the data document into which the data is being imported. By reading header information in the
selected file, Informed Desktop eForms can identify and match the cells found in the file with those
on the template. If no cells match, the Import command is canceled and a message is displayed.
If the above error occurs, it’s likely that you’ve selected the wrong file to import. For example, you
may have attempted to import a file containing inventory data into your purchase order form.
If at least one cell matches but there are extra or missing cells in the file being imported, you’ll see
one or both of the following messages.
Informed XML
data (*.ifx)
A document that is created when a web form is saved in an eForms
Workplace.
Note As a shortcut to the Import command you can drag a file onto the form window of the data
document that you want to import into.
File Type Description
Importing Records 13-13
. . . .
These messages warn you that the data in the file being imported doesn’t exactly match the
template used by the data document that you’re importing into. Either cells on your form cannot be
found in the file, or cells in the file are found that don’t exist on your form. Click the appropriate
button to continue or cancel. If you choose to continue, any unrecognizable cells in the file being
imported are ignored. Cells that appear on your form but are missing in the file are blank for the
imported records.
As records are imported, Informed Desktop eForms displays progress information.
You can cancel the import process by clicking Cancel.
As each record is imported, Informed Desktop eForms checks to ensure that the data read matches
with what is actually expected. It checks for extra or missing values, and for values that are
incorrect in type. As an example, consider the comma-delimited text file shown below.
Name,Phone,Salary,Title,Start Date
"Smith, John","498-0938",35950,"Product Manager","3/21/89"
"Robertson, Dale","439-6628",39200
"Jones, Tom","482-7139",31990,"Senior Editor","9/17/89"
"Harrison, Karen","42-1099",42500,"Area Supervisor","3/18/88"
"Dawson, Janice","420-1029",28770,"Sales Rep.","abcdefg"
"Roy, Dan","487-3092",33290,"Analyst","1/7/90","An extra value"
Assume that the form into which the file is being imported contains the cells called “Name,”
“Phone,” “Salary,” “Title,” and “Start Date.” Also assume that these cells have the respective types
name, character (with a format that accepts valid phone numbers only), number, date, and text. The
following table lists the errors that Desktop eForms would recognize while importing the previous
text file.
Note If a cell on your form is not found in the file being imported, and that cell has a default value,
the cell won’t be blank for the imported records. Instead, the default value is used.
13-14 Exchanging Information
. . . .
This table lists three types of detectable errors: too many values, not enough values, and invalid
values. In addition to these errors, Informed Desktop eForms also warns you when the number of
values for a column cell exceeds the number of rows in the corresponding column on your form. In
any case, when an error is detected, you’ll see a message that describes the error and offers three
options.
If the file being imported is an Informed Interchange file, the name of the user who originally
exported or stored the record might appear on the message dialog box.
When an error is detected, you can choose to import the record anyway, skip the record and
continue, or stop the import process. If you choose to import the record, any extra values are
ignored. Missing or invalid values are blank on the imported records.
If any errors were detected, Desktop eForms reports the number of records imported and the
number of errors detected after all forms have been imported, or after you cancel or stop the import
process.
Importing Notes
Chapter 7, “Annotation,” describes how you can attach a note to any record that you fill out. As
explained in “Exporting Notes” on page 13-8, Informed Desktop eForms can export notes along
with the data of each record if you use the Informed Interchange data format.
When you import records from an Informed Interchange file or an Informed data file, any notes
found with the records are imported as well. Desktop eForms tries to position the notes on the form
according to where they were originally located. However, this position is relevant only if the data
document you’re importing the records into uses a template that matches the one that the notes
were originally attached to. If you’re transferring information between two different types of forms,
the original position of each note might not be meaningful.
Record Is Correct?
1
2
3
4
5
6
Yes
No
Yes
No
No
No
Missing values for Title and Start Date
Invalid value for Phone
Invalid date value for Start Date
Too many values
Importing Records 13-15
. . . .
If a note was originally positioned on a page that doesn’t exist in the template of the data document
that you’re importing into, instead of deleting the note, Informed Desktop eForms automatically
moves it to the work page. For more information on the work page, please see “The Work Page” on
page 3-17.
13-16 Exchanging Information
. . . .
14
Form Template Distribution
In this chapter:
■Background 14-2
■How it Works 14-2
■Accessing Distribution Centers 14-3
■Setting Revision Check Options 14-4
■Viewing Revision Status 14-6
14-2 Form Template Distribution
. . . .
14
Form Template Distribution
Once a form is designed, it’s distributed to the users who fill it out. Form distribution can be a
significant cost for many organizations. Users must be notified about new templates* and these
templates must be obtained before they can be filled out. Distributing new versions of existing
templates can also be expensive if templates are frequently revised.
This chapter explains the template distribution features that are built into Informed Designer and
Informed Desktop eForms.
Background
Informed Desktop eForms allows templates to be accessed on your computer’s local drive or via a
network file server. Informed Desktop eForms looks for templates in a folder called Templates. On
Windows 98, 98SE, ME, XP Home, 2000, and XP Pro, the Templates folder is in My Documents >
My Forms. On Windows NT, the Templates folder is in Winnt > Profiles > [Username] > Personal > My
Forms. On Macintosh OS 9.1, 9.2.2, and X v10.1.3 the Templates folder is in Documents > My Forms
folder. This location can be specified and changed using Informed Desktop eForms’ Preferences
command. For more information, please see “Changing Folder Path Locations” on page 1-9.
Storing templates locally means that you can use the templates any time, even when not connected
to the network. You must copy the templates that you want to use to your local drive when the
template is created and every time the template is revised.
Accessing templates from a central file server simplifies distribution. When a new template is
designed, the eForms designer places the template in the appropriate directory or folder on the
designated file server. When a template is revised, the existing template on the file server is
replaced with the new one. To fill out forms distributed from a file server, you must have access to
the file server.
How it Works
With Informed’s built-in distribution features, a template is distributed via distribution centers
(distribution centers are places where distributed templates are stored). This assumes that you’re
storing templates locally for use with Informed Desktop eForms.The eForms designer maintains
the distribution centers and the distributed templates that are available at each center.
Background
How it Works
*For definitions of italicized terms, please see the glossary at the back of this manual.
Accessing Distribution Centers 14-3
. . . .
Informed supports different types of distribution centers. Access to a particular type of distribution
center is provided through an Informed distribution plug-in. At the time this documentation was
prepared, Informed Designer and Informed Desktop eForms included distribution plug-ins for
accessing eForms Workplaces, file servers, and FTP servers.
If you’re downloading Informed desktop templates from an eForms Workplace, you do not have to
get a distribution center profile. It’s provided automatically when you download the template.
In order to access a file server or FTP server distribution center you must have the distribution
center profile for the center. A distribution center profile identifies a distribution center and
includes the information necessary to connect to the center.
The eForms designer creates the distribution center profiles for the distribution centers used in your
organization. On Windows, the files must be installed in your Distribution Profiles folder which is
in the Documents and Settings folder. On Macintosh, the files must be in the Distribution Centers
folder which is in the Informed folder.
Accessing Distribution Centers
When you choose File > New Document, the dialog box shows controls for accessing distribution
centers and selecting distributed templates.
Choose “Services” from the drop-down list to reveal the distribution centers that correspond to the
distribution center profiles installed on your system. The details of selecting distributed templates
can be found in Chapter 2, “Document Management.”
Once you’ve selected a distributed template, Desktop eForms copies it to your Templates folder.
The template is then available for users to fill out and work with forms.
Accessing Distribution Centers
14-4 Form Template Distribution
. . . .
When you open a data document, Desktop eForms examines the Template ID to determine which
template is required to display the form data. It then searches your Templates folder for a template
with a matching Template ID. If the required template is found, it is opened with the data
document. If the required template is not found, and distribution information is found in the data
document, Desktop eForms connects to the distribution center and obtains the template. If the data
document does not contain the distribution information needed to obtain the template, you’re
presented with a dialog box similar to the New Data Document dialog box. With this dialog box
you can access a distribution center and select the appropriate template to use.
Setting Revision Check Options
Included in a distributed template is a distribution list for the template. A distribution list is a list of
distribution centers at which the template is available. Occasionally, Desktop eForms connects to a
distribution center and checks the distributed template for a new version. The eForms designer
specifies how often a revision check occurs. If the eForms designer has allowed it, you can change
the setting for how often Informed Desktop eForms performs a revision check.
To set the revision check options:
1. Choose Edit > Preferences (Windows and Macintosh OS 9.1 and 9.2.2) or [Application menu] >
Preferences (Macintosh OS X v10.1.3) to display the Preferences dialog box. Then click the
Revisions icon to display the Revisions panel. The Revisions panel is available only if the
template is a distributed template.
2. Select an option from the ‘Check’ drop-down list.
Setting Revision Check Options
Setting Revision Check Options 14-5
. . . .
The options available include the following:
■Each time the template is opened
■Once every day
■Once every week
■Once every month
■Never
If you select the “Never” setting, Informed Desktop eForms does not check for revisions. With
this setting, the only way to check for a new revision is to click Check For New Revision on the
Revision Status dialog box.
The distribution list for a template can include more than one distribution center. The eForms
designer may have made the distributed template available at multiple distribution centers so that if
the operation of one center is interrupted, the distributed template can be accessed at a different
center. When a revision check occurs, Informed Desktop eForms attempts to check the distributed
template at the first distribution center in the list. If this distribution center is inaccessible, it tries
the next center in the list, and so on, until the revision check is successful. If Informed Desktop
eForms is unable to connect to any of the centers in the template’s distribution list, a message
appears indicating this. The message you see might be the one that follows, or it might be a custom
message specified by the eForms designer.
To skip the revision check, click Continue; Desktop eForms opens and uses your current version of
the template. To cancel opening the template, click Cancel.
If a revision check occurs and Informed Desktop eForms detects that a new revision of the template
is available, you’ll be notified with the message that follows.
Note The eForms designer can lock this setting so that you cannot change it.
14-6 Form Template Distribution
. . . .
You can update your copy of the template with the new revision, ignore the new revision and
continue using your current version, or cancel the operation. If you choose the Update option,
Informed Desktop eForms replaces your template with the new version. If the new version includes
changes that affect the information that is contained on the form, Informed Desktop eForms
updates the data in the active data document to reflect these changes. For more information, see
“Updating a Data Document” on page 2-19.
Viewing Revision Status
Each template has a status and a status message. The eForms designer sets these to provide you
with an indication of the intended use of the template and any associated cautions.
To see the status and status message for the active template:
1. Choose View > Revision Status. The Revision Status dialog box appears.
The template’s status can be Current, Non-current, or Discontinued. Current implies that the
template is the most up-to-date version. Non-current indicates that a newer version of the
template is available, but you can still fill out forms using the non-current version. The
discontinued status refers to a template that has become obsolete and should no longer be used
to fill out new forms.
To remind you of a template’s current status, the eForms designer may configure the template
to automatically display the status and status message when you add a new record. The eForms
designer can also prevent you from adding new records to discontinued templates.
Viewing Revision Status
Viewing Revision Status 14-7
. . . .
To see if a new revision of the template is available:
1. Click Check for New Revision. Desktop eForms performs a revision check and advises you of the
template’s status.
2. Click OK to close the message. Then click OK to close the Revision Status dialog box.
Note If a new version of the template is available, Informed Desktop eForms advises you and asks if
you want to download the new version.
14-8 Form Template Distribution
. . . .
A
Appendix A
Prefixes and Suffixes
A-2
. . . .
A
Appendix A - Prefixes and Suffixes
As described in Chapter 3, “Filling Out Forms,” Informed Desktop eForms allows you to store
names using the name cell type. With the name cell type, Informed Desktop eForms always
displays a name according to the cell’s format, even if you enter a name differently. For more
information, see “Entering Names” on page 3-7.
In order to identify the different parts of a name, Informed Desktop eForms uses the list of prefixes
and suffixes shown in the following tables.
Prefixes
Full Prefix Abbreviation Full Prefix Abbreviation
Abbot
Admiral
Airman
Ambassador
Archbishop
Archdeacon
Army
Assemblyman
Assemblywoman
Assistant
Associate
Attorney
Baron
Baroness
Baronet
Bishop
Brigadier
Cadet
Canon
Cantor
Captain
Cardinal
Chairman
Chairperson
Chancellor
Chaplain
Chief
Colonel
Commander
Commodore
Congressman
Adm.
Amn.
Brig.
Cdt.
Capt.
Col.
Comm.
Cong.
Congresswoman
Corporal
Count
Countess
Dame
Doctor
Duke
Duchess
Excellency
Ensign
Father
First
Fleet
General
Governor
Grade
Her
Highness
His
Holiness
Honorable
Judge
Justice
King
Knight
Lady
Lieutenant
Lord
M.
Madame
Majesty
Cong.
Cpl.
Dr.
Gen.
Gov.
Hon.
Lt.
A-3
. . . .
Prefixes (continued)
Suffixes
Full Prefix Abbreviation Full Prefix Abbreviation
Major
Marchioness
Marquess
Mayor
Midshipman
Minister
Miss
Mister
Most
Mother
Mrs.
Ms.
Navy
Of
Officer
Patriarch
Pope
President
Prime
Prince
Princess
Private
Professor
Queen
Maj.
Mr.
Pres.
Pvt.
Prof.
Rabbi
Rear
Representative
Reverend
Right
Royal
Seaman
Second
Secretary
Senator
Sergeant
Sir
Sister
Specialist
The
Third
Under
Ver y
Vice
Viscount
Viscountess
Warrant
Yeoman
Rep.
Rev.
Rt.
Sec.
Sen.
Sgt.
Spec.
V.
Full Suffix Abbreviation Full Suffix Abbreviation
Junior
Senior
Esquire
First
Second
Third
Fourth
Fifth
B.A.
B.Comm.
B.Ed.
B.Sc.
C.A.
C.P.A.
Jr.
Sr.
Esq.
I
II
III
IV
V
D.D.S.
D.V.M.
J.M.
LL.B.
M.A.
M.B.A.
M.D.
M.Ed.
M.S.
P.E n g .
Pharm.
Ph.D.
R.E.T.
R.N.
A-4
. . . .
B
Appendix B
Shortcuts
B-2
. . . .
B
Appendix B - Shortcuts
This section contains a list of shortcuts and convenience features. Many of these shortcuts and
features are performed by pressing a single key or a combination of keys. Since some of these keys
are different on Windows and Macintosh keyboards, this section is divided into two tables—one for
Windows shortcuts, and one for Macintosh.
Windows Shortcuts
Key/Feature Description
Hold Alt key after double-clicking
application icon.
Displays the Open dialog box.
Tab key Tabs through cells in the predefined tab order
that the eForms designer set for the form.
Enter key on numeric keypad or
Control + Enter
Removes the focus of the cursor from the active
field and accepts the record.
F12 key Removes the focus of the cursor from the active
field and accepts the record.
Click in a cell, then right-click the
mouse.
Displays a Pop-up menu containing commands
that correspond to the type of field clicked.
Double-click the Record number at the
bottom of the page.
Displays the Change Record dialog box.
Macintosh Shortcuts
Key/Feature Description
Hold Alt key after double-clicking
application icon.
Displays the Open dialog box.
Tab key Tabs through cells in the predefined tab order
that the eForms designer set for the form.
Enter key on numeric keypad or
Command + Return
Removes the focus of the cursor from the active
field and accepts the record.
F12 key Removes the focus of the cursor from the active
field and accepts the record.
Option + Enter key on numeric keypad Adjusts the text to fit the object.
B-3
. . . .
Click in a cell, then hold the Control
key and click the mouse.
Displays a Pop-up menu containing commands
that correspond to the type of field clicked.
Double-click the Record number at the
bottom of the page.
Displays the Change Record dialog box.
Macintosh Shortcuts (Continued)
Key/Feature Description
B-4
. . . .
Glossary
G-2 Glossary
. . . .
Glossary
The following definitions are provided to help you understand the terms used in this manual.
Annotation A note, like a “yellow sticky” on a paper form.
Attachments window Displays the name and size of the files that are attached to the
data document.
Auto-incrementing number A unique number on a data document or XML data document
that automatically increases by a specified value.
Calculated cell Obtains its value based on the data entered in other cells on
your form.
Calculation formula Evaluated when the value changes for any cell that participates
in the formula.
Cells The placeholders for the information that you enter data in.
Check formula Formula that checks for errors as you fill out a form.
Choice list Displays choices in either a drop-down list or a floating palette.
Collate Prints each complete record individually—that is, all pages of
the first record, then all pages of the second record, and so on.
Collection of records Represents a group of records that can consist of one record, all
records, or a particular set of records in your data document.
By using the Find, Find All, Omit, and Omit Others
commands, you can add or remove records from the collection.
Comma delimited text Option you can choose to export cell data from a data
document into a text file.
Current cell The cell that is currently selected or active. With the exception
of checkbox, pictures, and signature cells, the current cell
contains either a blinking insertion point or a selected cell
value. Selected checkbox, picture, and signature cells contain a
bold blinking outline.
Current record The record that you see in the form window. You can edit this
record by typing in each cell.
Glossary G-3
. . . .
Current template A template revision status. When the user performs a revision
check, Informed Desktop eForms displays a status message
indicating that the template is up-to-date.
Data document Contains only a form’s data. When you fill out and save a form,
the data that is entered is stored in a data document. A form’s
framework, intelligence, and graphic elements are derived from
the template that is associated with the form. Data documents
derived from Informed desktop templates are called Informed
data documents. Data documents derived from Informed XML
templates are called Informed XML data documents. See also
File formats.
Dbase file Created in database applications such as FileMaker Pro and
MicrosoftAccess. In a database file, each item of information
resides in its own field.
Delimited text file When you export records that include pictures or signatures,
Informed Desktop eForms converts these values to text and
uses a tab or comma delimiter to separate the values. If you
later want to import a record with such converted values, you
must use Desktop eForms. See also File formats.
Desktop template See Informed Desktop template.
Digital Signature Electronic signatures that are used to authorize templates. A
user ID and password are required when signing a signature
cell.
Discontinued template A template revision status. When you perform a revision
check, Informed Desktop eForms displays a status message
indicating that the template is still available but it’s not current.
Display-only cells Usually calculated cells that obtain their values from other cells
on the form.You cannot enter information in display-only cells.
Distribution center A folder or directory on a file server, FTP server, or Quadra
Server that contains your distributed templates.
Distribution center profile A file containing information that identifies a distribution
center. For an eForms Workplace, the distribution center profile
is automatically configured.
eForms designer Creates and manages templates using Informed Designer.
G-4 Glossary
. . . .
Expandable row Expands if you enter more data than the spacing can display. If
only one row in a table contains more information than it can
usually display, only that row expands.
Extra Choices Additional choices that you can add to choice lists if this
option is enabled in the template.
Field An area in a dialog box, a data document, or an XML data
document in which you enter information. Every field has a
name that describes the type of information you enter.
File formats When you mail a form or when you import or export records,
you select a file format to use. Desktop eForms supports
several file formats including delimited text, Informed data,
Informed interchange, Informed package, and XML.
Folder Stores templates, links, and other folders on the Blank Forms
page. Folders can also be used to manage XML data
documents stored on the My Forms page in the Workplace.
FormFlow ASCII Files Created in PerForm PRO and FormFlow. Before you can
import these files, they must exist in ASCII format. (Windows
Only).
Indexed cells If a cell is indexed, records can be searched for matching
values. For non-indexed cells, Desktop eForms examines the
cell values on every record to find matches.
Informed data A document that is created when you save a form that is
derived from an Informed template. You save data documents
to your local drive. See also Data document.
Informed Desktop template A template that is created by an eForms designer and saved as
an .itp file. When you open a desktop template, Desktop
eForms creates a data document, and a copy of the template is
saved in your local Templates folder.
Informed Interchange (iif) Contains all the data for one or more completed forms (or
records), and are used primarily for transferring information
between different applications and different versions of
Informed. See also File formats.
Glossary G-5
. . . .
Informed Package (ipk) Saving a form as a package document combines a template and
its associated data in a single file. It’s used primarily when you
mail a form to someone who doesn’t have the corresponding
template for the data file. See also File formats.
Informed Template An Informed Designer file format for templates used with
Desktop eForms. In the eForms Workplace, the term Informed
desktop template is used instead.
Informed XML Data (.ifx) An XML data document is created from an Informed XML
template. To open and work with an XML data document, you
must have access to an Informed Quadra eForms Workplace.
When you save an XML data document, it is saved to your My
Forms page in the Workplace
Informed XML template (itx) A template that is created in Informed Designer and saved as
an .itx file. When you open an XML template, you create an
XML data document that you work with in a web browser
window. These templates reside in an Informed Quadra eForms
Workplace.
Intelligence features Includes features such as calculations, choices, lookups, auto-
incrementing numbers, submits, tracking, and tabbing.
Log Off Service Logs off the signing service that you logged into with your user
ID and password. For security reasons, you must log off your
signing service if you are going to leave your computer
unattended.
Merge format This option allows Desktop eForms to export tab delimited or
comma delimited text to a text file with a list of cell names on
the first line and data values on the second line.
Non-current template A revision status indicating that while a new version of the
template exists in a distribution center, you may still use the
non-current template that exists on your local drive.
ODMA The Open Document Management API plug-in allows you to
link Informed Desktop eForms to an ODMA-compliant
document management application.
Package document See Informed package document.
Place note Displays a blank note that is centered in the form window.
G-6 Glossary
. . . .
Plug-in Code and resource files that enable external services such as
digital signatures and email systems for routing.
Preferences file Contain information necessary for Informed Desktop eForms
to find the Informed plug-ins, and the Help, Preference, and
Data files folders.
Quick-tab cell Allow you to bypass the normal tab order of a form. You can’t
change the Quick-tab order in Informed Desktop eForms.
Record A single completed form.
Record List Lists the information for multiple records in a data document
within a single record list window.
Revision status Provides revision information such as the template status,
revision number, last revision check, distribution centers, and
status message.
Scrolling field A field that contains a scroll bar, and allows you to enter more
data than will display in the cell area.
Scrolling table A table that includes a scroll bar. Desktop eForms
automatically adds new rows to the scrolling table when you
enter more data than the table can display.
Search value The field on the Find dialog box where you can type the value
or text you’re looking for.
Services A list of distribution centers (e.g., servers) containing available
templates.
Signature cell A cell formatted for digital signing. The signing service may
be pre-configured or set by the user.
Signature icon Indicates the presence of a digital signature. When you view a
signed record, the signature icon contains a question mark.
This indicates that the validity of the signature is unknown. If
the signature is successfully verified, you'll see a checkmark
inside the signature icon. An invalid signature displays an "x"
in the signature icon.
Suggested routes Indicate which recipient(s) the form should be sent to.
Glossary G-7
. . . .
Tab delimited text An option you can choose to export cell data from a data
document into a text file.
Tab orde r Determines the order in which you move from cell to cell when
you press the Tab key.
Tag Identifies a unique collection of records for quick display.
Template A file containing the graphic elements and intelligence features
of a form. In the Workplace, there can be two types of
templates: Informed XML templates and Informed desktop
templates.
Template distribution Allows you to access templates stored on servers.
Template ID A unique name and/or number assigned to a template by the
eForms designer. When a new data document opens for the first
time, the template ID is embedded into the file. Each time you
open the data document it searches your local drive(s) or
distribution centers for the template with the matching template
ID.
Tracking Allows a user to view a record of who has sent and who has
received an XML data document.
Work page A non-printable page that may contain graphics, text, and cells.
XML data document See Informed XML Data document.
XML file A file format that provides a way of sharing the data and format
of a document over the web, intranets, and elsewhere. When
you export an Informed document as an XML file, the resulting
file contains the data, pictures, attachments, and digital
signatures, but it does not include annotations. (Windows
Only). See also File formats.
XML template See Informed XML template.
G-8 Glossary
. . . .
Index X-1
. . . .
A
activating a record 3-2
Add Record command 8-16
Add To Record List command 8-6
adding a new record 8-16
alert dialogs 3-20
annotation
described 7-2
effects of design changes 7-5
exporting notes 13-6
importing notes 13-14
moving notes 7-3
placing notes 7-3
removing notes 7-4
text messages 7-4
attaching files 5-4
attachments
deleting 5-7
extracting files 5-5
file types 5-3
overview 5-2
signing 5-7
window 4-4, 5-2
auto-save preference 2-14
auto-shrink option 3-6
averaging columns 8-12
B
boolean cells, entering 3-9
browsing through records 8-25
C
calculation formula 3-19
calculations 3-19
CapiCom 4-19
cell name, changing column name
8-10
cells
auto-incrementing 3-28
boolean 8-21
calculated 3-19
choice lists in 3-20
described 3-2
display only 3-5, 3-19
entering 3-3
format of 3-5
help messages in 3-23
indexed 8-5, 8-23
lookup 3-26
mail 10-9
memorizing values in 3-12
selected 3-3
signature 4-2
types of 3-4
century wrap preference 3-7
changing folder location 1-9
changing pages 3-17
character cells, entering 3-6
check formulas 3-3, 3-11, 3-19,
3-25, 6-6
checkbox
cells 3-9
styles 3-9
values 3-10, 8-21
choice lists
adding extra choices to 3-22
described 3-20
descriptive text in 3-21
selecting a choice 3-22
styles 3-20
Clear Record command 8-17
closing a data document 2-14
collecting, data documents 2-19
columns on Record List
adding 8-5
changing alignment of 8-10
changing titles of 8-9
changing width of 8-9
removing 8-5
selecting 8-10
totalling 8-12
comma delimited text 13-3
commands
Add Columns 8-5
Add Record 8-16
Add To Record List 8-6
Assign Next Value 3-28
Attach 5-4
Check Collected Records 6-4
Check Current Record 6-4
Check Selection 6-4
Clear 5-7
Clear Record 8-17
Close 2-14
Cut 7-4
Duplicate 8-17
Extra Choices 3-22
Find 8-18
Find All 8-22, 8-23, 8-27
Help 3-20
Hide Attachments 5-2
Hide Balloons 3-25
Import 13-11
Insert Date 3-7
Insert File 3-10
Insert Row 3-14
New Document 14-3
Omit 8-24
Omit Others 8-25
Open 2-8
Paste 3-4, 7-4
Place Note 7-3
Preferences 2-7, 6-2
Record 8-25
Remove 8-10, 8-26
Index
X-2 Index
. . . .
Remove Format 8-15
Remove Row 3-15
Remove Tag 8-29
Revert 8-17
Revision Status 14-6
Save 2-15
Save As 2-16
Save Format 8-14
Send 10-3
Set Value 3-10, 3-19
Show Attachments 5-2
Show Balloons 3-25
Show Choices 3-21
Show Record List 8-3
Sort 8-10, 8-23
Tag Records 8-27
Verify 4-11
Verify Template 4-8
Configuring I-Sign (POP) and
(IMAP) 4-16
creating a new data document 2-5
current record 8-2
D
data documents 2-3
auto-save preference 2-14
closing 2-14
collecting 2-19
creating new 2-5
opening
about 2-8
duplicate template IDs 2-12
missing fonts 2-13
opening recently used 2-10
saving 2-15
saving as TIFF 2-17
saving as XML 2-16
saving copies of 2-15
data formats 10-4
data verification 3-19
date cells, entering 3-7
date picker 3-7
dBase files 13-7
deleting attachments 5-7
delimited text files 13-2
limitations of 13-6
merge format of 13-3
multi-line values in 13-6
delimiter character 13-2
desktop templates 2-2
dialogs
Attach 5-4
Browse 1-10
Check Spelling 6-4
Missing Fonts 2-13
New Data Document 2-6, 2-12,
2-20, 14-3
Note 7-4
Preferences 2-8
Remove Saved Format 8-15
Remove Tag 8-29
Revision Status 14-6
Save As 2-16
Save Current Format 8-14
Send 10-3
Set Password 2-8
Set Value 3-10, 3-19
Suggested Route Detail 10-8
Suggested Routes 10-8
Tag Collected Records 8-27
Template Information 2-5
Tracking Details 11-5
Tracking Status 11-4
digital signatures
automatic verification 4-10
showing signed attachments 4-4
showing signed cells 4-3
signature icon 4-9
signing attachments 5-7
signing date 4-6
signing multiple records 4-10
verifying 4-6
display only cells 3-5
distribution center profiles 14-3
distribution centers 2-9, 2-20, 14-3
Duplicate command 8-17
E
editing a record 8-16
eForms Workplace, select for
signing 4-18
entering
boolean cells 3-9
checkbox cells 3-9
checkbox values 3-9
date cells 3-7
information 3-3
number cells 3-7
picture cells 3-9
text cells 3-6
time cells 3-7
Entrust 4-18
error checking 3-19
exchanging information
described 13-2
file formats 13-2
expandable rows in tables 3-15
export options
by column 13-4
by row 13-5
exporting records 13-8
extra choices, adding 3-22
extracting files 5-5
Index X-3
. . . .
F
file formats
dBase 13-7
delimited text files 13-2
FormFlow ASCII 13-7
Informed data 13-7
Informed Interchange 13-7
XML 13-7, 13-8
filling out forms, overview 1-6
filling out tables 3-14
Find Again command 8-22
Find All command 8-22, 8-23, 8-27
Find command 8-18
find options 8-21
finding
all records 8-23
boolean values 8-21
dates 8-20
names 8-20
records, match options 8-19
records, search value 8-18
words 8-20
First 8-25
fonts
changing 3-5
changing size 3-5
missing 2-13
form numbers 3-28
form template distribution
checking for revisions 14-4
overview 1-4, 14-2
revision status 14-6
form tracking
described 11-2
entering information 10-10
overview 1-7
format of cells 3-5
FormFlow ASCII files 13-7
forms, entering information 3-3
H
help messages for cells 3-23
Help, online 1-8
hiding totals 8-14
how forms are designed 1-2
I
importing notes 13-14
importing records, errors 13-12,
13-13
indexed cells 8-23
Informed
application 1-7
data documents 2-3
data files 13-7
desktop templates 2-2
documents 2-2
folder 1-7, 6-3, 14-3
Interchange documents 2-4
Interchange files 13-7
overview 1-2
package documents 2-3
preferences 1-9
templates 2-2
XML data documents 2-3
XML templates 2-2
intelligence 1-2, 3-18
calculations 3-19
choice lists 3-20
data verification 3-19
form numbers 3-28
help messages 3-23
lookups 3-26
Interchange documents 2-4
Internet preferences 1-5
invalid digital signatures 4-11
I-Sign
(IMAP) preferences 4-16
(POP) preferences 4-16
(Quadra) 4-17
configuring 4-16
plug-ins 4-15
signing with 4-16
L
language
dictionaries 6-2
options 6-3
Last 8-25
Log off I-Sign (Quadra) 4-18
lookups
errors performing 3-27
multiple matches 3-26
overview 3-26
M
mail
cells 10-9
preferences 10-3
suggested routes 10-3
mailing
forms 10-2
mailing forms
data formats 10-4
mail cells 10-9
specifying recipients 10-4
suggested routes 10-6
match options 8-19
memorizing values 3-12
Microsoft CSP 4-19
moving
folders 1-9
notes 7-3
multiple part pages 3-17
X-4 Index
. . . .
N
name cells
entering 3-7
finding with wild card symbol
8-21
new document preferences 2-6
Next 8-25
notes 7-2
number cells, entering 3-7
numbered pages 3-17
O
obtaining, new template 2-20
ODMA support 2-22
Omit command 8-24
Omit Others command 8-25
omitting records 8-24
online help 1-8
opening
data documents 2-8
package documents 2-11
recent data documents 2-10
XML file 2-11
opening a data document 2-8
overview of Informed 1-2
P
package documents
described 2-3
opening 2-11
page controls 3-17
page setup 9-2
Page Setup command 9-2
pages 3-17
changing 3-17
numbered 3-17
of a form 3-17
work page 3-17
passwords
changing 2-7
entering 2-9
PDF files, save as 2-18
pencil indicator 3-2, 8-12, 8-16
picture cells
entering 3-9
on the Record List 8-4
placing notes 7-3
plug-ins
data access 11-2, 12-2
described 1-3
distribution 14-3
I-Sign 4-15
mail 10-2
types of 1-3
Plug-ins folder 1-3, 1-8
preferences
auto-save 2-14
century wrap 3-7, 3-8
files 1-8
folders 1-9
Internet 1-5
I-Sign (IMAP) 4-16
I-Sign (POP) 4-16
new document 2-6
printing 9-3
revision 14-4
revision checking 14-4
scripting 1-5
security 2-7, 4-4, 4-13
Previous 8-25
print options
collate 9-5
described 9-5
repeating 9-6
printing
blank forms 9-5
collating forms 9-5
forms 9-2
from the Record List 9-7
labels 9-6
offset adjustment 9-3
preferences 9-3
print options 9-5
records in a list 9-8
repeating forms 9-6
tiling forms 9-4
Q
quick-tabs 3-13
quote characters 13-3
R
Record Information 8-29, 12-3
Record List 8-3
adding columns 8-5
changing column alignment
8-10
changing column titles 8-9
changing column width 8-9
contents of 8-4
current record indicator 8-11
formats 8-14
indexed cells on 8-5
picture cells on 8-4
printing from 9-7
removing columns 8-5
removing formats 8-15
saving formats 8-14
selecting records 8-10
showing and hiding 8-3
showing totals 8-14
table cells on 8-4
totalling columns 8-12
Record List window 1-6, 4-10, 6-6,
8-3, 12-3
record management 8-2
Index X-5
. . . .
records
accepting 3-3
activating 3-2
adding new 8-16
adding to tagged collection 8-28
browsing through 8-25
clearing 8-17
collection of 8-2
current 8-2
duplicating 8-17
editing 8-16
entering information 3-3
finding all 8-23
information boxes 8-3
omitting 8-24
recalling tagged collections 8-28
Record List 8-3
removing 8-26
removing tags 8-29
reverting 8-17
selecting on Record List 8-10
setting values for multiple 3-10
sorting 8-23
submitting 12-2
submitting multiple 12-3
tagging 8-27
tags 3-11
Remove command 8-10, 8-26
Remove Format command 8-15
Remove Tag command 8-29
removing
notes 7-3
records 8-26
tags 8-29
Revert command 8-17
reverting a record 8-17
revision
number 2-5
preferences 14-4
status 14-6
S
Save Format command 8-14
saving
as PDF 2-18
as TIFF 2-17
as XML 2-16
copies of data documents 2-15
data documents 2-15
scripting preferences 1-5
scrolling
fields 3-11
tables 3-15
security preferences 2-7, 4-4, 4-13
selecting columns 8-10
Send command 10-3
send options
collected records 10-4
current record 10-3
entire Record List 10-4
selected records 10-4
Setting 1-5
Show Record List command 8-3
signature cells 4-2
signing
attachments 5-7
forms 4-6
select a Workplace for 4-18
with I-Sign (Quadra) 4-17
Sort command 8-10, 8-23
sorting records 8-23
spell checking
from the Record List 6-6
invalidating a check formula 6-6
language dictionaries 6-2
language options 6-3
overview 6-2
questionable words 6-5
setting preferences 6-2
spelling
folder 6-3
preferences 6-2
Submit command 12-2
submitting forms
errors performing 12-4
overview 12-2
successful submission indicator
12-3
suggested routes
described 10-6
T
tab delimited text 13-3
tab order 3-13
tables
expandable rows in 3-15
exporting 13-4
filling out 3-14
inserting and removing rows
3-14
scrolling 3-15
Tag Records command 8-27
tagged records 12-3
tagging records 8-27
template authorization preferences
4-13
template deployment 14-2
template ID
described 2-5
duplicate 2-12
used by data document 2-9, 14-4
template information
revision number 2-5
template name 2-5
templates
checking for revisions of 14-4
described 1-2, 2-2
location of 14-2
obtaining new
from eForms Workplace
2-21
X-6 Index
. . . .
using Desktop eForms 2-20
verifying 4-11
Templates folder 1-6, 2-4, 2-9, 14-2
text cells, entering 3-6
text messages 7-4
The 1-5
TIFF files, save as 2-17
tiling 9-4
time cells, entering 3-7
times 8-20
tracking forms
displaying tracking status 11-4
performing 11-3
types of cells 3-4
typing notes 7-4
U
using
buttons 3-16
digital signatures 4-2
V
verifying
digital signatures 4-6
templates 4-11
W
where everything goes 1-7
work page 3-17, 7-5
X
XML data documents 2-3
XML files
data 13-8
exporting 13-7
opening 2-11
save as 2-16
XML templates 2-2
Y
yellow sticky (see annotation) 7-2

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