user manual - form manager

ExpertFlow

User's ManualExpertFlow Form Manager

6/27/2014

Revision Sheet

Revision Sheet

Release No. Date Revision Description

Rev. 0 19/06/14 User’s Manual Template and Checklist

Rev. 1 20/06/14 Conversion to WORD format

User’s Manual Page i

User’s Manual

Authorization Memorandum

I have carefully assessed the User’s Manual for the Dynamic Form Manager. This document has been completed in accordance with the requirements of Pakistan Telecommunication Company, Limited (PTCL).

MANAGEMENT CERTIFICATION - Please check the appropriate statement.

______ The document is accepted.

______ The document is accepted pending the changes noted.

______ The document is not accepted.

User’s Manual Page ii

We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based on our authority and judgment, the continued operation of this system is authorized.

_______________________________ _____________________

NAME DATE

Project Leader

_______________________________ _____________________

NAME DATE

Operations Division Director

_______________________________ _____________________

NAME DATE

Program Area/Sponsor Representative

_______________________________ _____________________

NAME DATE

Program Area/Sponsor Director

User’s Manual Page iii

USER'S MANUAL

TABLE OF CONTENTS

Contents

1 GENERAL INFORMATION.............................................................................................................1-1

1.1 System Overview................................................................................................................1-1

1.2 Authorized Use Permission.................................................................................................1-1

1.3 Points of Contact................................................................................................................1-1

1.3.1 Information.................................................................................................................................. 1-1

1.3.2 Coordination................................................................................................................................ 1-2

1.3.3 Help Desk..................................................................................................................................... 1-2

1.4 Organization of the Manual................................................................................................1-4

1.5 Acronyms and Abbreviations..............................................................................................1-4

2 GETTING STARTED.......................................................................................................................2-1

2.1 User Interface.....................................................................................................................2-1

2.1.1 The Header................................................................................................................................... 2-1

2.1.2 The Menu..................................................................................................................................... 2-1

2.1.3 The Core....................................................................................................................................... 2-1

2.1.4 The Footer.................................................................................................................................... 2-3

2.2 Logging On..........................................................................................................................2-3

2.3 System Menu......................................................................................................................2-4

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2.3.1 Manage Forms............................................................................................................................. 2-4

2.3.2 Edit Themes................................................................................................................................. 2-4

2.3.3 Users............................................................................................................................................ 2-4

2.3.4 Settings........................................................................................................................................ 2-5

2.3.5 My Account.................................................................................................................................. 2-5

2.3.6 Sign Out....................................................................................................................................... 2-5

2.4 Changing User Password.....................................................................................................2-5

2.5 Exit System.........................................................................................................................2-8

3 USING THE SYSTEM (Delving deeper)..........................................................................................3-9

3.1 Simple Form Operations.....................................................................................................3-9

3.1.1 Create a form............................................................................................................................... 3-9

3.1.2 Edit a form................................................................................................................................. 3-14

3.1.3 View a form................................................................................................................................ 3-18

3.1.1 Import Data................................................................................................................................ 3-20

3.1.2 View Entries............................................................................................................................... 3-23

3.1.1 Adding Tag(s) to a form............................................................................................................... 3-25

3.1.2 Find a form................................................................................................................................. 3-29

3.1.3 Sort forms.................................................................................................................................. 3-31

3.1.4 Make a Duplicate form............................................................................................................... 3-32

3.1.5 Disable a form............................................................................................................................ 3-34

3.1.6 Enable a Form............................................................................................................................ 3-37

3.1.7 Delete a Form............................................................................................................................. 3-39

3.2 User Operations................................................................................................................3-42

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3.2.1 Create a user.............................................................................................................................. 3-42

3.2.2 Edit a user.................................................................................................................................. 3-46

3.2.3 View a user................................................................................................................................. 3-52

3.2.4 Filter users.................................................................................................................................. 3-54

3.2.5 Sort users................................................................................................................................... 3-60

3.2.6 Suspend a user........................................................................................................................... 3-61

3.2.7 Unblock a user............................................................................................................................ 3-65

3.2.8 Delete a user.............................................................................................................................. 3-70

3.3 Theme Preferences...........................................................................................................3-74

4 REPORTING...............................................................................................................................4-77

4.1 Report Capabilities............................................................................................................4-77

4.1.1 Adding a Widget......................................................................................................................... 4-77

4.1.2 Generating Report...................................................................................................................... 4-80

4.1.3 Open a report............................................................................................................................. 4-82

User’s Manual Page vi

1 GENERAL INFORMATION

1.1 System OverviewExpertFlow Form Manager is a web based application designed for Pakistan Telecommunication Company Limited (PTCL) that is used for dynamic form creation and their management. In its core, the application is meant to provide the dynamic features to the administrator to manage various form entries, based on their business rules. Moreover, the application has also got a variety of other functions like user management, report generation, account settings, and user theme preferences.

Since the application is web based, it is highly deployable, more manageable and secures live data. In addition to that, application has consistent graphical user interface (to be illustrated).

1.2 Authorized Use PermissionUnauthorized/Illegal use of the application is strictly prohibited. Any effort to use the application illegally can cause serious consequences.

1.3 Points of ContactFollowing is the list of the concerned persons who may act as Point Of Contact (POC) for this application between PTCL and ExpertFlow.

1.3.1 Information Asjad Nawaz Maan

Asjad.nawaz@expertflow.com

0321-7502380

Chief Operating Officer, ExpertFlow Pvt. Ltd.

Sheeraz Saeed Lodhi

sheeraz.saeed@expertflow.com

0324-7433729

ExpertFlow IPCC Support Department

Malik Ehtasham ul Haq

Malik.ehtasham@expertflow.com

0334-4853664

ExpertFlow Development Department

1.3.2 Coordination Sheeraz Saeed Lodhi

sheeraz.saeed@expertflow.com

0324-7433729

ExpertFlow IPCC Support Department

Malik Ehtasham ul Haq

Malik.ehtasham@expertflow.com

0334-4853664

ExpertFlow Development Department

1.3.3 Help DeskExpertflow will create a WWW portal http://helpdesk.expertflow.com/otrs/customer.pl. to provide complete transparency on the support services provided. This portal will contain the following:

● New ticket tab to create new tickets.● Details of all tickets against particular login ID.● Help Desk will give live update for any update on ticket by customer /support team.● Details of all tickets against particular customer.● Search Tab provides the capability of real time search. And customer can create search

templates.

Customer can also open ticket by mailing on following email: helpdesk@expertflow.com

The below is a sample screenshot of the portal. All communication relating to this agreement should be made through the portal, for the sake of transparency

1.4 Organization of the ManualThe user manual for the Form Manager application is organized into three major parts which are covered under;

Getting Started (2.0) includes User Interface Illustrations, How to Log on, Understanding System Menu, Changing User’s Password and Exit System.

Using the System (3.0) is the major part of this document which includes Simple Form Operations (Create, Edit, Delete, View, View Entries, Import Data, Find, Sort, Duplicate, Disable ), User Operations (Create, Edit, Manage Roles, Delete, Suspend, Sort), Theme Preferences, Settings and Help.

Reporting (4.0) includes Viewing reports through widgets.

1.5 Acronyms and AbbreviationsPTCL = Pakistan Telecommunication Company LimitedEF = ExpertFlow Private LimitedEFFM = ExpertFlow Form Manager

UI= User InterfaceGUI= Graphical User Interface

2 GETTING STARTED

2.1 User InterfaceThe user interface of the EFFM can be distinguished into three different views. These views are consistent within all the application;

2.1.1 The HeaderHeader part contains the logo of ExpertFlow Private Limited.

2.1.2 The MenuMenu contains various menu items;

2.1.3 The CoreCore contains all the relevant application data and preferences;

2.1.4 The FooterFooter contains copyright signatures;

2.2 Logging OnUsers can log in to the application via the login panel shown below;

.

After inserting email address and password, click “Sign In” button to confirm Logging in.

2.3 System MenuThe system menu is divided into different menu options which are;

2.3.1 Manage FormsUsers can manage forms using this menu item.

2.3.2 Edit ThemesUsers can edit application themes to make UI cozy for them.

2.3.3 UsersAdmin can manage Users through this menu item.

2.3.4 SettingsUsers can edit preferences for the application through this menu item.

2.3.5 My AccountUsers can edit their passwords through this menu item.

2.3.6 Sign OutUsers can “Sign Out” of the application via this menu item.

2.4 Changing User PasswordUsers can change passwords through four easy steps;

1. Go to “My Account”

2. Enter your Email Address

3. After you entered the email address, click on “Change Password” button

After that, you will see the following screen

4. Enter New Password, confirm New Password and click “Save Password” button.

Your new password will be saved.

2.5 Exit SystemUsers can exit from the system by;

1. Clicking on “sign Out” button

After signing out, application will be redirected to the login page.

3 USING THE SYSTEM (Delving deeper)You have been experiencing EFFM for a while and must have got used to its user interface (UI) and some of the primary functions of the application. Now, we are going to delve deeper into the core functionalities of the application which include Form operations, users operations, Themes, Settings etc. Let us start USING THE SYSTEM.

3.1 Simple Form OperationsWithin the application, a Form is the basic entity upon which all the application architecture rests. A user/admin can have various operations on a form like create, edit, view a form, view form entries, import data into a form from csv upload, find a form (by tags, by name), add tags to a form, sort forms, make a duplicate copy of a form and disable a form. Let us see how a user can perform all of these operations on a form.

For the sake of simplicity, we shall consider a sample form named as “PTCL-1” throughout this module.

3.1.1 Create a formA form can be created by a four step process illustrated below;

1. Within “Manage Form” menu, click “Create New Form”

2. Drag the form fields from the right pane and Drop them into the left vacant area.

3. With every field you drag and drop, you can dynamically see the changes in effect. After you end up putting form fields, click “Save Form” button.

4. After you click on “Save Form”, a success message will be displayed.

3.1.2 Edit a formUsers can edit an already created form by a three step process;

1. Click on “Edit” for the relevant form you want to edit.

2. You can edit the black marked section by clicking on any field you want to update.

For example; if you want to edit, delete or make a duplicate of “Phone-1” field, you can perform the operations respectively.

3. After you have made changes and clicked “Save Form” button, you will get the Success Message.

3.1.3 View a formIf you want to view the actual layout of the form, click on the relevant Form “View” option.

Application shows the following form in the new web page.

PTCL will integrate the EFFM with the agent’s CTIOS desktop and form structure will be used in dialing out campaigns. Within CTIOS, it is necessary to have matching fields which correspond to the application’s data. For example, in order to have a dial out from PTCL-1 form, within the CTIOS, a field containing number and another having form name must be specified. In this case, there should be a number field (it can be any phone number from the following form) and a field with “PTCL-1” label within CTIOS.

After integration with CTIOS desktop, agent will see the following form and can manually insert records via this interface.

3.1.1 Import DataThis is the most important and critical functionality of the application where a user can upload a .csv file to add bulk entries in a form. For this feature, strict mapping rules are applied on both the application and the uploading files which mean that you need to have a specific format of the file that must correspond to the format of the form created in the application.

For instance, for PTCL-1 form, let us import a file named “test.txt” which contains following text in following comma separated format;

For this, we need to have a three step process;

1. Click “Import” relevant to the PTCL-1 form.

2. System shows no file chosen, Click “Choose File” button and then choose “test.txt” from the system.

3. Once the file is chosen, click “Save file” button.

3.1.2 View EntriesIn order to view imported entries in PTCL-1 form, click on “Entries” button;

The system will display all the entries which have been uploaded from the “test.txt” file into the PTCL-1 form.

3.1.1 Adding Tag(s) to a formTags are the markers used for highlighting keywords for a form. For PTCL-1 form, let us create a tag named as “ptcl”;

1. First, you need to click on the tag icon for a relevant form.

2. Then you need to name that tag and “Save” it.

3. You can confirm whether a specific tag is added or not by watching on the form bar.

In this way, you can add as many tags to a form as you can.

3.1.2 Find a formIn case of a long list of forms created, you can also have the dynamic feature of finding specific (set of) forms which you want.

For this use case, we have two different options;

1. Find via Form title

2. Find via Form Tag.

3.1.3 Sort formsWithin a long list of forms, a user can also have the leverage to sort forms according to various options available which include sort by

Date Created (checked by default)

Form Title

Form Tags

Today’s Entries

Total Entries;

3.1.4 Make a Duplicate formIn order to create a duplicate of a certain form, Click on “Duplicate”

After you click “Duplicate”, system creates a duplicate of a PTCL-1 form

3.1.5 Disable a formA user can also disable a form to cease its working.

3.1.6 Enable a FormIn the same way, you can also enable a form as well.

3.1.7 Delete a FormA user can delete a form via three step process.

1. Click on “Delete” button

2. Confirm Deletion

3. So you have deleted the form

3.2 User OperationsWithin EFFM, a user is defined as an entity with a specific set of roles and permissions that has either been given implicitly (in case of admin) by the application or an explicitly (in case of other users) by an admin.

Like the form operations, EFFM also has the feature of User Operations which means that you can create, edit, view, delete, manage roles, suspend, filter users and sort users.

3.2.1 Create a userIn order to create a new user;

1. Click on “Users” menu item and then “Create New User”

2. Following form will be displayed asking for specifying “User Profile”, “User Privileges” and “User Permissions”

3. Fill in the form entries. For instance, a user named as “User_PTCL” with specified email and password has been created. This user is given the privileges for “creating new forms” and “creating new themes”. Then the user is given all permissions over “PTCL-1” form. After doing all this, click “Add User” button and the user with specified privileges and permissions will be added.

4. In order to check whether the user with specified privileges and permissions has been added or not, “Sign Out” of Admin account and try logging in as “User_PTCL”.After logging in as “User_PTCL”, you will notice that only that set of actions will be allowed to this particular user which was allocated while creating that user.

You can see in the above figure that this user has fewer privileges than an admin user and the user can only manage operations over PTCL-1 form.

3.2.2 Edit a userIn the same way, as an admin, you can also edit an already created user.

1. Click on the user you want to edit. For example, “User-PTCL”

2. You will see the details of that user after clicking on the user. Click “Edit” to edit user.

After clicking Edit, you will see the following screen illustrating the details of the user to edit.

3. Edit the fields you need to modify in the user’s profile, privileges or permissions. E.g. In the recurring example, “User_PTCL” has given an additional set of permissions for “Import” form as well.

After you apply changes by clicking “Save Changes” button, system generates a success message.

4. After saving the changes, let us check whether the user has been edited or not. For this, we need to “Sign Out” from admin account and login with this user’s account to see the changes in place.

You can notice that after assigning “Import” form permissions, this user can perform operation on this form as well.

3.2.3 View a user1. Click a user from the user list.

2. You will view the user’s details

3.2.4 Filter usersWithin a list of users, you can also apply filters to search for specific set of users. Filters can be applied on the basis of UserID#, Name, Email, Admin Privileges and Status of the users. You can also apply a combination of filters to this search.

For example, let us search our user “User_PTCL” by applying filter by User ID#, Name and Email and a combination of two fields through a step of process;

1. Click on Users Menu to see all the users and Filter option. Click “Filter Users” button.

2. To search with the name that begins with “User” and click “Apply filter” button.

It will display the following result(s)

3. To search with User ID#, Follow step 1 and enter User ID#. In our example, it is “19” to search “User_PTCL”

4. To filter a set of users via their email, follow step 1 and enter email.

5. To filter users with a combination of fields, select the combinations and apply filters.

3.2.5 Sort usersYou can also sort users on the basis of User ID#, Name, Email, Admin Privileges and Status both in ascending and descending order by clicking on “Sort By” dropdown and selecting the mode of sorting.

3.2.6 Suspend a userAn admin can have the permission to suspend any user to prohibit the use of the application to that specific user.

To suspend a user, e.g. “User_PTCL” follow the process below;

1. Select the user from the list

2. Click “Suspend” button

3. Check the status of that user in the users’ list

4. To check whether “User_PTCL” has been suspended or not, try to login with that user. The system will generate an error.

3.2.7 Unblock a userLikewise suspension of the user, by proceeding with the following steps, you can also unblock the user.

1. Select the “Suspended” user from the list

2. Click “Unblock” button

3. Check the status

4. To confirm whether the user is unblocked or not, try logging in as “User_PTCL”

5. After the user is unblocked, you may successfully login.

3.2.8 Delete a userAn admin/authorized user can also delete a user.

Follow the steps to delete a user named as “User_PTCL”

1. Select a user to view

2. Click “Delete” button

3. Confirm Deletion

4. User is deleted

You cannot find the user in the list now.

3.3 Theme PreferencesYou can also change the themes according to your preferences.

1. Click on “Edit Themes” menu item.

2. Select the appropriate theme to apply

3. Click on the relevant theme to apply and view changes

4 REPORTINGWithin EFFM, you can also add report widgets to display a variety of reports in different formats like charts, tables, graphs etc.

4.1 Report CapabilitiesAuthorized users/ admin can select a specific widget and can add that widget to a specific form to display report in that specified format.

4.1.1 Adding a WidgetBefore you can generate a report, you need to add a widget to a form first.

1. Click on “Report” button relevant to the form, say, PTCL-1, in our example.

2. Currently, no widget is added. Add a widget by clicking “Add New Widget”.

3. Select a widget and add it to the form.

4. Success message shows that the widget has been added.

4.1.2 Generating Report1. Click on “Report” button relevant to the form.

2. System shows the report view

4.1.3 Open a reportClick Open to open report in a new tab

System will open a report in a new browser’s tab.