Webform FAQ

Q:  How do I create a new copy of a webform I already have saved (populates fields I have already completed)?

A:  Start by navigating to the location of the stored webform document.  This may be accessed either at the source (specific place where the document is stored), or from the Webforms Data desktop (if available).  Once the form has been located, look for the ‘Clone Webform Data’ icon (looks like 2 letter/pages stuck together).  Note:  If this icon is not visible, ensure that the webform ‘Outlet Template’ has the ‘Enable Webform Data Cloning’ toggle enabled.  Click on the ‘Clone Webform Data’ icon to clone and then save a new instance of the webform document.  This newly saved instance of the form can now be edited and reassigned for signatures. Here is a training video that will show you how to clone a webform.

Q:  How do I create a client assessment webform template that properly links to a corresponding client assessment under the ‘Assessments’ tab of the client record?

A:  In order to properly link a webform template to a corresponding client assessment, the assessment type must first be configured under list configuration in Ontarget.  Navigate to Configure > List Configuration > Clients > Assessments.  If the assessment type is not in the ‘Description’ list, click on ‘+Add Assessment’, enter the assessment description, and click ‘Update’ to save.  Once the assessment type has been added, return to the Webforms Builder and proceed with building the new template.  Click ‘+Create Webform Template’, select ‘Doc Type – Client Assessment’, select ‘Doc Format – name of assessment type created under list configuration’, enter a ‘Form Name’ and ‘Version’, and Save.  

Q:  How do I add an optional signature to a webform outlet template?

A:  From the Webforms Builder desktop, click on the ‘Edit Outlet Template’ icon (.pdf) for the webform that requires an optional signature.  Once the outlet template builder has opened, place the cursor on the area of the document where the optional signature should display.  Click ‘Add Signature’ from the top of the outlet template builder.  Select ‘Additional’ and Save.  Now, when this document is launched and a webform document is saved, there will be the option to add an additional signature ‘on the fly’.

Q:  I just created a new webform template, but I am unable to see it from the Webform Builder search grid.  What can I do to see and continue building on this webform template? 

A:  In order to see and continue building on a saved webform template, check for webform template role access.  From Configure  > Security > Configure Roles > Select Role > Web Forms tab.  Select the ‘Can Use’ and ‘Can Edit/Delete’ checkboxes and Save to ensure webform template access.  Return to the Webforms Builder, click Search to refresh the grid, find the newly created template and double-click or click the ‘Edit Web Form Template’ icon to proceed with editing the webform. Here is a training video (3:39) that will show you how to give yourself access to the webform. 

Q:  How do I determine the current signature status of a webform?

A:  There are 5 signature statuses in Ontarget for webforms.  They are Unsigned, Submitted for signatures, Partially signed, Fully signed, and Completed.  The best way to determine the signature status of a webform, is from the Webforms Data desktop.  Refresh the Webforms Data desktop by clicking on ‘Search’.  The signature ‘Status’ is displayed for saved webforms under the ‘Status’ column.  Alternately, search by specific signature status using the ‘Status’ search filter.  Note:  ‘Completed’ is the signature status displayed for forms that don’t require a signature.

Q:  How do I map data fields (including entities and sub-entities) from the webform outlet template builder

A:  From the Webforms Builder desktop, click on the ‘Edit Outlet Template’ button (.pdf if an initial save has been completed; green ‘plus’ button if no initial save has been completed).  With the webform outlet template open, place the cursor at the desired position for data field placement.  Press the ‘#” key, and sort through the list of data fields.  Note:  use type-ahead to filter the list alphabetically.  Select the desired field to finish placement.  Click Save or Save and Close to save changes to the outlet template. Here is a training video that shows you how to map data fields.

Q:  I have published a webform, and the status in the search grid is showing as ‘Published’, but when I launch the form, I am not seeing the word doc – based outlet template that I built.  What can I do to fix the problem?

A:  From the Webforms Builder, open the webform outlet template with the issue.  Check the lower right corner of the outlet builder to ensure the form is published.  If the form is published, you will see a yellow ‘Unpublish’ button.  If you do not see a yellow ‘Unpublish’ button, but instead see a green ‘Publish’ button, click ‘Publish’ to publish the outlet. 

Q:  I have published a webform outlet (clicked the green ‘Publish’ button in the outlet builder and now see a yellow ‘Unpublish’ button).  However, when I go to use the form, it doesn’t show up.  I have confirmed that I have access to the form through role configuration.  What can I do to be able to see/use the form I have created?

A:  From the Webforms Builder, check the ‘Status’ column of the webform in question.  Ensure that the status shows as ‘Published’ and not ‘Rough Draft’.  If the form status shows as ‘Rough Draft’, open the webform data template (pencil icon), and then click on ‘Save and Publish’ (lower right corner). 

Q:  When I attempt to delete a saved webform, I get an error message.  What should I do?     

A:  The common system error message that is presented when attempting to delete a saved webform, is “Unable to delete Web Forms that are not ‘Unsigned’”.  If the ‘Status’ of the webform is anything other than ‘Unsigned’, it cannot be deleted from the system.  However, if there is a need to edit an existing form and/or re-submit for signatures, use the ‘Clone Webform Data’ option (if available) to create a new instance of the form.

Q:  When I add a webform in OnTarget, the form that displays doesn’t look like the uploaded form (word doc).  Instead, it looks like simple data fields without proper formatting.  Why is this happening, and how do I get the system to display the webform with proper formatting and data field display?       

A:  The first place to check in OnTarget for a possible fix to this issue is the Webforms Builder.  From the builder, locate the form(s) with the issue.  Launch the webform outlet builder for the specific form (.pdf icon).  Next, check the bottom right corner of the builder, and ensure that ‘Unpublish’ is displayed.  If instead, ‘Publish’ displays, click ‘Publish’ to make sure the outlet is published and available.  Try adding the webform again, and if the issue is not resolved, reach out to support, as this is likely a configuration issue that will require support intervention.

Q:  I sent a completed webform to a guardian (third party) for signature, and they have reported back that they must enter a validation code.  What should I tell them; what is this code that they must enter?   

A:  The validation code that the guardian must enter is for identity-authentication.  This code is the Funding ID for the client that is found by opening the client’s record and navigating to General > Insurance (tab) > Funding ID (field).

Q:  I sent a completed webform for signatures several days ago, but the form still displays a status of ‘Submitted for signatures’.  How do I resend the form for missing signatures?

A:  Navigate to the form within OnTarget.  Once the form has been located, click on the ‘Edit Web Form’ icon to launch the form.  Click on the ‘Resend for missing signatures’ button at the bottom of the form.  This will resend the form for signatures. Here is a training video (5:19) that shows oyu how to resend the form for missing signatures.

Q:  I sent a completed webform for signatures several days ago.  Is there anyway to see if the form has been viewed by the recipient?     

A:  Yes, there is a form audit ‘History’ available for each form that has been submitted for signatures.  Navigate to the form within OnTarget.  Once the form has been located, click on the ‘Edit Web Form’ icon to launch the form.  Click on the ‘View History’ button at the bottom of the form.  This will display a report with time and date stamps per user with action and activity details. Here is a training video (5:09) that shows you how to view the history of the webform.

Q:  I have completed data mapping of fields on the webform outlet template builder using the ‘#’ command.  However, when I open the outlet template builder, there are errors highlighted in red with data fields indicated.  What is causing these errors, and how can I fix the outlet template?

A:  These errors are typically due to a period (punctuation) error found on the webform builder data.  To fix the error, first click the ‘Fix All’ button from the webform outlet builder.  Next, open the webform template, locate the offending data fields/elements and remove any periods (punction) from the data…Save.  Finally, reopen the webform outlet builder, and remap the data field(s) affected…Save.   

Q:  I can see from role configuration that my assigned role has access to both the Webforms Builder and Webforms Data desktops.  However, when I login to OnTarget, I am unable to see either of these desktops.  What can I do to make these desktops visible?     

A:  This is a user-specific desktop visibility issue.  To fix the issue, click on Menu Settings (bottom left corner of OnTarget).  Next, find the Webforms Builder and/or Webforms Data desktops under the ‘Desktop’ panel.  Left-click one of the desktops from the list, and drag to the left; releasing under the active desktop panel.  Assign a color to the desktop and click OK.  Finally, click OK and ‘Yes, reload OTC now’ to refresh the page.  Repeat these same steps for any other desktops that are not currently visible.       

Q:  How do I start a new webform template in OnTarget?

A:  From Webforms Builder, click on ‘Create Webform Template’.  Select the ‘Doc Type’, ‘Doc Format’, enter a ‘Form Name’, and add a ‘Version’.  Click Save.  Next, close the template builder and return to the search grid.  To gain access to the form, go to Configure > Security > Configure Roles > Select role > Webforms tab.  Find the newly created form in the list and select the associated ‘Can Use’ & ‘Can Edit/Delete’ checkboxes.  Click Save.  Return to the Webforms Builder and click Search.  The newly created form should now be visible.  Click on the ‘Edit Web Form Template’ (pencil) icon to open the form builder and continue building the form. Here is a training video that shows you how to start a new webform template.

Q:  I have saved a new webform from Webforms Builder, and I would like to upload a Word Doc as the basis for my form build.  How do I do that?

A:  From Webforms Builder, click Search to populate the search grid.  Find the new webform from the list and click the ‘Edit Outlet Template’ (.pdf) icon to launch the outlet template builder.  Click on the ‘Replace with Word Doc’ button, click ‘OK’, find the appropriate stored word document, and click ‘Open’.  Finally, click ‘Save and Close’ to save the outlet template and return to the Webforms Builder search grid.  Here is a training video that shows you how to upload a Word Doc as the basis for the form build.

Q:  When I open the Web Form Template builder for a particular webform, there doesn’t appear to be any way of changing the assigned Doc Type and Doc Format.  How do I change the Doc Type and Doc Format for a webform template?        

A:  Once a webform template has been saved, the Doc Type and Doc Format cannot be changed.  However, a new instance of the form template can be created against a new Doc Type and Doc Format using the clone feature.  From the Webforms Builder, click on the ‘Clone Webform Template’ icon (looks like 2 pages stuck together) for a particular webform template.  Select the new Doc Type and Doc Format (adding the Form Name and Version Number) and click Save.  Note:  provide role access to the form as needed from Configure > Security > Configure Roles > Select role > Webforms tab. Here is a training video that shows how to clone a webform.

Q: How do I assign signatures (When webform outlets are being used)?

To assign a signature, click on 'Assign Signature'. 

The pop-up you see next will allow you to select the person that needs to sign the form. Once you select the person, click 'Save'. 

There will be another pop-up asking to confirm the individual(s) that you selected to sign the form. If accurate click 'Confirm and Send'.

Once the form is sent, the individual(s) will receive an email and a task in their task dashlet.