Introduction
To complement IEG4's online forms the IEG4 eGovHub product has a Forms Portal, which provides the ability to:
- Search for and view any in-progress or completed forms using:
- Form reference
- First name
- Surname
- Form type
- Environment
- Date range
- Open an in-progress form where the customer left-off
- View:
- When a form was started and completed
- Any emails issued to the customer
- View all documents for the form including
- The completed form PDF
- Evidence uploaded
- XMLs generated
- Integration carried out and its status e.g. failed, pending, successful
- Back-office responses for the integration items
- A timeline of how long was spent on individual pages including the browser/IP used
- The risk score of the form if RBV is applicable
- Send:
- An email to the customer
- A failed integration XML manually
Form Search
As soon as you log in to the v2 Forms Portal you are immediately presented with the Search screen:
You can enter search criteria into any combination of the fields listed and then when you click on the Search button at the bottom of the screen the search will be performed.
The search results screen displays the matching records:
You can click on any of the forms listed which will drill you down into the details page.
The “Back To Search” button at the top of the screen takes you back to Search screen.
View Form Details Page
At the top of the page will be headline form fields including:
- Form reference
- Name & address
- Complete Yes or No
- Date/time form started
- Date/time last modified
- Risk Score (if relevant)
Underneath the headline form fields are five tabs of further information about the form:
- E-Mails
- Documents
- Uploads
- Integration
- Timeline
The “Back To Search” button at the top of the screen will take you back to the Search screen.
The “Back To Results” button at the top of the screen will take you back to your listed search results.
Emails Tab
This tab shows a list of any emails that have been generated in relation to the completion of the form.
You can click on the “Create New Email” button at the bottom of the screen to create a new email to be sent to the customer:
Once all fields have been completed you can click on the “Send” button at the bottom of the screen to send the email.
The new email will then be listed on the E-Mails tab:
Documents Tab
This tab shows Documents linked to the form including PDFs of the form that have been produced and any xml files if the form has been submitted:
You can click on any of the Documents to view the content which will display in a new tab in your browser:
Uploads Tab
This tab shows any Files that the customer uploaded along with their form submission:
You can click on any of the Uploads to view the content which will display in a new tab in your browser:
Integration Tab
This tab shows if the form data has been integrated with any other Back-Office systems:
You can click on any of the Integrations to view the Back-Office system response:
If Integration has not been successful, then the status will display in red as “Failed”. You are then able to try to re-submit the data manually.
Timeline Tab
This tab shows the total time to complete the form:
You can click on the “Show Durations” button and the page will refresh to show you the time taken to complete each individual page of the form:
The Timeline will also show the browser and ip address for each page. If there has been a change, e.g. where someone has assisted the customer in completing pages of the form, then this will also be displayed.
In-progress forms
The v2 Forms Portal can be used to search for forms that have been started but not yet submitted. The forms will have a status of “In progress” as opposed to “Completed” in terms of the search criteria:
This allows staff to search for “in progress” forms in situations where a customer might need help in completing the form.
To search for “in progress” forms simply select the “in progress” status as part of your search criteria and then click o the “Search” button. You can use other fields to filter the search results e.g. customer’s name, form type etc.
Any matching records will then be displayed as search results:
You can click on any of the matching records to drill down into the form details page (as described on page 5). Where a form is “in progress” an additional button will appear “Continue Form”:
The “Continue Form” button allows the user to go back in to the form to see what has been entered so far, and if required, allows the user to enter information and submit the form on the customer’s behalf. Alternatively, this could be used to give guidance to the customer who could then continue with the form completion themselves. The form will be opened up in a new tab in your browser.
Locking Access to Forms
The “Lock Form” button allows you to lock the form so the customer can no longer access it. This button only appears on forms that are “in progress” and not those that have been completed i.e. submitted.
Where a form is locked a user can choose to unlock it by clicking on the “Un-Lock Form” button:
