Smart eForms Design Example

This document will guide you through the process of designing and creating a real world paper based form as a Mythradon Smart eForm.

The example that we use is an Australian CentreLink Application for Advance Payment form.

Page 1

Page 2

CentreLink provide this as a two page PDF document. There are decision steps in this that guide the user to different 'next' questions based on the answers to a previous questions.

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Step 1: Review the Form and Create a Process Flow Diagram

The first step is to carefully review the form and translate its key steps into a clear, structured process flow diagram.

To do this, we recommend using a workflow design tool such as Draw.io. Draw.io is a free, web-based diagramming tool that allows you to visually map out processes, making them easier to understand, communicate, and improve.

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Example: Converting a Paper Form to a Process Flow

The diagram above illustrates how the Australian Centrelink Advance Payment paper application form has been translated into a step-by-step process flow. This visualisation helps identify key decision points, responsibilities, and potential automation opportunities.

Creating process diagrams like this ensures a shared understanding of the workflow and lays the foundation for digitisation and system integration.

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Step 2 - Design the Fields

It is easier to use a spreadsheet to define the individual questions/fields and the appropriate data types to use to create the Smart eForm.

Use the following as an example on how to structure your spreadsheet.

Question / Message	Field Name	Data Type
QUESTION 1
Have you been getting a Centrelink payment, other than Family Tax Benefit, for 3 months or more?	existingCentrelinkPayment	ENUM - Options: Yes No
Not Eligible	notEligible	Rich Text Label - 'You cannot get an Advance Payment (unless exempt for ABSTUDY/Austudy/Youth Allowance).'
Type of Centrelink payment you are getting	typeOfCentrelinkPaymentYouAreGetting	Varchar
QUESTION 2
Do you have a debt with Services Australia or another Australian Government department?	existingDebt	ENUM - Options: Yes No
You cannot get an Advance Payment	notEligibleDebt	Rich Text Label - 'You cannot get an Advance Payment.'
ABOUT YOU - QUESTIONS 3-11
Centrelink Reference Number	centrelinkReferenceNumber	Varchar
Salutation	salutation	ENUM - Options: Mr Mrs Miss Ms
Family Name	familyName	Varchar
First given name	firstGivenName	Varchar
Second given name	secondGivenName	Varchar
Your date of birth	dateOfBirth	Date
Your permanent address	permanentAddress	Address
Your postal address	postalAddress	Address
Your contact phone number	phone	Varchar
Estimated fortnightly income	estimatedFortnightlyIncome	Currency
Estimated fortnightly expenses	estimatedFortnightlyExpenses	Currency
Fortnightly Excess	fortnightlyExcess	Currency
Read this before answering the following question	question10Text	Rich Text Label - 'Read this before answering the following question The Advanced is limited by maximum and minimum amounts - the amount...
How much money do you want to advance?	amountToAdvance	Currency
Do you want your Advance Payment in 2 instalments?	twoInstallments	ENUM - Options: Yes No
How much do you want in the first installment?	installmentAmount	Currency
When do you want the second installment paid?	secondInstallmentDate	Date
PRIVACY NOTICE - QUESTION 12
You need to read this	question12Text	Rich Text Label - 'You need to read this Privacy and your personal information...
DECLARATION - QUESTION 13
I declare that	question13Text	Rich Text Label - 'I declare that the information I have provided in this form is complete and correct...
Signature	signature	Signature Pad
Date	dateSigned	Date

Note

Any text blocks used on the form have been defined as 'Rich Text Label' data types.

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Step 3 - Design the Page Layout

In the list of fields above we have inserted lines to define the pages that will be created to group individual questions and messages.

Smart eForms are displayed as a multi page wizard. The user will answer the necessary questions on each page and press the Next or Previous buttons to navigate back and forth through the pages in the form.

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Step 4 - Create the Smart eForm

• Select eForms | Forms from the main menu
• Click the Create Form button
• Complete the following Fields:

Fields

Field Name	Value
Name	CentreLink Application for Advance Payment.
Is Active	False.
Expire Date	Leave this empty.
Description	Australian CentreLink Application for Advance Payment (SS352).

• Click the Save button

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Step 5 - Create the Smart eForm Version

• In Form Versions section, Click the Plus icon
• Complete the following Fields:

Fields

Field Name	Value
Status	Defaulted to Draft.
Reviewer Team	Optional.
Approval Team	Optional.
On Complete Team	Optional.
Header Main Label	Application for Advance Payment.
Header Sub Label	SS352.
Progress Bar Label	Completed.
Progress Bar Enabled	Checked.
Submit Message	The application is submitted.

• Click the Save button

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Step 6 - Create the Smart eForm Fields

Create the fields for the Smart eForm using the list of fields that we designed in Step 2.

• Click the Form Version we created in Step 5
• Click Fields Editor button on the top right of the screen
• In Fields Editor, click Add Fieldbutton
• Add the fields with corresponding names and labels as in Step 2. This step is similar to adding fields to an Entity
• Click the Save button

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Step 7 - Create the Smart eForm Page Layout

Create the pages for the Smart eForm using the groups that we defined in the list of fields in Step 2.

• Click to the Form Version we created in Step 5
• Click Layout Editor button on the top right of the screen. You will be navigated to Layout Editor screen

• The Arrow icon and Add Panel button is used to add more placeholder in the form. Let's try to add the placeholder for the first question

• Click the Arrow icon to add a panel inside Page 1

• Click the Plus icon to add 2 more panels inside the first panel

• Drag the fields for Question 1 to the panels
• Click Save button

• Continue to do similar steps for the rest of the form.

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See also

• Smart eForms
• Creating and Revising Smart eForms
• Smart eForm Data Types
• Smart eForm Dynamic Logic Properties

• Smart eForm Layout Editor

• Mythradon Bookshelf Home

• Mythradon Basics

• Mythradon Marketing
• Mythradon Sales
• Mythradon Service
• Mythradon System Administration
• Mythradon Tools

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