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Informed® Desktop eForms
Users 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. Informeds 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 forms 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 Users 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 afterfield.
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 signers 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 persons 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 officers 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 readers attention. For
example, you might attach a note to an invoice to instruct the shipper to hold the order until the
customers 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 customers 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 notes 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