Creating an E-Form - Front Office Scanning - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential

Front Office Scanning

Platform
OnBase
Product
Front Office Scanning
Release
Foundation 23.1
License
Premier
Standard
Essential
Note:

In order to create E-Forms from the Front Office Scanning client, your solution must be licensed for E-Forms.

If your OnBase solution is properly licensed and configured for E-Forms, you can create E-Form documents from within the Front Office Scanning client using Keyword Values from the selected Data Set to automatically populate form fields on the E-Form.

E-Forms are created in much the same way that documents created from image templates are created; however, markups cannot be added to an E-Form document. E-Forms, however, can have signatures applied to them; they are first converted to images documents within the Front Office Scanning client, and then the signature is stamped on the image document.

Like creating documents from an image template, in order to create E-Forms, your Front Office Scanning client must be configured to use multiple input buttons instead of a single Scan button; these input buttons are displayed in the Store images as: section of the Scan/Create Document window, next to the Document Type buttons.

Note:

The buttons in the Store images as: section are configured by your administrator; the buttons in your solution may be named or may be displayed differently.

Once you click the input button associated with the E-Form, the E-Form is displayed in the Working window. Form fields on the E-Form are automatically populated with corresponding Keyword Values from the selected Data Set.

Tip:

By default, the input button is named Template Form, although it is likely that your administrator has configured a different name for the button. Typically, the input button for an E-Form is displayed next to the Document Type button of the Document Type the E-Form will be assigned to.

To create an E-Form:

  1. From the Front Office Scanning client, click the input button associated with the E-Form you wish to create.
    Tip:

    By default, the input button is named Template Form, although it is likely that your administrator has configured a different name for the button. Typically, the input button for an E-Form is displayed next to the Document Type button of the Document Type the E-Form will be assigned to. If you are unsure of which input button to select to create a document from an E-Form, contact your administrator.

  2. The E-Form is displayed in the Working window.

    The Keyword Values from the selected Data Set are used to automatically populate the fields on the E-Form. The fields are read-only and their values cannot be modified.

    CAUTION:

    Although other form fields not populated by Keyword Values from the Data Set are enabled, any data entered into these form fields is not retained once the E-Form is uploaded to OnBase.

    Note:

    If you want the Keyword Values that populate the E-Form to be styled differently than the regular text that appears on the E-Form, you must add a style that targets read-only text to the E-Form template. For general information on E-Forms, see the E-Forms module reference guide.

    Note:

    If any Submit or Reset buttons are configured for the E-Form, they are automatically disabled.

  3. If you are not satisfied with the currently-displayed document:
    • Click Reset Form to clear all manually-entered data from the form fields on the E-Form. All fields filled by the selected Data Set remain populated.

    • Click Delete Form to delete the E-Form document. The currently-selected Data Set remains selected.

  4. Assign the E-Form to a Document Type by clicking its Document Type button.

    Some notes about assigning a document to a Document Type:

    • Depending on your configuration, the E-Form may be automatically assigned to a Document Type. For more information, contact your administrator.

    • All required Keyword Types (i.e., those displayed in red in the Selected Data Set window) must have Keyword Values associated with them before the E-Form can be assigned to a Document Type.

    • Required Document Types are displayed in red. Documents must be assigned to these Document Types for the Data Set before documents can be uploaded to OnBase.

    • Depending on your configuration, you may be able to use only the Document Type button next to the corresponding input button that you used to create the document. For more information, contact your administrator.

    • Depending on your configuration, clicking the Document Type button might prompt you to select a Document Type from a drop-down list before the document can be uploaded to OnBase.

    • Depending on your configuration, once an E-Form is assigned to a Document Type, it may be converted to an image and an overlay image and/or Keyword Values (or bar codes representing Keyword Values) may automatically be stamped on the document. For more information, see your administrator.

  5. Once the E-Form has been assigned to a Document Type, the E-Form is cleared from the Working window, a check mark is displayed over the selected Document Type button, and the Document Type button is no longer enabled.
    • If you are not satisfied with the currently-displayed E-Form, click Discard Images to deselect the selected Data Set and delete all documents associated with it that have not yet been uploaded to OnBase.

  6. Repeat these steps for each E-Form you would like to create using the selected Data Set.

Typically, once an E-Form has been assigned to a Document Type for the selected Data Set, the Document Type button is no longer enabled. Depending on your configuration, however, after a new E-Form is created, the Document Type button may be re-enabled, allowing you to assign multiple E-Forms to the same Document Type. The number of E-Forms assigned to the Document Type for the selected Data Set is displayed in parentheses on the Document Type button.