August 31, 2016

iFormBuilder Essentials for Project Managers

Presenter: Berit Johannessen bjohannessen@zerionsoftware.com

Host: Mj Nesgoda mnesgoda@zerionsoftware.com

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iFormBuilder Project Management

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iFormBuilder Project Management

• iFormBuilder Project Manager Checklist.

• How to increase productivity

• Recent Releases

About Webinar

iFormBuilder Project Management

Users Forms

Devices

ProfileData

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type.

Edit and review forms to eliminate human error and post data cleansing.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type.

Edit and review forms to eliminate human error and post data cleansing.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

Create a profile for: • Projects where users and data need to be separated. • Testing and/or a form library.

iFormBuilder Project Management

Structure of a Dedicated Database

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type.

Edit and review forms to eliminate human error and post data cleansing.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

Add/Edit Users✦ Use correct Email address as this is what is used for

resetting passwords.

✦ iFormBuilder Built-in Functions use First Name, Last Name and Email address and are CASE SENSITIVE.

✦ Location to Unlock Username.

Add/Edit UsersUser Role Rights Assigned Description of Access

End-User None •  Edit and view their “My Profile”

Form Builder √ Right to Create Forms

•  Create forms.•  Can NOT make changes to forms created by

other users. •  Do NOT have access to assign a form. •  Edit and view their “My Profile”

Company Admin

√ Company Admin •  Ability to add/edit users•  Assign forms to users•  Create and manage Form Groups and User

Groups•  Send notifications to users devices•  Edit company info.

FormBuilder & Company Admin

√ Right to Create Forms√ Company Admin

•  Access to all the Form Builder Rights & Admin Rights.

•  Access to all forms created within the company profile. 

Add/Edit UsersA

dm

in

Form

Bu

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er

Add/Edit UsersUNLOCK USERNAME Unlock a Username that has failed to put in the correct password on their device 11x.

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type. Review forms to eliminate human error and post data cleansing.

Edit and review forms to eliminate human error and post data cleansing.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

Initial Project Considerations

• What devices will the end-users have access to?

• What naming convention do I use for this form and option list?

• How should I structure the form? Are there going to be subforms? Where can I split up my form into different subforms?

• What element input types should I use for each question?

• Where can I add form functionality (Smart Controls) to cut down on human error and input?

1. Test form on multiple devices before going live/deploying to users. If you don’t, your form may not work properly for the data collectors.1. Test before going live. 

2. Unique Data Column Names that are database friendly.*

3. DO NOT change Input Type, Data Size, or Encryption for an element on a live form. IT WILL DELETE DATA.

4. If no longer using an element, do not delete make “Disabled”

Test on the different device types.

Test on the smallest device.

If you are deploying a project that is using both Android and iOS operating systems, iForm capabilities may only work on 1 of the device types. If you have not tested your form on both device types, you could end up assigning a form that cannot be used properly. Link: Differences Features between iOS & Android Devices

If users have access to devices in multiple sizes, test on the device that has the smallest screen size. When using a Select Option List element or the Toggle element with longer text, you

may not be able to read all of it on smaller screen sizes.

1. Test before going live.  2. Unique Data Column Names that are database

friendly.* 3. DO NOT change Input Type, Data Size, or

Encryption for an element on a live form. IT WILL DELETE DATA.

4. If no longer using an element, do not delete make “Disabled”

2. Make sure you use Unique Data Column Names (DCN) that are database friendly. (Reserved Word List) or you will not be able to save.

Screenshots with a green boarder are displaying the Beta Form Builder 2.0 interface.

<— IF DCN is not friendly, and you receive an error message using the classic Form Builder, reload webpage, uncheck “Based on Label” and change DCN.

1. Test before going live.  2. Unique Data Column Names that are database

friendly.* 3. DO NOT change Input Type, Data Size, or

Encryption for an element on a live form. IT WILL DELETE DATA.

4. If no longer using an element, do not delete make “Disabled”

If you are no longer using an element on a live form, or need to change the Input Type, Data Size or Encryption, check the “Disabled” box in the Input Properties. Make a Copy/Duplicate the Disabled element and make changes to the duplication. This will add a new row to your data, but you won't lose any data previously selected.

1. Test before going live.  2. Unique Data Column Names that are database

friendly.* 3. DO NOT change Input Type, Data Size, or

Encryption for an element on a live form. IT WILL DELETE DATA.

4. If no longer using an element, do not delete make “Disabled”

3. Do NOT change ELEMENT INPUT TYPE, DATA SIZE and ELEMENT ENCRYPTION on a live form (a form that already has data associated to it) IT WILL DELETE DATA. *

Screenshots with a green boarder are displaying the Beta Form Builder 2.0 interface.

EDITING LIVE OPTION LISTS

How to make edits to an Option List without losing data.

Option Lists• Option Lists are universal in a Profile. Editing the option list will make changes to all forms that are assigned the list.

• Elements that use Option Lists are: SELECT, PICK LIST, MULTI-SELECT, and EMAIL.

Option List Manager+ Adds a new Option List at top of list titled # My Option List.Advanced- Key Values need to be unique and can be edited.- Add functionality for “Segmented Option Lists” Icon URL- Add image icons to option list text (Not available on Android).

Select - Pick-List - Multi-Select

Option List Edits• Removing Options will delete all data previously collected. • Changing the Key_Value or Sort Order (Index Value) on a live option list can result in a

lose of data. • Changing the option list element type will result in data lose. • Form Builder 2.0 allows for copying of lists. Do this to eliminate chance for error when

making multiple edits.

How to Add or Hide Options in a list.• Add NEW options to bottom of list. • Place false in Condition Value to hide an

option if no longer in use (and true where the list should show again).

Understanding Option List Data• Data Views will always show the label of a

response. • XLS, XLS+ Feeds will show the index value

of response. • XML, JSON, RSS and ATOM Feeds will

show the KeyValue.

• Eliminate error.

• Eliminate data cleansing.

• Use widgets like Option Lists, Range, counter etc instead of free text.

• Include descriptions in fields when longer questions.

• Adding masks when needed.

What are Smart Forms?

iFormBuilder Project Management

Adding logic to forms to create custom workflows, eliminating human error and user interaction.

Eliminate Error with Smart Forms

✦ More Advanced Input Types that require some configurations.

✦ Using iFormBuilder Smart Controls

✦ Location Widget Smart Controls

✦ Creating Segmented Option Lists

✦ iFormBuilder Built-in Functions

✦ Smart Table Search

iFormBuilder Project Management

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type. Review forms to eliminate human error and post data cleansing.

Assign Forms/Form Groups to Users/User Groups.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

User Groups give you the ability to clump users together who will be assigned the same forms.  

✦ A user can be a part of multiple groups.

iFormBuilder Project Management

Create User Groups

Helpful Hint: Adding "Group" at the START of the name will help identify it faster when assigning forms.

Form Group

Create a Form Group to assign forms are that usually are assigned together.

What are some good examples of how Form Groups can assist ones workflow?

Form Permissions:

• Collect: User(s) can collect data on the form assigned.

• View: User(s) can see all data collected in a specific form online and in the iPad “Manage” view.

• User Groups: User Groups are listed with all the individual users. This is why the naming convention comes in handy.

iFormBuilder Project Management

Form/Form Group Assignment to Users/User GroupsIn Form Assignment, select a Parent Form or Form Group to assign.

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type. Review forms to eliminate human error and post data cleansing.

Assign Forms/Form Groups to Users/User Groups.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

USING IFORMBUILDER POST FOR INTEGRATION

POST: Data delivery to the location of your choice, rather than coming to pick it up yourself (Feeds). Located in Form

Assignment.

POST URL

Name: Name of the POST service

Endpoint URL: The address iFormBuilder will send data to when a record is called for POST process

Post Data Format: The data format you want delivered to the Endpoint (XML, JSON)

Post Body Content Type: Encoding format of the data being sent to Endpoint. Options will vary depending on Post Data Format

Use Labels With this option turned on, the generated feed will be using element labels replacing element names and option labels replacing option keyvalues.

Error Email: An e-mail address that will receive an e-mail if the request fails after the number of retries is exceeded (5 days)

Notification Email: An e-mail address that will receive an e-mail each time a request fails with a 400 or 500 level code and has not exceeded maximum number of tries for Guaranteed Delivery.

Guaranteed Delivery: With this option turned on, when a POST request fails to reach the destination, it will be returned to a queue and will try again with the following schedule (1 minute, 5 minutes, 30 minutes, 6 hours, 24 hours)

POST URL’S

CUSTOM WEB SERVICES

API

Custom web services allow businesses to automate their unique workflows.

It allows for bi-directional data flow between iFormBuilder and internal system.

It is code written by developer(s).

• RESTful API

The iFormBuilder API v6.0 enables you to submit an API request in which you specify the fields that will be included in the API response. By only requesting information that it will actually display, you can more efficiently use network, CPU and memory resources instead of retrieving a full API feed, parsing it and dropping unused fields.

What is a custom web service?

1. Integrate data from multiple sources.

2. Redefine workflow.

3. Full Task automation i.e. update option lists, users tables,assigning records based on certain values or location etc.

Why would you need/want to develop a custom web service?

Getting Started: API Authentication

API Code Samples

iFormBuilder API Version 6.0

API 6.0 Apiary

Getting to Know JSON Web Tokens

Links for Building a Custom Web serviceSome groups have

developed a user guide for their custom workflow that includes topics like Data

Synchronization Overview, Form Development

Standardization, Table Modifications, Things to

Know When Making Schema Changes and Disaster Plans.

Additional Integration Resources

• Hardware Integration

• Software Integration

• iForm Data into ZoHo Reports

• Using BatchGeo To Visualize Location Data

• Using iForm 3rd Party App

• Designing a 3rd Party App (iOS and Android)

• iFormBuilder on GitHub

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type. Review forms to eliminate human error and post data cleansing.

Assign Forms/Form Groups to Users/User Groups.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

Define and map optimal workflow.

Set-up Dedicated Database environment with different company profiles (Growing plan+ only).

Create users in assigned profiles by following a naming convention & with correct permissions.

Create forms that follow best practices and users device type. Review forms to eliminate human error and post data cleansing.

Assign Forms/Form Groups to Users/User Groups.

Build integration through POST URL or API to automate workflow.

Observe project success!

Rinse & repeat for future projects.

iFormBuilder Project Management

iFormBuilder Project Manager Checklist

• Understand the different iForm Apps & the User License Model.

• Add Form Localization.

• Implement Report Scoring.

• Configure Dedicated Database: Branding, Email Host, Navigation tabs, etc.

• Customize Company Info including Media Configuration, Email & PDF customization, etc.

• Use Form Packages for back-ups and sharing.

• Data Filters and Stored Filters

• White Label Program

iFormBuilder Project Management

What else?

• Use Zerion Software & iFormBuilder Support

• Follow Release Notes

• Data Integration

• Custom Workflows

• Training

• Documentation

• Naming Conventions

• Create (or hire Zerion to build) training materials including a “Getting Started” Form and assign to users to support on app.

iFormBuilder Project Managerment

Increase Productivity

iFormBuilder Project Management

Increase Productivity: Dataflow Automation

iFormBuilder Project Management

Increase Productivity: Identity Management

iFormBuilder Updates

Increase Productivity: 2016 Notable Releases

winner

Click images & links below to learn more.

• Post Labels • Dynamic Email • Image Meta Data • Dataflow Automation • Android Added:

• Timer Element • Drawing Element • Element Description

• Sandbox Environment • Form Builder 2.0 Beta

Support

Project Services

Customer Success Center & Chat with an agent

Forum

Download iFormBuilder E-Books: https://www.iformbuilder.com/ebooks/

Release Notes iFormBuilder Training

Form Builder Certification

Live Webinars

BJOHANNESSEN@ZERIONSOFTWARE.COM

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