ExpertFlow

User's
Manu
al
ExpertFlow
Form
Manager

6/27/2014

Revision Sheet

Revision Sheet
Release
No.

Date

Revision Description

Rev. 0

19/06/14

Users Manual Template and Checklist

Rev. 1

20/06/14

Conversion to WORD format

Users Manual

Page i

Users Manual
Authorization Memorandum

I have carefully assessed the Users Manual for the Dynamic Form Manager. This
document has been completed in accordance with the requirements of Pakistan
Telecommunication Company, Limited (PTCL).

MANAGEMENT CERTIFICATION - Please check the appropriate statement.

______ The document is accepted.

______ The document is accepted pending the changes noted.

______ The document is not accepted.

Users Manual

Page ii

We fully accept the changes as needed improvements and authorize initiation of

work to proceed. Based on our authority and judgment, the continued operation of
this system is authorized.

_______________________________

_____________________

NAME

DATE

Project Leader

_______________________________

_____________________

NAME

DATE

Operations Division Director

_______________________________

_____________________

NAME

DATE

Program Area/Sponsor Representative

_______________________________

_____________________

NAME

DATE

Program Area/Sponsor Director

Users Manual

Page iii

USER'S MANUAL
TABLE OF CONTENTS

Contents
1

GENERAL INFORMATION.................................................................1-1
1.1

System Overview.....................................................................1-1

1.2

Authorized Use Permission.......................................................1-1

1.3

Points of Contact.....................................................................1-1

1.3.1

Information........................................................................................................ 1-1

1.3.2

Coordination...................................................................................................... 1-2

1.3.3

Help Desk.......................................................................................................... 1-2

1.4

Organization of the Manual......................................................1-4

1.5

Acronyms and Abbreviations....................................................1-4

GETTING STARTED.........................................................................2-1
2.1

User Interface..........................................................................2-1

2.1.1

The Header....................................................................................................... 2-1

2.1.2

The Menu.......................................................................................................... 2-1

2.1.3

The Core............................................................................................................ 2-1

2.1.4

The Footer......................................................................................................... 2-3

2.2

Logging On..............................................................................2-3

2.3

System Menu...........................................................................2-4

2.3.1

Manage Forms................................................................................................... 2-4

2.3.2

Edit Themes...................................................................................................... 2-4

Users Manual

Page iv

2.3.3

Users................................................................................................................. 2-4

2.3.4

Settings............................................................................................................. 2-5

2.3.5

My Account........................................................................................................ 2-5

2.3.6

Sign Out............................................................................................................ 2-5

2.4

Changing User Password..........................................................2-5

2.5

Exit System.............................................................................2-8

USING THE SYSTEM (Delving deeper)..............................................3-9

3.1

Simple Form Operations...........................................................3-9

3.1.1

Create a form.................................................................................................... 3-9

3.1.2

Edit a form...................................................................................................... 3-14

3.1.3

View a form..................................................................................................... 3-18

3.1.1

Import Data..................................................................................................... 3-20

3.1.2

View Entries.................................................................................................... 3-23

3.1.1

Adding Tag(s) to a form...................................................................................3-25

3.1.2

Find a form...................................................................................................... 3-29

3.1.3

Sort forms....................................................................................................... 3-31

3.1.4

Make a Duplicate form....................................................................................3-32

3.1.5

Disable a form................................................................................................. 3-34

3.1.6

Enable a Form................................................................................................. 3-37

3.1.7

Delete a Form.................................................................................................. 3-39

3.2

User Operations.....................................................................3-42

3.2.1

Create a user................................................................................................... 3-42

3.2.2

Edit a user....................................................................................................... 3-46

3.2.3

View a user...................................................................................................... 3-52

3.2.4

Filter users....................................................................................................... 3-54

Users Manual

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3.2.5

Sort users........................................................................................................ 3-60

3.2.6

Suspend a user............................................................................................... 3-61

3.2.7

Unblock a user................................................................................................ 3-65

3.2.8

Delete a user................................................................................................... 3-70

3.3
4

Theme Preferences................................................................3-74

REPORTING.................................................................................4-77
4.1

Report Capabilities................................................................4-77

4.1.1

Adding a Widget.............................................................................................. 4-77

4.1.2

Generating Report........................................................................................... 4-80

4.1.3

Open a report.................................................................................................. 4-82

Users Manual

Page vi

1 GENERAL INFORMATION
1.1 System Overview
ExpertFlow Form Manager is a web based application designed for Pakistan
Telecommunication Company Limited (PTCL) that is used for dynamic form creation
and their management. In its core, the application is meant to provide the dynamic
features to the administrator to manage various form entries, based on their
business rules. Moreover, the application has also got a variety of other functions
like user management, report generation, account settings, and user theme
preferences.
Since the application is web based, it is highly deployable, more manageable and
secures live data. In addition to that, application has consistent graphical user
interface (to be illustrated).

1.2 Authorized Use Permission

Unauthorized/Illegal use of the application is strictly prohibited. Any effort to use
the application illegally can cause serious consequences.

1.3 Points of Contact

Following is the list of the concerned persons who may act as Point Of Contact
(POC) for this application between PTCL and ExpertFlow.
1.3.1 Information
Asjad Nawaz Maan
Asjad.nawaz@expertflow.com
0321-7502380
Chief Operating Officer, ExpertFlow Pvt. Ltd.

Sheeraz Saeed Lodhi

sheeraz.saeed@expertflow.com
0324-7433729
ExpertFlow IPCC Support Department

Malik Ehtasham ul Haq

Malik.ehtasham@expertflow.com

0334-4853664
ExpertFlow Development Department
1.3.2 Coordination
Sheeraz Saeed Lodhi
sheeraz.saeed@expertflow.com
0324-7433729
ExpertFlow IPCC Support Department

Malik Ehtasham ul Haq

Malik.ehtasham@expertflow.com
0334-4853664
ExpertFlow Development Department
1.3.3 Help Desk
Expertflow
will
create
a
WWW
portal
http://helpdesk.expertflow.com/otrs/customer.pl. to provide complete transparency
on the support services provided. This portal will contain the following:

New ticket tab to create new tickets.

Details of all tickets against particular login ID.
Help Desk will give live update for any update on ticket by customer
/support team.
Details of all tickets against particular customer.
Search Tab provides the capability of real time search. And customer
can create search templates.

Customer
can
also
open
helpdesk@expertflow.com

ticket

by

mailing

on

following

email:

The below is a sample screenshot of the portal. All communication relating to this
agreement should be made through the portal, for the sake of transparency

1.4 Organization of the Manual

The user manual for the Form Manager application is organized into three major
parts which are covered under;

Getting Started (2.0) includes User Interface Illustrations, How to

Log on, Understanding System Menu, Changing Users Password and
Exit System.

Using the System (3.0) is the major part of this document which includes
Simple Form Operations (Create, Edit, Delete, View, View Entries, Import
Data, Find, Sort, Duplicate, Disable), User Operations (Create, Edit, Manage
Roles, Delete, Suspend, Sort), Theme Preferences, Settings and Help.

Reporting (4.0) includes Viewing reports through widgets.

1.5 Acronyms and Abbreviations

PTCL = Pakistan Telecommunication Company Limited
EF = ExpertFlow Private Limited
EFFM = ExpertFlow Form Manager
UI= User Interface
GUI= Graphical User Interface

2 GETTING STARTED
2.1 User Interface
The user interface of the EFFM can be distinguished into three different views.
These views are consistent within all the application;
2.1.1 The Header
Header part contains the logo of ExpertFlow Private Limited.

2.1.2 The Menu

Menu contains various menu items;

2.1.3 The Core

Core contains all the relevant application data and preferences;

2.1.4 The Footer

Footer contains copyright signatures;

2.2 Logging On
Users can log in to the application via the login panel shown below;

After inserting email address and password, click Sign In button to confirm
Logging in.

2.3 System Menu

The system menu is divided into different menu options which are;

2.3.1 Manage Forms

Users can manage forms using this menu item.
2.3.2 Edit Themes
Users can edit application themes to make UI cozy for them.
2.3.3 Users
Admin can manage Users through this menu item.

2.3.4 Settings
Users can edit preferences for the application through this menu item.
2.3.5 My Account
Users can edit their passwords through this menu item.
2.3.6 Sign Out
Users can Sign Out of the application via this menu item.

2.4 Changing User Password

Users can change passwords through four easy steps;
1. Go to My Account

2. Enter your Email Address

3. After you entered the email address, click on Change Password button

After that, you will see the following screen

4. Enter New Password, confirm New Password and click Save Password
button.

Your new password will be saved.

2.5 Exit System

Users can exit from the system by;
1. Clicking on sign Out button

After signing out, application will be redirected to the login page.

3 USING THE SYSTEM (Delving deeper)

You have been experiencing EFFM for a while and must have got used to its user
interface (UI) and some of the primary functions of the application. Now, we are
going to delve deeper into the core functionalities of the application which include
Form operations, users operations, Themes, Settings etc. Let us start USING THE
SYSTEM.

3.1 Simple Form Operations

Within the application, a Form is the basic entity upon which all the application
architecture rests. A user/admin can have various operations on a form like create,
edit, view a form, view form entries, import data into a form from csv upload, find a
form (by tags, by name), add tags to a form, sort forms, make a duplicate copy of a
form and disable a form. Let us see how a user can perform all of these operations
on a form.
For the sake of simplicity, we shall consider a sample form named as PTCL-1
throughout this module.

3.1.1 Create a form

A form can be created by a four step process illustrated below;
1. Within Manage Form menu, click Create New Form

2. Drag the form fields from the right pane and Drop them into the left vacant
area.

3. With every field you drag and drop, you can dynamically see the changes in
effect. After you end up putting form fields, click Save Form button.

4. After you click on Save Form, a success message will be displayed.

3.1.2 Edit a form

Users can edit an already created form by a three step process;
1. Click on Edit for the relevant form you want to edit.

2. You can edit the black marked section by clicking on any field you want to
update.

For example; if you want to edit, delete or make a duplicate of Phone-1 field, you
can perform the operations respectively.

3. After you have made changes and clicked Save Form button, you will get
the Success Message.

3.1.3 View a form

If you want to view the actual layout of the form, click on the relevant Form View
option.

Application shows the following form in the new web page.

PTCL will integrate the EFFM with the agents CTIOS desktop and form structure will
be used in dialing out campaigns. Within CTIOS, it is necessary to have matching
fields which correspond to the applications data. For example, in order to have a
dial out from PTCL-1 form, within the CTIOS, a field containing number and another
having form name must be specified. In this case, there should be a number field (it
can be any phone number from the following form) and a field with PTCL-1 label
within CTIOS.
After integration with CTIOS desktop, agent will see the following form and can
manually insert records via this interface.

3.1.1 Import Data

This is the most important and critical functionality of the application where a user
can upload a .csv file to add bulk entries in a form. For this feature, strict mapping
rules are applied on both the application and the uploading files which mean that
you need to have a specific format of the file that must correspond to the format of
the form created in the application.
For instance, for PTCL-1 form, let us import a file named test.txt which contains
following text in following comma separated format;

For this, we need to have a three step process;

1. Click Import relevant to the PTCL-1 form.

2. System shows no file chosen, Click Choose File button and then choose
test.txt from the system.

3. Once the file is chosen, click Save file button.

3.1.2 View Entries

In order to view imported entries in PTCL-1 form, click on Entries button;

The system will display all the entries which have been uploaded from the test.txt
file into the PTCL-1 form.

3.1.1 Adding Tag(s) to a form

Tags are the markers used for highlighting keywords for a form. For PTCL-1 form, let
us create a tag named as ptcl;
1. First, you need to click on the tag icon for a relevant form.

2. Then you need to name that tag and Save it.

3. You can confirm whether a specific tag is added or not by watching on the
form bar.

In this way, you can add as many tags to a form as you can.

3.1.2 Find a form

In case of a long list of forms created, you can also have the dynamic feature of
finding specific (set of) forms which you want.
For this use case, we have two different options;
1. Find via Form title

2. Find via Form Tag.

3.1.3 Sort forms

Within a long list of forms, a user can also have the leverage to sort forms
according to various options available which include sort by

Date Created (checked by default)

Form Title

Form Tags

Todays Entries

Total Entries;

3.1.4 Make a Duplicate form

In order to create a duplicate of a certain form, Click on Duplicate

After you click Duplicate, system creates a duplicate of a PTCL-1 form

3.1.5 Disable a form

A user can also disable a form to cease its working.

3.1.6 Enable a Form

In the same way, you can also enable a form as well.

3.1.7 Delete a Form

A user can delete a form via three step process.
1. Click on Delete button

2. Confirm Deletion

3. So you have deleted the form

3.2 User Operations

Within EFFM, a user is defined as an entity with a specific set of roles and
permissions that has either been given implicitly (in case of admin) by the
application or an explicitly (in case of other users) by an admin.
Like the form operations, EFFM also has the feature of User Operations which
means that you can create, edit, view, delete, manage roles, suspend, filter users
and sort users.
3.2.1 Create a user
In order to create a new user;
1. Click on Users menu item and then Create New User

2. Following form will be displayed asking for specifying User Profile, User
Privileges and User Permissions

3. Fill in the form entries. For instance, a user named as User_PTCL with
specified email and password has been created. This user is given the
privileges for creating new forms and creating new themes. Then the
user is given all permissions over PTCL-1 form. After doing all this, click
Add User button and the user with specified privileges and permissions will
be added.

4. In order to check whether the user with specified privileges and permissions
has been added or not, Sign Out of Admin account and try logging in as
User_PTCL.
After logging in as User_PTCL, you will notice that only that set of actions
will be allowed to this particular user which was allocated while creating that
user.

You can see in the above figure that this user has fewer privileges than an admin
user and the user can only manage operations over PTCL-1 form.

3.2.2 Edit a user

In the same way, as an admin, you can also edit an already created user.
1. Click on the user you want to edit. For example, User-PTCL

2. You will see the details of that user after clicking on the user. Click Edit to
edit user.

After clicking Edit, you will see the following screen illustrating the details of the
user to edit.

3. Edit the fields you need to modify in the users profile, privileges or
permissions. E.g. In the recurring example, User_PTCL has given an
additional set of permissions for Import form as well.

After you apply changes by clicking Save Changes button, system generates a
success message.

4. After saving the changes, let us check whether the user has been edited or
not. For this, we need to Sign Out from admin account and login with this
users account to see the changes in place.

You can notice that after assigning Import form permissions, this user can perform
operation on this form as well.

3.2.3 View a user

1. Click a user from the user list.

2. You will view the users details

3.2.4 Filter users

Within a list of users, you can also apply filters to search for specific set of users.
Filters can be applied on the basis of UserID#, Name, Email, Admin Privileges and
Status of the users. You can also apply a combination of filters to this search.
For example, let us search our user User_PTCL by applying filter by User ID#,
Name and Email and a combination of two fields through a step of process;
1. Click on Users Menu to see all the users and Filter option. Click Filter Users
button.

2. To search with the name that begins with User and click Apply filter
button.

It will display the following result(s)

3. To search with User ID#, Follow step 1 and enter User ID#. In our example, it
is 19 to search User_PTCL

4. To filter a set of users via their email, follow step 1 and enter email.

5. To filter users with a combination of fields, select the combinations and apply
filters.

3.2.5 Sort users

You can also sort users on the basis of User ID#, Name, Email, Admin Privileges and
Status both in ascending and descending order by clicking on Sort By dropdown
and selecting the mode of sorting.

3.2.6 Suspend a user

An admin can have the permission to suspend any user to prohibit the use of the
application to that specific user.
To suspend a user, e.g. User_PTCL follow the process below;
1. Select the user from the list

2. Click Suspend button

3. Check the status of that user in the users list

4. To check whether User_PTCL has been suspended or not, try to login with
that user. The system will generate an error.

3.2.7 Unblock a user

Likewise suspension of the user, by proceeding with the following steps, you can
also unblock the user.
1. Select the Suspended user from the list

2. Click Unblock button

3. Check the status

4. To confirm whether the user is unblocked or not, try logging in as User_PTCL

5. After the user is unblocked, you may successfully login.

3.2.8 Delete a user

An admin/authorized user can also delete a user.
Follow the steps to delete a user named as User_PTCL
1. Select a user to view
2. Click Delete button

3. Confirm Deletion

4. User is deleted

You cannot find the user in the list now.

3.3 Theme Preferences

You can also change the themes according to your preferences.
1. Click on Edit Themes menu item.

2. Select the appropriate theme to apply

3. Click on the relevant theme to apply and view changes

4 REPORTING
Within EFFM, you can also add report widgets to display a variety of reports in
different formats like charts, tables, graphs etc.

4.1 Report Capabilities

Authorized users/ admin can select a specific widget and can add that widget to a
specific form to display report in that specified format.
4.1.1 Adding a Widget
Before you can generate a report, you need to add a widget to a form first.
1. Click on Report button relevant to the form, say, PTCL-1, in our example.

2. Currently, no widget is added. Add a widget by clicking Add New Widget.

3. Select a widget and add it to the form.

4. Success message shows that the widget has been added.

4.1.2 Generating Report

1. Click on Report button relevant to the form.

2. System shows the report view

4.1.3 Open a report

Click Open to open report in a new tab

System will open a report in a new browsers tab.