The Submitted Forms screen allows you to review all forms that were submitted to Formatta E-Forms Manager for processing. Depending upon your business process and how the forms are designed, you may have forms that are submitted but not digitally signed (e.g., for anonymous form submissions). Only forms that were submitted to Formatta E-Forms Manager are available for review using the Submitted Forms screen.
Whether or not a form can be submitted, as well as the type of submission (signed or anonymous) depends on the settings made in Form Management Properties for each version of a form uploaded to Formatta E-Forms Manager.
A number of search options are provided for viewing submitted forms, including searches By Date, By Submission Number and a comprehensive Advanced Search.
Select Submitted Forms from the Submissions tab to display one of three search options, described below.
To search for a single submitted form, or range of forms, select one of the Form Submissions tabs: By Date, By Submission Number, or Advanced Search.
Searching By Date allows you to narrow your form submission search to those forms submitted on a certain date range. Keep in mind, Formatta E-Forms Manager tracks both the date and time a form is submitted to the Formatta E-Forms Manager database. Consequently, if your date range search is from April 15 to April 15 (1 day), Formatta E-Forms Manager will only display forms submitted from 12:00 am to 11:59 pm on April 15.
After selecting a date range, press Search to display your search results.
Searching By Submission Number allows you to search for a specific form using a single submission number.
Each time a form is submitted to Formatta E-Forms Manager, it is automatically assigned a sequential submission number in the database. This number can also be recorded on the version retained by the end user if enabled in the Submission tab of Form Management Properties.
This auditing and tracking function is useful if your business has a mix of electronic and paper forms. Upon receiving a paper version of a completed form, a Form Administrator could check the submission number printed on the form, and compare this printed form with the version recorded in Formatta E-Forms Manager.
After entering a submission number, press Search to display your search results.
The Advanced Search tab provides a comprehensive method of mixing and matching search criteria for submitted forms, including:
Submitted From / To: Allows you to search submitted forms using a specified data range.
Form Category: Allows searching by a particular form category since all forms must be assigned to a category when uploaded to Formatta E-Forms Manager.
Form: Allows searching on any version of a form uploaded to Formatta E-Forms Manager.
User Last Name: Allows searching on forms submitted by an end user who has an account set up in the End Users screen
User Email: Allows searching on forms submitted using a particular email account defined in the End Users screen.
For example, you can search for all forms submitted by a user between January 1, 2011 and December 31, 2012, by entering a date range and the user's last name in the User Last Name field. Alternatively, you can search for all Leave Request forms submitted during the month of November.
After entering your advanced search criteria, press Search to display your search results.
The Search Results screen displays after entering valid search criteria (By Date, By Submission Number, or Advanced Search), as described above. The following information displays based on your search:
Number - A unique, sequential submission tracking number assigned by Formatta E-Forms Manager when a form is submitted. This number can also be recorded on the form submitted by the end user if enabled in Form Management Properties (see Submission tab).
Form - The name of the form.
Submitted On - The exact date and time the form was submitted to Formatta E-Forms Manager. This date / time group is based on your server's clock, and not on the end user's computer.
End User - The name of the end user predefined in the End Users screen, if required by the form. If the submission was anonymous, this field is left blank.
Form - Clicking on the form icon displays the form in Formatta Filler.
Delete - Allows authorized Form Administrators to delete the form submission.
To view specific details associated with a submitted form, select the row corresponding to the desired form in the Search Results screen. The Submission Details screen then displays:
Submission Number: A unique, sequential submission tracking number assigned by Formatta E-Forms Manager when a form is submitted.
Submitted On: The exact date and time the form was submitted to Formatta E-Forms Manager.
Form: The name of the form.
Form File Name: The file name of the form published in Formatta E-Forms Manager. While users do have the ability to rename a form prior to submission, Formatta E-Forms Manager renames it back to its original file name on submission.
Submit Mode: Names mode by which the form was submitted, whether Online or other.
View Submitted Form: Clicking on the form icon allows you to view the form in Filler, as it was submitted to Formatta E-Forms Manager. See "Viewing the Completed Form" below.
Form Version: Identifies the version of the form submitted by the end user. Form versioning and obsolescence is controlled through Version History and Form Management Properties.
User ID: Displays the User ID of the person who submitted the form, if previously set up in the End Users screen.
User Name: Displays the end user's name, if previously set up in the End Users screen.
Submitter Email Address: Displays the end user's email address, if previously set up in the End Users screen.
Any submitted form can be viewed by clicking on the Formatta e-form icon. The form will then be downloaded to your computer and displayed in Formatta Filler.
If the form is signed, you will not be able to edit or change any of the fields signed by the end user(s). You can, however, construct forms and processes suited to your business requirements.
For example, employees can find the most up-to-date Leave Request form on a web page maintained by Formatta E-Forms Manager (see Form Publication). They can fill out, save, sign, and route this form to a supervisor, who in turn submits this form to Human Resources for processing. A Form Administrator in Human Resources can then review the form, accept it, or return the form to the Supervisor with an explanation. If accepted, the form data can be exported as XML to an HR system.
Formatta E-Forms Manager provides the flexibility to work the way you do, automating business processes while maintaining internal controls. Paper-based forms can quickly be made into efficient, electronic-based processes with minimal training and integration into existing legacy systems.
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More Information |
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You can sort by Number, Form, Submitted On, End User, and Email using this icon on the column title. |
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No Search Results |
If your search is too narrow, there may not be any submitted forms that match your criteria. Consider a wider search using "All Form Categories" and "All Forms". |
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Invalid Submission ID |
Formatta E-Forms Manager displays an error message if you enter a Submission Number (or any improperly formatted data) which is not available in the database. |
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Viewing Forms |
In order to view completed forms, you must have Formatta Filler installed on your system. |
