intralinks web forms designer user guide web... · 2017-11-20 · intralinks web forms user guide...

28
Intralinks Web Forms User Guide Intralinks 24x7x365 support US: + (1) 212 543 7800 UK: +44 (0)20 7623 8500. See the Intralinks login page for other national numbers Copyright © 2017 Intralinks, Inc. Version 1.5 August 2017

Upload: others

Post on 22-May-2020

4 views

Category:

Documents


0 download

TRANSCRIPT

Page 1: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Intralinks Web Forms

User Guide

Intralinks 24x7x365 support US: + (1) 212 543 7800 UK: +44 (0)20 7623 8500. See the Intralinks login page for other national numbers

Copyright © 2017 Intralinks, Inc. Version 1.5 August 2017

Page 2: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Intralinks Web Forms User Guide page 2

Table of ContentsChapter 1: Welcome.......................................................................................3

Chapter 2: Getting started .............................................................................4About Intralinks Web Forms ...............................................................................................4Before you use Intralinks Web Forms ................................................................................4Displaying Intralinks Web Forms ........................................................................................4Exiting Intralinks Web Forms..............................................................................................5

Chapter 3: Creating and modifying forms....................................................6Before you begin ................................................................................................................6

Tips for designing effective forms ................................................................................6Creating and preparing a new form ....................................................................................6About the toolbar ................................................................................................................8Adding fields to a form........................................................................................................8Adding images to a form...................................................................................................12Attaching files to a form ....................................................................................................12Adding and removing hyperlinks and email links to a form ..............................................13Adding a horizontal line to a form .....................................................................................14Modifying existing forms ...................................................................................................15

Chapter 4: Sending forms to recipients .....................................................17Selecting recipients and sending a form...........................................................................17Adding and removing recipients after a form has been sent ............................................19Deleting a form after it has been sent...............................................................................21

Chapter 5: Viewing and analyzing form results.........................................22Viewing form results .........................................................................................................22Analyzing recipient responses..........................................................................................23

Chapter 6: Responding to forms that you have received.........................26Opening forms that have been sent to you.......................................................................26Responding to forms that have been sent to you .............................................................27

Page 3: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Intralinks Web Forms User Guide page 3

Chapter 1: WelcomeIntralinks Web Forms allows you to create and distribute forms electronically and collect and analyze the recipients’ feedback. The process is quick and secure, and you can design forms that meet your particular information-collection needs.

This guide provides information about creating and sending forms, analyzing feedback and responding to forms that you may receive as a recipient.

Page 4: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Chapter 2: Getting startedOverview

Read this chapter for information about:

• Starting and exiting Intralinks Web Forms.

About Intralinks Web FormsIntralinks Web Forms provides a quick and easy way to design a survey, questionnaire or other form for collecting information from people you work with in Intralinks. Both forms and responses are secure.

When you create a form, you will select an Intralinks exchange containing the people who will receive the form. The same form can be reused with groups of people in other exchanges and can be modified if needed for these new groups.

Once you distribute a form, a dashboard makes it easy to see the number of responses that are returned for the form, as well as responses to individual fields in the form.

Before you use Intralinks Web FormsYou can create and send forms only if you belong to a business group for which Web Forms has been enabled. Web Forms must be enabled by an Intralinks employee. You can distribute the forms to the members of any exchange in which you have the Manager Plus exchange role.

Displaying Intralinks Web FormsIf you have difficulty logging in, contact Intralinks Customer Service for assistance. You can find contact information on the cover of this User Guide.

If you are unfamiliar with logging into Intralinks Classic, see the Intralinks Classic User Guide for Managers and Publishers or the Intralinks Classic User Guide for Reviewers for detailed instructions.

To start Intralinks Web Forms

1. Log into Intralinks Classic. The Intralinks Classic Hub appears.

Note: If any of your exchanges uses Intralinks’ new HTML5 interface, the Intralinks Exchanges list is displayed instead of the Intralinks Classic Hub. If this is the case, click the Intralinks Classic Home link at the bottom of the screen to display the Hub.

2. Locate the Web Forms link in the navigation bar on the left side of the screen and click it. The Created view of the All Forms screen appears in a new browser window or tab, displaying all draft (unsent) forms for exchanges on which you have been assigned the Manager Plus exchange role. The forms include both those that you have created and those created by coworkers with the Manager Plus exchange role. You also can view forms that you and other managers have sent or closed. If other people have sent forms to you to complete, they appear in a separate Received view.

Intralinks Web Forms User Guide page 4

Page 5: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

You can sort the forms using any column in the forms list. Click a column heading to sort the list using that column. Click again to reverse the sorting order.

You can perform a variety of tasks in Web Forms:

• If you want to create a new form or modify an existing form that has not been sent to form recipients yet, see Chapter 3, Creating and modifying forms, on page 6.

• If you want to send a form to recipients, see Chapter 4, Sending forms to recipients, on page 17.

• If you want to view or analyze recipient responses to a form, see Chapter 5, Viewing and analyzing form results, on page 22.

• If you have received a form and you want to respond to it, see Chapter 6, Responding to forms that you have received, on page 26.

Exiting Intralinks Web FormsIf you are creating or editing a form, be sure to save your changes before exiting.

To exit Web Forms but continue working in Intralinks Classic

◊ Click the Intralinks icon in the upper left corner of the screen. The browser window or tab will close and the Hub will be redisplayed.

Intralinks Web Forms User Guide page 5

Page 6: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Chapter 3: Creating and modifying formsOverview

Read this chapter for information about:

• Creating new forms.

• Using existing forms to create new forms.

• Editing forms.

Before you beginWhen you create a form, you will be asked to select an Intralinks Classic exchange that includes all the people who will receive your form. If you need to add people to an exchange or create a new exchange, you can find detailed instructions in the Intralinks Classic User Guide for Managers and Publishers.

Tips for designing effective forms

Keep the following tips in mind as you create forms. Well-designed forms can lead to better-quality feedback and a higher submission rate.

• Keep the form focused and short. Recipients are more likely to complete and submit a short form than a longer one.

• Be sure that labels, hints and other text is simple and clear.

• If you include single-choice fields, multiple-choice fields or drop-down lists, limit the number of options, if possible.

Creating and preparing a new formYou will complete a number of activities to create a form that is ready for distribution. Use the procedures in this section to create and prepare your form.

To create a form

The Created Forms view of the All Forms screen should be displayed.

1. Click the Create Form button. The Create Form screen appears.

The Create Form screen.

Intralinks Web Forms User Guide page 6

Page 7: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

2. Enter a name for the form. Be sure the name is descriptive so that you can easily distinguish it from other similar forms.

3. Select the Intralinks Classic exchange that includes the recipients for the form.

Note: Only exchanges in the Open phase can be selected. Exchanges in the Hold and Preparation phases are not displayed.

4. Click Create. The Details view of the form designer screen appears.

The Details view for a new form.

5. In the Settings section of the screen, enter the name that you want to appear in the From column on the recipients’ dashboard to make recipients aware of who has sent the form to them. We recommend that you use your organization’s name if an individual’s name may not be recognized by all recipients. Also enter or select the date by which recipients are expected to respond. Regardless of your entry here, recipients will be able to respond at any time until the form is closed. After the form is closed, no more responses can be accepted.

6. When you are ready to continue, click the Form Layout tab. A blank form layout appears, and you are ready to begin adding fields to your new form.

Intralinks Web Forms User Guide page 7

Page 8: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

A new blank form. .

Note the field types on the left side of the screen and the toolbar near the top of the screen, as well as the canvas that fills the main area of the screen — these are the tools that you will use to add content to the form that you just created.

About the toolbarThe toolbar allows you to perform many tasks quickly: you can undo and redo changes; cut, copy and paste text; add images and attach files to the form; format text; add horizontal lines; and add hyperlinks to web pages that are relevant to your form. Place your mouse pointer over each tool to learn the tool’s function.

The toolbar.

Adding fields to a formYou can add a variety of fields to your forms. With the exception of the File Drop Area field type, you can drag as many fields of each type as you need to the form and position them wherever you like.

You can use the following field types:

Single Line — Use this field type to allow recipients to enter a single piece of information, such as their name or title.

Multi-line — Use this field type to allow recipients to provide a longer response. Recipients will be able to enter up to 4,000 characters in each multi-line field.

Intralinks Web Forms User Guide page 8

Page 9: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

To add and arrange fields on a form

1. In the list of field types on the left side of the screen, click on the field type that you want and drag it to the canvas area (the large white rectangle in the middle of the screen). As you drag fields to the canvas, a dotted line appears indicating the area where fields can be added; it will grow as you add fields to the form.

You can add multiple fields of each type except for the File Drop Area type. Only one file drop area can be added to each form.

2. Once you have added fields to the form, you can begin arranging them. To move a field, place the mouse pointer over the field. A blue bar will appear on the left side of the field. Click on the bar, and drag the field to the location where you want it to appear.

The mouse pointer changes shape when you are able to drag a field.

Single Choice — Use this field type to present a number of options to recipients and allow them to select only one option.

Multiple Choice — Use this field type to present a number of options to recipients and allow them to select one or more of the options.

Drop Down — Use this field type to present a list of options to recipients and allow them to select only one option.

Date — Use this field type to allow recipients to enter a date. Recipients will be able to enter the date or use a calendar wid-get to select the date.

Note: The date field should be used to collect date information from recipients. If you wish to enter a date on the form, you can do so using text.

File Drop Area — Use this field type if you want to give recipi-ents the ability to attach files to their responses. Only one drop zone can be added to each form. As a best practice, we sug-gest that you place the file drop zone at the bottom of the forms you create.

Intralinks Web Forms User Guide page 9

Page 10: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

3. To save your changes and continue working, click the Save Changes button at the bottom of the screen.

To preview your form, click the Preview button at the bottom of the screen.

To edit field information

Labels are the names or descriptions that appear above all fields. Labels also appear next to options for Single Choice, Multiple Choice and Drop Down fields. All fields and options should have labels.

Hint text is optional. It can be added to Single Line or Multi-line fields to inform recipients about the information they should enter or to provide an example. Hint text often is used to guiding recipients to make their entry in a particular format. For example, the hint for a field used to enter a phone number might have the hint Example: +1 (212) 555-1111.

1. Click on a field to select it. The field will be highlighted. Now click on the label above the field to select it.

This field has been selected for editing.

2. Enter a descriptive name for the field.

3. If you want to hide the label, click the icon that appears to the left of the label. (Be sure to provide a descriptive label even if you choose to hide it; this will help you to differentiate the field from others on the form, and it will appear as a column heading on exported form results.)

As a general rule, field labels should not be hidden unless hint text or some other clue is provided to help recipients understand how they should use the fields.

4. If you are editing a Single Line or Multi-line field, you can enter text in the field that will appear as a hint for recipients completing the form. For instance, if you want recipients to provide an email address, the hint text might be: [email protected]

5. You can make a field required by clicking the asterisk icon that appears to the left of the field. Recipients of the form will have to complete all required fields before they will be able to submit the form.

The field above has been marked as required.

6. If you want to require recipients to enter numbers in the field, mark the 123 option that appears to the right of the field. If you want to allow recipients to enter any characters they like (including letters, numbers and symbols), be sure the Abc/123 option is marked, as shown above.

Intralinks Web Forms User Guide page 10

Page 11: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

7. If you are editing a Single Choice, Multiple Choice or Drop Down field, you can add or remove the options that are displayed for the field. Click the x icon that appears at the right end of an option to remove it. Click the plus sign icon (+) in the lower right corner to add another option.

A Single Choice field; the icons on the right allow you to add and remove options.

8. If you want to remove a field that you previously added, place your mouse pointer over the field. A trash can icon will appear in the upper right corner of the field area. Click the trash can.

Use the trash can icon to remove a field that you no longer want.

9. To save your changes and continue working, click the Save Changes button at the bottom of the screen.

To preview your form, click the Preview button at the bottom of the screen.

To add text to a form

You can add text that is not associated with any field. For example, you can add a heading and instructions at the top of your form. You also might add section headings within the form to group related fields together.

1. If you have not added any fields to your form, click inside the dotted lines at the top of the form and begin typing.

If you have added fields already, click above or below a field to add text in that location.

2. Use the tools above the canvas area to change the appearance of your text. Highlight the text that you want to change and then make whatever changes you wish to make. You can change the typeface, font size and color, and add other attributes, such as boldface and italics. You can move text to the right or left and change its alignment so that it’s right or center aligned or justified.

You also can use tools on the toolbar at the top of the screen to add images, attach files, insert hyperlinks and add horizontal lines to the form.

3. To save your changes and continue working, click the Save Changes button at the bottom of the screen.

To preview your form, click the Preview button at the bottom of the screen.

Intralinks Web Forms User Guide page 11

Page 12: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Adding images to a formYou can add one or more images, such as logos and informational graphics, to your form. You can give the images titles that can be read by screen readers or other assistive devices, link them to web pages and position them on the form.

To add an image to a form

1. Click the Insert Image icon in the toolbar at the top of the screen. The Insert an image from your computer or a network drive screen opens.

The Insert an image from your computer or a network drive screen.

2. You can drag image files from Windows Explorer or File Explorer to the window. Alternatively, click the browse your computer link to display a dialog box that you can use to select the images that you want.

You can include images that have been saved in file types that can be displayed on web pages, including .png, .jpg, .gif and .bmp. Other file types may not be supported by the browsers that your recipients use, and should be avoided.

3. When you have selected the files you want, click Insert. After a few moments, the images will appear on your form.

4. Use the alignment tools on the toolbar to change the image’s horizontal placement on the form. If you want to change the size of the image, click on the image to select it (a dotted line will appear around the image), then place the mouse pointer over the lower right corner of the image until the pointer becomes a double-headed arrow ; click and drag to change the size of the image.

Attaching files to a formYou can attach files to your forms. For example, you could attach a non-disclosure agreement and request that the recipients include the signed agreement when they submit their response.

You can attach files in the following formats: PDF, Microsoft Office (Word, Excel and PowerPoint), JPEG, GIF, BMP and PNG.

Intralinks Web Forms User Guide page 12

Page 13: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

To attach files to a form

1. Click the paper click icon in the toolbar at the top of the screen. The Attach Files screen appears.

The Attach Files screen.

2. Drag the files that you want to attach to the screen. The files you added will appear near the bottom of the screen.

Alternatively, you can click the browse your computer link to open a dialog box that will allow you to select the files you want to attach. Highlight the files you want and click Open.

3. When you have finished adding files, click Attach. The files will appear at the top of your form.

An attached file.

4. If you wish to remove a file that you have attached to your form, click the x icon on the right side of the attachment.

Adding and removing hyperlinks and email links to a formYou can add hyperlinks to text on your form. When recipients click a link, the web page associated with that link will open in a new tab or browser window.

You also can add links to email addresses. When recipients click these links, their default email application will open and a new message will appear with your address in the To: field.

Intralinks Web Forms User Guide page 13

Page 14: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

To add a hyperlink or email link to a form

1. Highlight the text that you want to appear as a link. (For example, you might highlight your company name and then link it to your corporate website, or you might highlight Contact us and then link it to the email address for customer service.)

2. Click the Link icon in the toolbar at the top of the screen. A menu appears.

3. Select Add Link. The Insert a Link screen appears.

The Insert a Link screen.

4. In the Type of link field, select either Web address or Email address.

5. If you selected Web address, enter or paste the URL (address) for the web page that you wish to link to. Do not enter a slash character (/) at the end of the URL.

If you selected Email address, enter the email address that you wish to use.

6. Click Insert. The text you selected now is a hyperlink or email link.

To remove a link from text

Use the steps below to remove the hyperlink or email link from text that you previously linked. The link will be removed, but the text will be otherwise unaffected.

(If you want to delete the text, as well as remove the link, you can simply highlight the text and press the BACKSPACE key.)

1. Highlight the link that you want to remove.

2. Click the Link icon in the toolbar at the top of the screen. A menu appears.

3. Select Remove Link. The original text is displayed, but no longer can be clicked to display a web page or create an email message.

Adding a horizontal line to a formYou can add horizontal lines to define the various sections of your form.

Intralinks Web Forms User Guide page 14

Page 15: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

To add a horizontal line

1. Position the cursor in the place where you want the line to appear.

2. Select the Horizontal Line tool in the toolbar at the top of the screen.

Modifying existing formsYou can make changes to the fields and layout of any form that is in draft state. (It has not been sent to recipients yet.) Once you have sent the form to recipients, no changes can be made to the contents of the form.

You also can copy an existing form that is in draft form or that has been sent to recipients. Existing recipients will not be affected in any way if a form they received has been copied.

To modify a form that is in draft state

The All Forms screen should be displayed.

1. Locate the form you want to modify and click on it. The Details view for the form appears.

The Details view.

2. Use the same steps that you used to create the form to make changes in the Details and Form Layout views.

3. To save your changes and continue working, click the Save Changes button at the bottom of the screen.

To preview your form, click the Preview button at the bottom of the screen.

To copy an existing form

You can copy forms that are in draft mode, as well as forms that you have sent or closed.

The All Forms screen should be displayed.

1. Locate the form you want to modify and highlight it.

2. From the Action menu, select Copy. The Create Form screen appears.

Intralinks Web Forms User Guide page 15

Page 16: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

The Create Form screen.

3. Enter a name for the form. Be sure the name is descriptive so that you can easily distinguish it from other similar forms.

4. Select the Intralinks exchange that includes the recipients for the form.

5. Click Create. The form designer screen appears, displaying the copied form. Review the form and make any needed changes.

Note: Images, attachments and settings on the Details view are not copied to your new form. This is to ensure that information is not unintentionally shared with recipients. Be sure to add any images and attachments that are appropriate for the new form.

6. To save your changes and continue working, click the Save Changes button at the bottom of the screen.

To preview your form, click the Preview button at the bottom of the screen.

Intralinks Web Forms User Guide page 16

Page 17: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Chapter 4: Sending forms to recipientsOverview

Read this chapter for information about:

• Sending completed forms to recipients.

• Adding and removing recipients after you have sent a form.

• Deleting a form that is no longer needed.

Selecting recipients and sending a formOnce you have finished designing your form, you can send it to recipients and begin collecting responses. After you have received responses from all the recipients (or are satisfied with the information you have gathered), you can close the form to prevent further responses.

Important! Once you have sent a form to recipients, you cannot change the form in any way, except to add or remove recipients. Be sure that you are satisfied that the form is complete before sending it to recipients.

To prepare a form for sending

The All Forms screen should be displayed.

1. Using the Drafts view, locate the form you want to send and click on it. The Details view for the form appears.

The Draft screen appears.

The Draft screen.

2. Review your entries in the Settings section of the screen to be sure they are current and complete.

The name you enter in the From field will appear in the From column on the recipients’ dashboards. Its purpose is to make recipients aware of who has sent the form to them. We recommend that you use your organization’s name

Intralinks Web Forms User Guide page 17

Page 18: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

if an individual’s name may not be recognized by all recipients. Also enter or select the date by which recipients are expected to respond. Regardless of your entry here, recipients will be able to respond at any time until the form is closed. After the form is closed, no more responses can be accepted.

3. Click the Send To tab to display the Send To view. This view displays all the people who are members of the exchange that you selected when you created the form.

4. Select whether the form will be sent to individuals or to groups.

• If you select Individual Users, each person you select will be able to respond on his or her own behalf. To select an individual, mark the box next to the person’s name.

The Send To view, displaying individual users.

• If you select Groups, all members of the groups you select will receive the form, but only one person in the group will complete the form on behalf of the group. To select a group, mark the box next to the group’s name. Note that you can send forms only to buyer groups and collaboration groups. If the exchange you selected contains only exchange groups, the Groups option will not be available to you.

To include all individuals or groups in the list, mark the box that appears in the heading area at the top of the list.

If you change your mind and wish to remove a person or group you have selected, unmark the box next to the group’s or person’s name.

5. When you have selected all of the recipients for the form, click the Email Alert tab to display the Email Alert view.

Intralinks Web Forms User Guide page 18

Page 19: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

The Email Alert view.

6. Enter a subject and message for the email that will be sent to recipients. The message will appear within the body of the email, along with a link to the form.

7. Click Send Form. A confirmation message appears; click Send. An email alert will be sent to everyone you selected in the Send To section of the screen.

Adding and removing recipients after a form has been sentYou can add and remove recipients to any form at any time, as long as the form has not been closed. Use the steps below to do so.

To add more recipients after you have sent a form

1. In the Sent view of the All Forms screen, locate the form you want to modify and click on it. The Sent screen appears, displaying the names of the people who have received the form already.

Intralinks Web Forms User Guide page 19

Page 20: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

The Sent screen.

2. Click the Recipients button and select Add Recipients from the menu that appears. A panel appears, displaying people in the exchange associated with this form who have not received the form yet.

A panel displays members of the exchange who have not received the form.

3. Select the people you want to send the form to, and click Add. An email alert will be sent to each person you selected.

To remove recipients after you have sent a form

Use the steps below to remove a recipient from a form that you have sent already.

Note: If you remove a recipient from a form, their response to the form will be deleted, as well. If you wish to remove a person’s access to the form but keep their response, remove the person from the exchange, rather than the form.

Intralinks Web Forms User Guide page 20

Page 21: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

1. In the Sent view of the All Forms screen, locate the form you want to modify and click on it. The Sent screen appears, displaying the names of the people who have received the form.

2. Mark the box that appears next to the name of each person you want to remove.

3. Click the Recipients button and select Remove Recipients from the menu that appears. A message appears asking you to confirm your selection.

4. Click Remove.

Deleting a form after it has been sentIf necessary, you can delete a form that has already been sent to recipients. If a form is deleted, any responses from recipients to the form will be deleted, as well. When a form is deleted, it is permanently removed, and neither the creator nor the recipients will be able to view it again.

To delete a form after you have sent it

1. In the Sent view of the All Forms screen, locate the form you want to delete and highlight it.

2. Click the Actions button and select Delete from the menu that appears. A message appears asking you to confirm your selection.

3. Type yes in the box that appears in the message, then click Delete Form. The form is deleted and the All Forms screen is redisplayed.

Intralinks Web Forms User Guide page 21

Page 22: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Chapter 5: Viewing and analyzing form resultsOverview

Read this chapter for information about:

• Viewing recipients’ responses to forms that you have distributed.

• Analyzing the information captured in recipient responses.

Viewing form results

To view form results

1. Display the Sent screen.

In the Sent view of All Forms screen, locate the form you want to view and click on it. The Sent screen appears, displaying the names of the people who have received the form.

If the status displayed for a recipient is Open, the recipient has not made any changes to the form yet. If the status is Draft, the recipient has begun making entries on the form but has not submitted the form to you yet. If the status is Submitted, the recipient has completed and returned the form to you.

The Sent screen.

2. To view a list of people who have not responded yet, click the Not Responded button. This view shows the status for each individual. If an individual has viewed the form, the date on which the form was viewed is displayed.

Intralinks Web Forms User Guide page 22

Page 23: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

The Not Responded view of the Sent screen.

3. If you wish to send a reminder email to the people who have not yet submitted a response, mark the box next to the name of each person you want to contact, then click the Send Reminder button. A panel will appear with the subject line and message that you used in your initial email to the recipients. You can change this text. Click Send Reminder to send the email to the selected recipients.

Analyzing recipient responses1. Display the Sent screen.

In the Sent view of All Forms screen, locate the form you want to view and click on it. The Sent screen appears, displaying the names of the people who have received the form.

Note: Individual recipients or groups that have been removed from the exchange are included in this view, along with their responses. If you do not want these recipients or their responses to be included in the form results, you must remove them from the form. To learn more, see “Adding and removing recipients after a form has been sent” on page 19.

2. To view a list of people who have completed the form and submitted it, click the Responded tab. This view shows each individual who completed the form, and the date on which they submitted the form.

Intralinks Web Forms User Guide page 23

Page 24: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

The Responded view of the Sent screen.

3. Click on a recipient’s name to view the form and the recipient’s responses.

A completed response.

4. Click Print to print the response or to save it in PDF format, if your computer has software that allows you to do so.

5. (Optional.) If the response is in order, click the Accept button to accept the response and close the panel. The response’s status will be updated to Accepted and the Responded view will be redisplayed.

You are not required to accept completed responses. You can simply close the response screen by clicking the Cancel link or the x icon in the upper right corner of the response screen; the Responded view will be redisplayed. The response’s status will remain Submitted.

6. If the recipient has omitted required information or provided an incomplete response, you can reject the submission. Click the Reject button. A new

Intralinks Web Forms User Guide page 24

Page 25: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

panel will appear on the screen allowing you to send an email message to the recipient explaining why the form was rejected. When you have completed your message, click Send. The Sent view will be displayed. The recipient’s name will be moved from the Responded view to the Sent view and the response’s status will be changed to Rejected. An email containing your message will be sent to the recipient.

7. To export the data from specific responses to a Microsoft Excel worksheet, mark the box next to the name of each recipient you want to include (or mark the box next to the Recipient column heading to select all recipients), then click Export Excel (Data Only). Depending upon how your browser is set up, the worksheet will open automatically. If the worksheet does not open, check your Downloads folder. You can use the worksheet to perform more advanced analysis on the responses.

8. To download a collection of PDF files containing the completed responses, mark the box next to the name of each person you want to include, then click Download. A compressed (.zip) file containing the responses will be downloaded. Within the .zip file, a separate folder will be created for each recipient. Any files attached to the form by the recipient will be included in the .zip file, as will any images that were included in the form.

Intralinks Web Forms User Guide page 25

Page 26: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

Chapter 6: Responding to forms that you have receivedOverview

From time to time you may receive forms, as well as send them. Read this chapter for information about:

• Opening forms that have been sent to you.

• Responding to forms that have been sent to you.

Opening forms that have been sent to youLike the recipients of your forms, you will receive an email alert to let you know that a form is waiting for your response. To view the form, you can click the Go to the form link in the alert.

An email alert with a link to a form.

If you are logged into Intralinks Classic, the form will open automatically. If you are not logged in, the Intralinks Classic login screen will appear, and the form will open after you have entered your email address and your password, if you are required to provide one.

Intralinks Web Forms User Guide page 26

Page 27: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

A form that is ready to be completed.

Alternatively, you can display and complete the forms that you receive from within Web Forms. Use the steps below to do so.

To display a form from within Intralinks

1. Launch Web Forms as you normally do:

• Log into Intralinks Classic. The Intralinks Classic Hub appears.

• Locate the Web Forms link in the navigation bar on the left side of the screen and click it. The All Forms screen appears in a new tab or window, depending upon the browser you are using. The To Be Completed view of the Forms I’ve Received tab appears, displaying all of the forms you have that are waiting to be completed.

2. Click on the name of a form that you want to view. If any files were attached to the form, they will appear at the top of the form. You can open and print these attachments.

Responding to forms that have been sent to youYou can take the following actions on the forms you receive:

• You can print the form. Click Print. The form will be printed as it appears on the screen.

• If the creator of the form attached files to the form, they appear at the top of the screen. You can click on the attachments to download them.

• You can save whatever changes you have made and return to the form later to make additional changes if you like before returning the form to its sender. To do so, click Save for Later. The form’s status will be changed from Open to Draft.

Intralinks Web Forms User Guide page 27

Page 28: Intralinks Web Forms Designer User Guide Web... · 2017-11-20 · Intralinks Web Forms User Guide page 6 Chapter 3: Creating and modifying forms Overview Read this chapter for information

• If you are ready to submit your response, click Send Response. The form’s status will be changed to Completed. The form will appear in the Completed view of the Forms I’ve Received tab. You can display and print your completed forms if you like.

If the person who sent the form closes it before you respond, the form will appear in the Completed view, but the Completed On column will be blank. Forms may be closed by their creators to prevent further responses.

Intralinks Web Forms User Guide page 28