Smart eForms¶
Welcome to the Mythradon Smart eForms User Guide. This document will take you through the process of understanding and creating Smart eForms on the Mythradon Customer Success Platform.
What are Smart eForms?¶
In their simplest rendition, Mythradon Smart eForms are digital versions of an existing process that relies on real-time answers to previous questions to dynamically change what the user sees next. It’s like someone sitting down with a user and saying “oh, we can skip this section, because it doesn’t apply.” Only it happens automatically with every single user, every single time the Smart eForm is run.
Mythradon Smart eForms allows you to create forms by using simple graphical tools instead of using a programming language. This means that a user with no programming knowledge can configure these forms with data for a business process effortlessly.
Forms like applications, enrollments and account openings are critical points of engagement with your customers. But getting information can be challenging. Static fillable PDF documents and Web Forms are relics in today's digital world. Mythradon Smart eForms enable enterprises to digitally transform the forms experience. Applicants are guided step-by-step through each question and only relevant information is displayed based on previous answers.
Customers can upload attachments, or utilise their device's camera to take photographs. Even connect with third-party sources like the device’s GPS to automatically record location information.
You can start the process on one device and finish on another.
Use the built-in approval process associated with each form to ensure compliance with your policies and procedures.
The result is a faster, friendlier digital experience for your customers, partners and with fewer errors and less friction with your internal team.
Use Mythradon Smart eForms to help attract customers and keep them loyal by transforming traditional forms based processes into intelligent conversational user experiences.
When would you use a Smart eForm over a Standard Form?¶
Mythradon support two types of forms:
- Standard Forms
- Smart eForms
Standard Forms in Mythradon support:
- Many different data entry field types such as:
- Text fields with or without selection options
- Picklist fields
- Date/time fields with popup calendars
- Separate sections on a form to group fields in an order that streamlines data entry
- Fields and Sections can be conditionally hidden/displayed or made read only based on your conditional logic
These forms are good for data entry that is standard and doesn’t really need to change based on the user’s previous selection. This is where Smart eForms come into play. The following table lists a comparison between Standard Forms and Smart eForms to help you understand when to use one over the other.
| Functionality | Standard Form | Smart eForm |
|---|---|---|
| Requires Mythradon Tools | ||
| Dynamic conditions for making form Sections visible | ||
| Saves values into individual database fields | ||
| Display as a multi page wizard | ||
| Stores multiple versions of a form definition | ||
| Save multiple instances against another entity | ||
| Supports a Reviewer and Approval process | ||
| Supports auto activation | ||
| Auto expiry | ||
| Shows a progress bar of the forms completion | ||
| Shows a completion message | ||
| Form field editor | ||
| Dynamic conditions for making fields visible | ||
| Dynamic conditions for making fields required | ||
| Dynamic conditions for making fields read-only | ||
| Conditional options – for enum, multi-enum, checklist, array, varchar fields |
Examples of where to use Smart eForms¶
Mythradon Smart eForms can be used for a wide variety of situations. Such as:
- Teachers – To create short courses, assessments, surveys etc
- Students – To take structured notes, e-portfolio, research questionnaire etc
- Sales people – Lead generation, sales inquiry status, customer feedback etc
- Surveyors – Inspections, audits, building surveys etc
- Event Organiser – Lead capture at Trade shows, Conferences registration form etc
- Medical professionals – Recording Patient Medical History, trainee assessments etc
- And many other Data entry tasks.
How do Smart eForms Work?¶
Mythradon Smart eForms can be created and managed by authorised users in your system.
To manage Smart eForms select the eForms tab from the main menu.
This provides a sub menu with the following options:
- Forms
- Form Versions
- Form Instances
Forms¶
The Forms menu item will display the list of all available Smart eForms that you have access to. This is where you can create new forms, edit or deactivate existing forms.
This is the Forms Administrator functionality.
When a Smart eForm is edited it will result in a new version of the Smart eForm being created. In other words a Form has many Form Versions. It must have at least one version in order to be activated.
Form Versions¶
The Form Versions menu item displays the list of all versions of all the Smart eForms that you have access to. Each Smart eForm will need as a minimum one version. Each time a change is made to a Smart eForm that has been Activated a new version needs to be created by using the Revise functionality. The Form Version contains the definition of the Smart eForm fields and pages.
Note: The 'Form Versions' menu item may or may not be displayed. It is an optional way of helping to maintain your library of Smart eForms. This can be enabled by customizing your menu structure.
Form Instance¶
Each time a Smart eForm is used it creates a new Form Instance. A Form Instance contains both the questions and answers for a particular instance of a Smart eForm. Updates made to the underlying Smart eForm definition will not be applied to any Form Instances that are in use. Each Form Instance maintains it's original Smart eForm definition.
Form Pages and Sections¶
Before we dive into creating a new Smart eForm it is best to understand what the Smart eForms look like and what components make up the Smart eForm definition.
Each Smart eForm definition consists of following:
- Fields
- Page Layout
Fields¶
Each question or data entry item in a Smart eForm is defined as a Field. Each Field can only be used once throughout the definition of the Smart eForm.
Each Field needs to be a specific data type. Mythradon Smart eForms support a large number of data types that are all described in detail in the Smart eForm Data Types documentation.
In order to add a field to Smart eForm:
- Click
Fields Editorbutton. - Click
Add Fieldbutton. - Select the field type you wish to add. Enter the Name and Label for the field then click
Save.
Pages¶
Each Field needs to be added to a Page. Once users finish data entry for all fields in a page, part of the Progress Bar will be updated as a part of the Form is completed.
One Page can contain one or more Panels - which contain one or more Fields. Pages can be modified for a Form Version in Draft status via Layout Editor.
Creating a new Smart eForm¶
The steps for creating a new Smart eForm are as follows. If you have an existing paper version of your form that will make it easier.
- Design the Process Flow
- Define the Steps
- Decision Steps / Question (Steps that control process flow)
- Information Steps
- Define the Fields you need to capture
- Define the Review Process
Design the Process Flow¶
Design the process flow. Use a workflow design tool similar to Draw.io (https://drawio-app.com/). Draw.io is a free workflow design tool that can be used to create graphical workflow diagrams such as the following example:
Define the Steps¶
When designing the process flow of your Smart eForm you should define each step and type of step.
Specifically you want to define the decision steps in your process. Decision steps control what the next question will be based on a previous answer in the Smart eForm.
For example:
Q) Do you have any dependents?
Normally, this question is going to be followed by pages of additional questions and fields that the user will need to fill out if they have kids.
But what if you don’t have kids? What if you’re single?
A Smart eForm won’t show these questions at all. As soon as you say ‘no’ to the dependents question, it can take that into consideration when picking the user flow that’s best for the user.
Note: The 'Form Versions' menu item may or may not be displayed. It is an optional way of helping to maintain your library of Smart eForms. This can be enabled by customizing your menu structure.
Define the Fields¶
Define the question and the specific data type required to store the entered value.
Fields are used as questions or data entry points in a Smart eForm. Once a field is added to a Form, it can be set as Required or not depending on your business needs.
For example:
Q) Name and date of birth of the person who fills the form.
This question requires user to enter their name and birthday. Therefore, 2 fields can be added:
- A text field with label of Name.
- A datetime field with label of Date of Birth. You can also set the range of value of a datetime field. I.e: A date before 1920 will not be accepted.
Create a list or spreadsheet of the fields that you need for your form and then add them into the form is recommended.
To learn how to add fields into Form, click Field.
Define the Review Process¶
The Review Process is an optional feature of Smart eForms. In case your organisation requires one or more people to review the data submission of a form, or in other words - A Form Instance. You can add different teams consists of a group of users in Mythradon with the appropriate permission to review Smart eForms.
A Review Process can be applied for Form Versions and can only be edited when a Form Version is in Draft Status. To change the process in other statuses, Revise the Form Version back to Draft.
There are 3 types of teams available for Review Process:
- Reviewer Team: The Team responsible for Reviewing the Form Instance.
- Approval Team: The Team responsible for Approving the Form Instance.
- On Complete Team: The Team the Form Instance should be assigned to when the form is completed.
To understand more about this, see Create Smart eForm.
Sample Smart eForm¶
We understand that there is a lot involved in creating a Smart eForm. To assist with this process we have provided and example that takes you through the process of creating an 'Australian CentreLink Application for Advance Payment' form as a Smart eForm.
See also¶
- Creating and Revising Mythradon Smart eForms
- Mythradon Smart eForm Data Types
- Mythradon Smart eForms Design Example
- Mythradon Smart eForm Dynamic Logic Properties
- Mythradon Smart eForm Layout Editor
- Mythradon Basics
- Mythradon Marketing
- Mythradon Sales
- Mythradon Service
- Mythradon System Administration
- Mythradon Tools