12 May, 2020
Workflow for Responses - Beta
Process form submissions from start to finish
Extend your digital services to handle everything behind the scenes after a form is submitted.
We've been helping you transform how you capture customer requests with beautiful, easy-to-use forms since we first released OpenForms. Now we’re ready to help you process those requests with Response Workflow.
Build processes that keep everyone in the loop
Streamline what happens after someone hits submit without having to leave OpenForms. Use the new Workflow tab in the form builder to map out approval logic and assign reviewers. Easily set up notifications so respondents and staff are kept in the loop as submissions progress or they need to take action.
Take action with our review center
As new responses come in, reviewers can use the Review Center to approve, deny or move responses further along a path as straightforward, or complex, as you need it to be.
Why we made workflow
We're committed to helping you build efficient digital services that help your customers while also streamlining your team's processes.
Response workflow delivers further on this by helping residents stay up-to-date with the status of their requests and reducing the need for your team to handle submissions manually - all in one powerful tool.
Use workflows to automate the review and authorization processes that occurs once someone's submitted a form. Workflows can automate processes that are simple and easy, or complex and robust. Use it to streamline:
- Customer requests
- Information requests
- Registration forms
- Internal requests
And so much more.
Get the lowdown with our release webinar.
But that's not all. We've also added new features and made a number of improvements across the board including:
Access files that are too big to email without logging in
We've introduced a new option that allows you and your team to download linked files without always having to log in. This makes the experience of working with emails and files a whole lot easier.
You can now configure forms to allow access to files without a login
Administrators can now configure links to uploaded files and PDF summaries in emails to work in two different ways:
- Allow these links to be accessible to any person without the need to log in
- Enforce logins for forms that carry confidential data that require stricter access rules
No permissions will change automatically and this feature will need to be configured by your Account Owner if desired. A new setting has been added so that you can lock things down instantly and enforce logins across your whole organisation if you change your mind.
What happens when a respondent uploads files bigger than 10MB?
- For those forms configured to attach uploaded files and to allow downloads without logging in, OpenForms will automatically include links to the downloadable files in emails making file access only a click away.
- For forms configured to leave out uploaded files out of emails, OpenForms will never automatically add a link to downloadable files. If needed, you can manually insert downloadable links within the email template.
Give your confirmation messages and emails a human touch with more answer piping
Last release we added the ability to pipe answers across a number of areas of your forms, confirmation messages and emails. By automatically using respondents names in emails, for example, you can make the experience of filling in a form more conversational and contextual.
This release, we've extended the fields you can pipe answers from so that more answers can be piped in when you need them.
Do note that email subjects are designed to be short, snappy and plain text. We have designed them to support short answer fields such as textbox, number, radio button and dropdown fields, excluding support for fields such as checkboxes, signatures and radio matrixes.
Theming and accessibility improvements
We've updated our default theme to make it more accessible. And be more complimentary to a wider range of brand colors from custom themes. As of this release OpenForms further adheres out of the box with more with more of the latest Web Content Accessibility Guidelines - WCAG 2.1.
Here are the changes we have made to our default theme:
- New colors and interaction states for hover and focus across many elements for improved contrast and keyboard navigation.
- The color of a number of elements more subtle - complementing a wider range of brand colors.
- Altered semantics of HTML behind the scenes to adhere to WCAG 2.1 AA needs
If you have custom theming applied to your forms we recommend a quick review to make sure everything is working as it should.
Help users submit forms faster by using autofill
As part making sure we adhere to the latest Web Content Accessibility Guidelines, we've included some new options to help people autofill details such as their name that they have stored in their browsers. Here's how it works:
- For text, dropdown, date and email fields you can now select from helpful autofill options such as First Name, Surname and Address.
Should you need, you can turn off autofill entirely for individual fields. This will stop the browser from attempting to automatically enable autofill where it thinks it would be helpful.
Changes for developers
Payment gateway transaction IDs are now passed through on form submit
We've added the transaction ID received from payment gateways to be part of the data sent through from data connections on form submit. This will allow you to get this ID along with all the other information about the form response instead of needing to do another request back to OpenForms to gather that information.
You can now fetch individual responses with ResponseID
Our API has been extended with methods to get, patch and delete responses using the responseReferenceId field. This makes it that much easier to fetch individual responses programatically after receiving calls from OpenForms data connections.
- Radio and checkbox matrix fields are now easier to view on mobile devices, and are more compatible with screen readers.
- Links in paragraph text are now underlined as well as coloured differently from other text.
- Default form colours now have increased colour contrast (this may affect custom CSS used to modify some elements of forms - we’ll be in touch if this is the case for you).
- The borders on input fields such as text boxes now have contrast with their backgrounds.
- Checkbox and radio buttons are now easier to see.
- Keyboard accessibility for radio and checkbox fields has been improved.
- Display focus is now available for each item in radio and checkbox fields.
- Previously, navigating the location field with a keyboard could ‘trap’ the cursor. This has been fixed.
- Fixed accessibility issues around dynamic page refreshes.
- Fixed accessibility issue identified with embedded forms.
- The file upload field is now easier to use with a screen reader (this may impact custom CSS used to modify some elements of forms - we’ll be in touch if this affects you).
- Previously, autocomplete for text and location fields was unavailable when accessed through iOS accessibility features. This has been fixed.
- Textbox fields now use the 'input type' property in HTML to better represent them to the browser and screen readers
- The button to create users becomes available again after deactivating a user and the number of active user accounts is under the limit again.
- When navigating to a page within the admin or connectors area and needing to log in, users are directed straight to the page they requested once logged in instead of being shown the forms listing page.
- When swapping between workspaces on the forms listing, the keyword filter is now cleared to show the full listing of forms in the workspace.
- Previously, it was possible to move a date field below a field that was referencing it. This is no longer possible.
- Image elements on a form will no longer allow duplicate external IDs within the same form.
- Previously, when deleting a field that had previously been referenced in display logic - but no longer was - users would see a warning dialogue that their actions could break display logic. This is no longer the case
- Fix default date for date field on form build not being retained when setting the date by using the input field triggered picker
- Previously, when selecting a default value for a date field using the calendar date picker it would not store the selected value, now it does.
- Predictive search fields for users will now match when searching for both their first and last name
- Previously, users receiving an email from OpenForms would encounter rendering errors if the header image was blocked or not loaded. This has been fixed.
- Previously, if the account owner changed their email address immediately after registration, alerts would still be sent to the previous email address. This has been fixed.
- When editing form permissions, admins will now see an error message if their changes mean no-one can access the form.
- Added a character limit to credit card expiry dates and CVV fields to allow Google Chrome's autofill feature to populate credit card details correctly.
- The confirmation message editor in form settings has been improved to display more clearly in Internet Explorer
- When scrolling up and down the form builder using IE11 the toolbox would sometimes be disaligned with the page, this has been addressed.
- Improved performance of forms containing significant amounts of answer piping
- When saving changes on a field set that is being used by many forms it would sometimes time out, causing an error to be displayed. This has been improved.
- Previously when selecting the a calculator field as the reference value for a payment field authors could select a calculator positioned after the payment field in the form. Now they can only select previous fields in the form.
- Previously, when deleting a large number of form responses in bulk it would sometimes show a timeout error. The processing of this action has been improved to make this run more smoothly.
- Previously, forms using field sets in a particular way would not be displayed correctly, this has been fixed.
- The links to the help centre in the themes and lists pages now link to the correct articles.
- Previously, it was possible to make concurrent submissions of saved responses from multiple browser tabs, leading to duplicate payments on forms with payment fields. This has been fixed.
- Long labels in Rank fields will now display correctly.
- Fixed a formatting issue for deleted signature files in the response details page.
- The "Required error message" that can be set by authors for file upload field was not being used when showing the error on the form, instead it was using default OpenForms message. This has been fixed to use the custom one written by authors.
21 November, 2019
Track form performance with Analytics and Insights
We’re introducing some new tools to help you track the success of your forms and digital transformation projects: Analytics and Insights.
Each form you make in OpenForms now features an Analytics tab. Here you can see how people are using your forms. See where things are going right -- respondent numbers, time spent per form and per section, as well as completion rates. See, too, where things aren’t going as right -- track where people make errors and where they give up on a form.
See the benefit of bringing respondents online with our new Insights page. This page, available from the dashboard, displays stats on all your organization’s forms. See the money transacted, the average time respondents saved, and the time and money you’ve saved by choosing OpenForms. Use this information to see how your digital transformation project is tracking, and plan future improvements.
Build better forms with powerful new features
We’ve introduced several new features to make forms easier to create, easier to use, and more effective.
Pro, Business and Enterprise plans
Use answer piping to create dynamic, personalised forms by quoting information respondents provide earlier in a form in subsequent fields. Address respondents by their name, for example, or refer to each pet individually when someone's registering multiple animals. Answer piping can make forms friendlier and keep respondents focussed, resulting in a better user experience.
The Content field
We’ve consolidated the Heading, Paragraph, and List fields into a single field: Content. The Content field is a one-stop-shop for all form content that doesn’t require a response. It’s where you can explain a form’s purpose, for example, or outline the attachments respondents will need to supply. Use this field’s text editor to create and style all kinds of text: headings and paragraphs, lists, links, and piped answers.
We think grouping content fields together and giving you more control over the formatting of written content will make form creation quicker, easier and more powerful. Let us know what you think.
If you’re using the three superseded fields in existing forms, you can still see them in your form builder, but you won’t be able to add more from the toolbar (use the Content field instead). Likewise, if you access form details through the OpenForms API, those will still work. In the coming months, we’ll be phasing out the Heading, Paragraph and List fields.
We’ll be in touch about what to do when that happens. To get a head start, we recommend changing your forms over to the Content field and updating your integrations now.
A simplified version of the text editor is also now available within field and section descriptions, so you can add hyperlinks and piped answers to these fields.
Stop respondents from completing wrong forms
Pro, Business and Enterprise plans
We’ve updated the display logic for form sections. Now you can add a criteria to form sections that, when triggered, prevent respondents from continuing further or lodging that form. Use this where a respondent’s previous answers indicate a form isn’t useful to them. (Trying to register a cat with a dog registration form, for example). Add text or links to point waylaid respondents in the right direction.
Plus some small improvements...
We’ve expanded the way Enterprise users can use data connections to lodge and retrieve form data.
Data connections can now be triggered when a form loads. Use this to pre-populate fields such as a respondent’s personal details when that information is available (for example, when your form is hosted on a site that requires a login). We anticipate this will be a convenient feature for Intranets and other gated sites, such as job application portals.
You can now also insert additional information into data connections with Headers. Use headers to append authentication data for external services, add custom filters for data parameters, or insert any other information that isn’t contained within a form itself.
A new payment gateway
Pro, Business and Enterprise plans
We’ve added Payment Express PxPay to our list of available payment gateways for form payments. Payment Express has also changed their name to Windcave, so you’ll see this new branding in your payment gateway settings.
… and bug fixes
Form authors can no longer save forms containing field sets that have been modified while the form was being edited.
Fields that are referenced in subsequent smart logic have certain movement restrictions on them. This is intentional, to ensure smart logic triggers correctly. However, in some scenarios, movement restrictions were inconsistently applied (for example, referenced fields could be moved to the start of a section, but not back to their original position). This has been fixed.
Previously, a “saving form” popup would fail to display in Internet Explorer 11 when users confirmed changes in the form builder or form settings. This has been fixed.
Fields that are hidden by smart logic are now considered blank if used in subsequent smart logic.
Previously, users could navigate around disabled sections in form settings by using keyboard commands. This has been fixed and disabled sections are properly disabled.
When editing the formula of a calculation field, selecting “insert” without specifying a section or field would previously cause a rendering error, resulting in a blank page. This has been fixed.
Fields that are hidden by smart logic are now ignored by calculations.
In rare scenarios, calculation variables could fail to sync with certain fields. This has been fixed.
Previously, a form with a payment field that did not reference any fields in its calculation could be saved. This has been fixed, and payment fields must be set up properly for forms to be saved.
- We’ve expanded the criteria you can use to filter form responses. You can now search responses for addresses, transactions IDs, payment info, signatory names and the filenames of uploads.
- If a form respondent uploads more files, or a larger file, than the maximum value allowed by the form, this would previously trigger an unexpected error but allow the form to be saved and lodged. This has been fixed - a correct error message is now displayed and the form cannot be saved.
- Previously, minimizing a section in the form builder would trigger a warning that the user is navigating away from an unsaved form. This has been fixed.
- Previously, whenever a popup appeared, the content underneath would automatically scroll to the top of the page. This no longer occurs.
- Previously, some non-Latin characters could render incorrectly in lists. This has been fixed.
- Previously, users who access OpenForms via an OpenCities login were shown a potentially confusing error message if they tried to log in directly to OpenForms or tried to change their password. They are now directed to log in via OpenCities.
- Unverified users who requested an additional verification email after a failed login attempt were previously sent an email containing incorrect wording. This has been fixed.
- Invoice emails for Enterprise users with a manual payment plan now include purchase order numbers.
- Previously, when an Account Owner adjusted add-ons, navigated to the confirmation screen and then navigated back to the Change Add-ons screen, their new selection was forgotten. This has been fixed.
- Previously, unusually long form titles could affect the placement of form logos on printable form PDFs. This has been fixed.
- We’ve improved performance when viewing and searching for form responses.