Victoria Forms Enterprise Forms Server Assisted Claims Enterprise Forms Server for Assisted Claims This presentation works best at full screen. Notes are provided for every page. The mouse symbol:  shows where to click to move through the slides. Training is most effective when users are able to use the system for themselves during the presentation. The flow of the presentation is designed to follow a form throughout the system, from start to finish. This presentation can be paired with our ‘Training Form’ which shows users the system in action. 

Login Screen Filled Forms Screen Logging In Login Screen Filled Forms Screen Logging In Log in using your username and password, these will be given to you by an administrative member of staff.  The first screen you will be taken to is the Filled Forms screen – this is where all submitted forms are sent. Across the top of every screen in the system is the options that are available to you. Yours may look slightly different to the attached screenshot depending on your access level and which add on modules are available. More information about this section will be provided towards the end of the presentation. To follow the process of a form from start to finish, first go to the Blank Forms Library.

Allows you to: Blank Forms Library View forms as a Logged in User Within the Blank Forms library you will find all the relevant forms that an applicant could complete.  To open a form simply click on the form thumbnail. The small icons show you the type of forms available to you: WDF is the standard format for our forms, and TXT versions are accessible versions for users who use screen readers or require high contrast options. If you prefer, you can view your forms in a list – click ‘Switch to Text View’ on the top left. This list will separate the Accessible versions and the standard versions of the forms, so look for the icon on the left side to help you. If you have a large number of forms, you can use the keyboard command Ctrl + F to find a specific form name in the list.

Filling in Forms: Form Controls The form is interactive, and will help and guide you to make sure it is filled in correctly. Once opened on the internet, you can fill in the form offline if required. Reconnection to the internet is only required when submitting the completed form. Forms for different Councils will look slightly different – this is to do with the custom viewer that you are using. Individual form settings control which additional buttons may show in the top menu. 

Form Controls Each Form has a number of standard menu controls:  Move back and forth between pages using Back & Next. Alternatively, you can click the Select Page button to display a list of dynamically generated form pages (depending on the choices made). Show Errors: This button can be used to display a list of incomplete or erroneously filled pages (with clickable links). You should use this to make sure your form is correct and error free before you submit it. Help: The Help button brings up a standard help page from Victoria Forms. Clicking the Print button will bring up a new window allowing you to print all or part of your form. It your form is in the ‘animated version’ – such as the form in the screenshot, then this feature will only allow you to print the current page exactly as you see it on the screen. To print a whole form, generate a PDF copy, and print from there. To Load a saved form, return to the blank forms library and open the relevant form. Clicking the load button will bring up a window allowing you to retrieve a form from the server using a 10 digit reference code, or by browsing to a file on your personal computer. You can Save a partially completed form by using the save button. A pop-up box will ask you to choose where to save the form data file. Depending on the features enabled; you can either save on the server and be given a 10 digit reference code which is used to retrieve the form; or you can save on your computer and load the data by browsing to the file. Click on the Submit button when you have completed your form. The form will tell you if you have made any errors which need correcting before submission. If there are any problems when you submit your form, you can save it and try sending it later. 

Form Controls Additional Controls are available depending on the configuration of each form:  You can generate a copy of the form using the PDF button. This can then be saved or printed for your records. Case info displays the form history. It provides information on the actions that have been performed on a form, by which user and at what date/time. This is used by Councils as an audit trail resource. Click the Comments button to add comments to a form. Once clicked, you can position the cursor where you would like a note to appear and left-click. A note can be toggled open / closed by clicking on Hide when it’s open or the N icon when it’s closed. Notes can be moved by clicking 'Move', then dragging the box to where you want it placed. Click Delete to remove the note. Help Notes, if enabled, provide more detailed advice for the specific form page you are working on. The help notes show across the bottom of your screen and you may need to scroll down to see them. Clicking the Help Notes button again at the top, toggles the help notes on/off. Forward allows you (as a member of staff) to begin completing a form as an assisted claim, then if the applicant needs to finish completing the form themselves, you can forward the form to them. This saves it on the server and generates a 10 digit reference code which can be given to the applicant for when they need to complete the form. You can enter their email address here to send them a link to the form and the code they need to access it. Switch (if enabled) allows you to switch between forms. If you need an applicant to fill in multiple forms, this is a quick way to move between them. The Switch function also transfers some of the basic applicant data, further saving time and effort.

Form Controls Attachments If the form requires evidence to be submitted with the form, the Council will request attachments to be added.  To attach a file to the form, click Upload and Attach File.  You can then browse to your file on your computer and double click on it – the upload will happen automatically and a confirmation message will appear. Show / Hide Attachments List brings up a list of files you have uploaded. Some error messages that could occur: File too large; Unaccepted file type – this is to prevent dangerous files being uploaded to the form.

Form Controls Attachments In the Attachments list, you may have the facility to Rename or Delete each individual file.  If you wish to, you can categorise the files you have uploaded, by creating a ‘new document folder’, using the New Doc button. You can also Rename or Delete each folder. To move individual files between your folders, use the Up and Down buttons. Or, the form will be configured with predefined groups which you can upload into. It all depends on the form settings. 

Text Boxes Data Input Data Input: Text Boxes As you fill in the form, it monitors what is being entered and activates or deactivates different areas depending on whether they are relevant to the applicant.   You can move through the form by using the Shift and TAB keys. Pressing TAB will move you from one field to another. Pressing Shift and TAB will move backwards through the fields. Active fields will change colour when you click on them. Text Box: Type your answer into the box - these answers can be text or numbers. Drop Down Lists: Click once to view the list, scroll through and select the relevant option.  A cursor will appear when you click into an Editable List – this allows you to input a custom answer. Fixed Lists require you to select from the available options and have only a downwards arrow on the Right hand side.

Data Validation Data Input Data Input: Data Validation These fields are set to only accept a specific type of input. Each validated field is configured to generate an error if incorrect information is entered. Commonly validated fields are: Address, Postcode, Email Address, Date of Birth, National Insurance Number, Bank Account Numbers, Sort Codes etc. Until the error is fixed, the form cannot be submitted. 

Currency and Numbers Data Input Data Input: Currency and Numbers These look like text fields but will only accept numeric values. For monetary values, the form will add the £ symbol automatically. The form questions are designed to indicate the type of answer you should fill in. 

Dates and Intelligent Fields Data Input Filling in Forms Dates and Intelligent Fields Data Input: Dates and Intelligent Fields Date fields must completed with dates in the format DD/MM/YYYY. The year must be entered fully as if you only enter two characters, it defaults to the most recent version of that date. This can cause issues for Dates of Birth.  Each Date Field generates a calendar, from which a date can be selected, if you prefer. Intelligent fields display information related to other fields in the form. These are used to display the applicant’s age, or to direct them to different sections of the form for example. These fields cannot be altered.

Checkboxes and Dynamic Questions Data Input Filling in Forms Checkboxes and Dynamic Questions Data Input: Checkboxes and Dynamic Questions To make a cross in a check box, click with the mouse, or press the space bar. In some situations you can select more than one; the form questions will indicate when this is the case.  Dynamic questions appear based on answers to previous questions – they are hidden when irrelevant and make the form simpler to understand.

Submitting your Form Form Completion Filling in Forms Form Completion When you have completed your form, and ensured there are no errors by clicking ‘Show Errors’ and correcting anything highlighted, you can submit your form.  The system will not let you submit a form which contains errors, as a precaution. Once submitted, you will see a confirmation message. You will also receive an email (if you have entered your correct email address) – this is customised within the form configuration and often contains instructions on what the applicant should do next.

Filled Forms Allows you to: Filled Forms View submitted forms View forms saved or forwarded by Logged in Users View Forms at different stages of processing Archive processed forms Filled Forms Allows you to: View submitted forms View forms saved or forwarded by Logged in Users View Forms at different stages of processing Archive processed forms This is where a form you just submitted will have been sent. 

Filled Forms Filled Forms – Form Categories This page shows all the different Categories for forms once they have been completed, and is also where you can retrieve forms that have been saved on the server. The Categories are as follows: Saved Forms – These are forms saved by registered users, to be completed at a later date  Forwarded Forms / Forms saved by unregistered users – Forms saved on the server either by a member of staff who is passing a form on to an applicant at home, or a form saved by an applicant at home Preliminary forms – Specific forms for taking down basic applicant details – forms can be configured to land in this section if you require. New submitted forms – This is the default category for submitted forms to land in. Forms will only stay here for a very short time if you have automatic EDRM or XML export set up. Forms currently being processed – While the automated EDRM and/or XML export is occurring, this is where the forms are held. If the automated process fails, the forms may be found here. Forms Pending EDRM export – This is where your forms will end up after the automated process. Processed Forms Archive – Depending on individual Council preferences, forms which have been processed can be moved either manually or automatically to this archive.

Export Form to Document System Export Form to Back Office Filled Forms Export Form to Document System Export Form to Back Office Exporting to PDF Exporting to XML Exported on xx/xx/xxxx Exported on xx/xx/xxxx Confirmed Manually on xx/xx/xxxx Confirmed Manually on xx/xx/xxxx Filled Forms – Export Status Depending on Export status – you will see different icons to illustrate what each form is doing at that time.  For both PDF and XML exporting you have five different status icons: Export to Document System / Back Office – For Councils with automated export set up, it is unlikely you will see this icon. Exporting to PDF / XML – This will only show for a very brief period directly after submission as the automated export process runs. Exported on XX/XX/XXXX – Shows successful export and the export date. Confirmed Manually on XX/XX/XXXX – If a form has failed to export automatically and you re-export manually, this shows the successful manual export and the export date. Failed Export on XX/XX/XXXX – If certain parameters are not met, the form may fail to export. If so, this icon will show and the date of failed export will be given. The icons can be seen for each submitted form in the column on the right. Failed Export on xx/xx/xxxx Failed Export on xx/xx/xxxx

Audit Trail Filled Forms Filled Forms – Audit Trail Clicking on the blue ‘i’ icon on the right hand side of each form will show you the Form History.  This can be used as an Audit Trail for each form, showing the date the form was opened, when it was submitted, any changes made and by whom.

Filled Forms Filled Forms - Actions  Clicking on the Action link brings up a menu of options:  Move forms between categories – this is how you would manually move forms into the archive, for example. Change export status – This is where you can manually alter the export status. If a form has failed to export properly, here you can ‘Clear export status’ and then the system will allow you to click on the new icon next to the form to re-export manually. Messaging – if the applicant’s correct contact details have been entered into a form, you can manually send a message using this menu. This is mostly used for forms in the ‘Saved Forms’ or ‘Forwarded Forms / Forms saved by unregistered users’ to remind applicants to complete and submit a saved partially complete form. There is a default email stored which is an ‘Incomplete Form Reminder’. Format – Most forms will be submitted as WDF (our standard format) so you will not need this option, however it can be useful when you have a form submitted as a TXT (accessible) version and you wish to see the information presented in the familiar form layout. Set Priority – Useful to flag forms which need attention.

Filled Forms Filled Forms – Search Function If you need to find out basic statistics on your form submissions, you can use the search function at the top of the page to filter forms by name, date, user group, priority and category.  User Group is particularly useful to see how many forms are submitted Self-Service / by Logged in Users.

Exported Data Exported Forms Exported Data – EDRM and XML If configured, forms can be exported to Document Systems and Back Office Systems manually or automatically. Each Council will have a slightly different setup. This is an example of a completed form as a PDF document. The PDF output looks different to the form presented on screen – this is to ensure that the information fits comfortably onto an A4 page for printing. Once your form has reached an EDRM system and/or has been exported into your Back Office System, its journey is complete! The information is then ready to use as you require. 

Your Details Allows you to: Change your password View your User details Your Details This section allows you to view your user details and change your password.  You are strongly advised to change your password when you first log on to the system. Help with passwords shows you some guidelines on characters to include etc. If your user details need to be updated, you may need to ask an administrator. If you scroll down this page, you can also view your forms access configuration.

Help & Support Help & Support Help and Support  If you need help using the system, manuals can be found here to assist you. Should you have any questions, you can contact Victoria Forms support staff using the contact details on this page.

Do you have any questions? If there are questions you cannot answer, please do not hesitate to get in touch with a Victoria Forms member of staff. -- If your users do not need any additional information, you can end this slideshow here. The following pages give information on the Statistics Module add on, and the Manage Users section, which may or may not be relevant to all users. 

Statistics Module Allows you to: View Stats Statistics Module Allows you to: Create detailed statistics reports for individual forms, or users etc. Save report templates for use again in the future Save reports as CSV files so they can be opened in spreadsheets for further analysis Add on Feature - Statistics Module For more advanced statistics, this module provides a powerful tool for creating custom reports from form data. NOTE: The statistics module works best with static forms, however if you have animated forms and you wish to see data from specific animated forms in statistics reports, please contact Victoria Forms and we can make an addition to your current form version.  The Statistics Module allows you to: Create detailed statistics reports for individual forms, or users etc. Save report templates for use again in the future Save reports as CSV files so they can be opened in spreadsheets for further analysis

View Stats Statistics Module – Creating Reports  Choose the item(s) you wish to filter the data by - you can select more than one option. Clicking the arrows in the middle selects the filter items by placing them in the box(es) on the right. Next select the form status – again you can select more than one. Click ‘Filter’ to generate a basic report, then under the heading ‘Export Data’ you have the option to additional form information to include in the exported file – Form Name, Form Category, User Group etc. At this point, you can click ‘Export’ to create a .CSV file which can then be downloaded. Or… You can use the ‘Report Designer’. This feature allows you to include form data in your report. Opening the Report Designer presents you with a separate window – to begin with it will just have a loading screen, until you use the dropdown list on the left to select the form you wish to collect data from. The form will load as a ‘Static Version’.

View Stats Statistics Module - Report Designer Select data fields within the form that you wish to include in your statistics report template.  To make it easier to identify, the designer gives you the option to enter a field description. Questions which appear in a number of forms will have the same field ID, so you can quickly generate report templates for different forms. Once you have selected all the data fields you want in the report template, you can give your report template a new name, and then click Save. Back on the main screen, you can now use this newly created report template to generate move detailed information. Once you have created your overall report, click on ‘Export’ to generate a downloadable file. The report generated will show in the list at the bottom of the page. You can then click Open And either open or save the .CSV file. The final product can be viewed and edited in Microsoft Excel or other spreadsheet application.

Manage Users Allows you to: Edit User Details for existing users Create new users Enable and Disable access to areas of the system for individual users View all records Manage Users An administrator user with access permissions can alter existing users and create new ones.  This section allows you to: Edit User Details for existing users Create new users Enable and Disable access to areas of the system for individual users View all records

Manage Users Manage Users – Create and Edit Users To create a new user: Fill in the relevant boxes in the ‘Enter User Details’ section, access permissions can be found by scrolling down. Tip: When creating a new user, you can set the password to ‘ChangeMe’ which prompts the system to request a password change the first time that user logs in.  Sections of note: User Group – this is where you configure the User Group that shows on the filled forms page.  This can be useful to categorise where the form was filled in if you have third party agencies, etc.  Management / Configuration Access Section – answers entered in this section overwrite all the access controls in the section below.  Unless you wish a user to have full system access, we recommend you use the checkboxes towards the bottom of this page and leave the dropdown lists in this section as ‘-select-’. There is an option to make a user an ‘Expert’ – this allows them to see any special controls set up in the form configuration screen.  This is useful if you need some users to have different form level access. E-Signatures / Offline Forms / Statistics – Here you can control user access to different Add On Modules. If you do not have the add on module, then this section will not change anything for the user. (Caution: Since the statistics module potentially can access data from all forms stored in the database, this option should only be given to appropriate users). To save changes to users, click ‘Update Details’ at the bottom of the page.