1.1. Overview

Overview

LincDoc is a comprehensive software tool which broadly covers these tasks:

• to collect, merge in, and sanitize data
• to create intuitive electronic forms
• to generate professional documents
• to push those documents into remote repositories
• to perform simple workflows relating all of the above

This book will go over the details of using LincDoc from the perspective of an administrator responsible for setting up the system for use by the general user community at any given organization. More specifically, it will cover:

• how to create a new eForm (or document package)
• how to merge in data from third party databases
• how to set up form fields
• how to set up security measures
• how to set up form logic, actions, and events

1.2. What's new in 3.0

What's new in 3.0

There are many new features in LincDoc 3.0 that greatly improve the entire LincDoc experience. At the highest level the new features can be broken down into two main areas, usability and administration. In the usability camp, LincDoc 3.0 introduces LincDoc Mobile offline. This offers enhanced usability by allowing users to complete, sign, and synchronize forms in an offline mode. No longer do you need a 3/4G (or WiFi) connection to harness the power to LincDoc. This re-architecture will enable LincDoc to be quickly customized to meet the changing demands of our customers. 

LincDoc Mobile Offline

Build all your forms online as usual, but then enable mobile usage. This unlocks the power of LincDoc's new framework. Next, download and install the Offline iPad app and you're ready to go. Point your app to your LincDoc server and the app will take care of the rest. The app will download all mobile forms and instantly convert them to a native iPad application. Once downloaded, you can now disconnect from your network and start processing forms. 

Use Case

This is great for any mobile worker that needs to do any data gathering in the field. From generating sales quotes or contracts that can be signed on the spot, to healthcare workers dealing with patients in their homes. LincDoc Mobile provides the same user guided interface and signing capability, without requiring a network connection. Once the user gets back to the office they can easily synchronize the generated documents to the LincDoc server for further processing.

DANG

When we saw the first prototypes of this feature we all said ... "Dang, that's really cool!". DANG is a computer language interpreter that allows you to build a condition for your form that is evaluated by LincDoc, and then based on the result executes a particular action. This replaces the need for any custom scripting as required in earlier LincDoc releases. DANG is controlled by a sophisticated user interface that walks you through the details, and prevents "shoot yourself in the foot" situations that can easily arise in traditional scripting methods.

Actions

Need an easy way to do an email workflow for approval of a form? Enter LincDoc Actions. Actions are steps executed based on a certain condition of a field (or fields) or form being true. The conditions are configured within DANG and executed at certain times of form processing. 

Buttons

It is now trivial to add custom buttons to any form; each button is completely configurable to perform any set of actions desired. So for example, the "submit" button can send an email, save the document to the database, display an alert message, or whatever other actions you want.

Repositories

LincDoc now allows you to setup multiple repositories that documents and data are written to, and pulled from when using LincDoc's search capability. 

Security

LincDoc now has a more robust user and group administration interface, even more tightly integrated with Microsoft Active Directory when using the AD Integration module. 

Global Fields

Create your fields one time and reuse them across all your similar forms. Using the new Global Fields Interface allows an administrator to create a field (or field name pattern) with all attributes related to that field. When importing a new PDF or Word document into LincDoc, LincDoc will compare the field names in the document with the global fields and then apply all attributes to those fields. The result is much faster and more accurate forms setup.

Tighter Laserfiche integration

We've created a tool we call the "Magic Button": it is a custom button that installs into the Laserfiche toolbar. By simply selecting any LincDoc-generated document in Laserfiche, the button creates a flyout menu for the user to quickly edit or sign that document. 3.0. The HTML/XHTML file concept is now eliminated, replaced by HTML hyperlinks. Finally, the system offers significantly better error/exception handling to help quickly identify common issues (e.g., show a particular template field that is not long enough to hold the data being written to it from LincDoc).

Revamped codelists

The process of setting up codelists, including dynamic codelists that depend on other codelists, has been streamlined. There is now a "basic" interface for simpler codelists, and "advanced" where you can have full control of codes, labels, sort order, and descriptions.

Elimination of TortoiseSVN

Earlier releases of LincDoc required that administrators use a third party tool called TortoiseSVN. This is a robust and comprehensive tool, however LincDoc uses a fraction of its capabilities. The burden of learning this tool was deemed to be outside the scope of the LincDoc experience, so the core functionality has been directly integrated into LincDoc itself.

1.3. Terminology

This is a list of the most common terms used throughout this documentation:

1.4. What is LincDoc?

LincDoc is a comprehensive software system that provides the following core functions:

• Electronic forms to replace paper based processes
• Content assembly to produce sophisticated documents
• Integration with 3rd party databases to search for and pre-populate commonly used form fields
• Integration with Microsoft Active Directory to utilize existing users and groups
• Integration with 3rd party document management systems such as Laserfiche
• Integration with Apple iPad, with an "offline" mode
• Security mechanisms to limit access to sensitive documents and data
• Advanced web-based UIs to build workflow functions into business processes
• Multiple types of electronic signatures
• Document engines to handle both Microsoft Word and PDF documents

There are 3 product offerings: Freeform, SE, and EE. Please see http://www.lincware.com for details, and case studies.

1.5. Enterprise Edition

LincDoc EE is our premier product offering for eForms and content assembly. Please refer to our website for details.

1.6. Standard Edition

Please refer to our website for details.

1.7. FreeForm

FreeForm is our fast and light cloud eForms solution. Please refer to our website for details.

1.8. Using LincDoc

User Interface

The LincDoc User Interface (UI) has eight components. In unison, they enable the quick, accurate creation of electronic documents and eForms and access to simple management features.

1. eForm/Document Package DDL

The primary option in the UI is the eForm and Document Package drop down list (DDL) box which contains the unique identifier and full description of each  eForm or Document Package accessible by the user. Upon selection, the user can run (start), edit or delete an eForm or document package. A user can also search for documents generated from the selected eForm or Document Package definition.

2. Run

Once an eForm or Document Package has been selected, choosing run will begin data entry. If needed, a user can open multiple data-entry windows at one time. 

3. Search

Search allows the user to retrieve previously saved documents or eForms. After selecting a specific eForm or document package, selecting search will list all relevant content to which the specific user has access.  The user may select from previously saved search parameters or create new criteria. The search screen is configured by adding parameters under the Search tab in the Admin interface.   See the Search chapter for more information.

4. Admin

The admin option allows for the creation, modification and deletion of eForms and Document Packages.  The admin option also gives the ability to import or export eForms and Document Packages.   Administration is further explained in eDoc Administration. 

5. User Profile

The user interface is also defined by individual user profile parameters, which can be established according to the user's role within the organization's LincDoc community. To access the profile settings:

1. Select settings.
2. Edit desired information.
3. Once all required changes are made, save changes to commit the modifications.

6. System

The System option provides a method for maintaining individual and group access to documents and monitoring LincDoc connectors. For administrators, the ability to maintain the LincDoc appliance is provided through this option. The current LincDoc version information can also be found here.

7. Help

The Help option provides a method for getting help about the UI, viewing the documentation for LincDoc, or opening a support ticket with the development staff.

8. Windows

The windows option provides the user to select from the list of currently opened windows and optionally tile the open windows on the workspace.

9. Logout

Closes the current LincDoc session.

2.1. Virtualization platforms

LincDoc is a fully contained 64 bit Linux virtual appliance which is supported on the following platforms:

• VMware (Server, ESX, ESXi, vSphere)
• Microsoft Hyper-V (Windows 2008R2 or higher)
• Oracle VirtualBox 4+
• Citrix XenServer 5.5+

2.2. Software requirements for administrators

Overview

Most of administering LincDoc is through a web browser. We strongly recommend Google Chrome 15+ or Firefox 9+ for administering the LincDoc system.  The reason for this is that the admin UI is highly Javascript intensive, and those particular browsers have more powerful Javascript engines. Note that for end users the UI is less complex and so it is OK to use older browsers. Administering LincDoc from a mobile web browser is not supported.

Forms authoring tool

Connector

LincDoc Connector software is used to write out documents and data to third party platforms. Currently there are connectors for writing out to a Windows file share, and Laserfiche. The connector software installs as a Windows service to the server on which the documents and data are being written to. The service is written in Java (Java 6 to be precise), so Java must be pre-installed to the Windows server first.

2.3. Software requirements for end users

2.4. Software requirements for Apple iPad

Overview

There are 2 versions of LincDoc on Apple iPad that are compatible with LincDoc 3.0, both are available in the Apple App Store. When browsing apps, they are labelled LincDoc 3.0 Mobile and LincDoc Mobile Offline.

LincDoc 3.0 Mobile

LincDoc 3.0 Mobile is the "always online" version of LincDoc: you must always be on a wifi or 3G network connection in order to use the app. It is compatible on an iPad (1st or 2nd generation) running iOS 4 or 5.

LincDoc Mobile Offline

This version supports working in an "offline" mode: forms can be completed without a wifi or 3G connection; documents and data are synchronized back to the LincDoc VM when a wifi or 3G connection is available. This app is compatible on any iPad (1st or 2nd generation) running iOS 4 or 5.

A note about pre-3.0 LincDoc VMs

For pre-3.0 LincDoc VMs, the only supported iPad app is the one in the App Store labelled LincDoc Mobile. It requires a wifi or 3G connection at all times. It requires a 1st or 2nd generation iPad running iOS 4.

3.1. Planning your form

Paper vs. electronic

Field naming

Conditional logic

Use case

Actors - person filling out the form vs. person receiving the form

Calculations

Alerts

Workflow - email action

Processing - editing

Prepopulating data - JDBC

Writing data to external systems

3.2. Form Process Flow

4.1. Start Here

Overview

Note: At this point in the documentation you should have executed the steps required to prepare the administrator's workstation. 

Here you will start to use the LincDoc admin interface to create your forms.  eForms are created by following four basic steps:

• Prepare your document
• Create your eForm in LincDoc
• Configure the fields in LincDoc
• Publish your form

4.2. LincDoc markup - PDF

Using a PDF as a source document provides some advantages over the use of a Word document - including the ability to set source level constraints on the layout of the document, utilize certified digital signatures and more. However, the use of a PDF source document is not without a unique set of challenges. This page will provide information about setting up a PDF document, the challenges that appear and possible solutions.

PDF optimization

Before adding fields to a new PDF, please optimize the size of the document by following the recommendations in the Best Practices chapter.

PDF markup & field creation

To create a field in a PDF source document, follow these steps:

Note: These steps assume Adobe Acrobat software. Please consult the documentation for your PDF creation software if using an alternative.

1. Create a source document, and upload it into Adobe Acrobat.
2. Select Forms -> Add or Edit Fields...
3. Right click on the document near where you want to add the field.
4. Select the type of field you want to add.
   • Currently Supported field types are:
     • Text Field
     • Check Box
     • Barcode
     • Digital Signature
     • Radio group
5. Place the field in the appropriate location on your source document.
6. Name the field.  Note: Field names in LincDoc may contain letters, numbers, and underscores.  If field names contain spaces, these will be automatically replaced with an underscore character.   Checkboxes must be named with a group name prefix followed by an underscore followed by the check box item name.   See Check Box for more information.

PDF signatures

PDF documents provide enhanced methods for securing data. For an overview of Digital Signatures and LincDoc, see here.

PDF limitations

A PDF document's fields cannot be modified by LincDoc during execution of the data entry process. What this means is that if the amount of data being input into a field exceeds the available space provided by the PDF field in the source document, data will be lost from the final, generated document. (Note however the full data is still captured in the LincDoc database repository.) To avoid this problem, there are two options which can be enabled inside of Acrobat which will allow text fields to adapt to the amount of data being entered.

1. Multiline
   • Enabling this option allows a text field to contain multiple lines of input. Depending on the font size, this can lead to two or three times the amount of data being displayed.
2. Automatic font sizing
   • Enabling this option allows the PDF software to resize the font depending on the amount of data being entered - (down to a minimum size). As the amount of data increases, the font size will be reduced.

In order to maximize the amount of data displayed (and simulate a text area), you should enable both of these options. However, this combination must be evaluated for its effect on the readability of generated documents.

LiveCycle (XFA forms)

Adobe LiveCycle forms are created using LiveCycle Designer, a product which is included with Acrobat (since version 7). See this link for a little more background/history on XFA forms.

LiveCycle forms (also known as XFA forms) can be used as LincDoc source documents only if they are static PDF documents.  LincDoc will basically handle these types of forms in the same way as traditional AcroForms (Adobe's original interactive form technology).  

LiveCycle format

LiveCycle has 2 formats, dynamic and static.  If a LiveCycle form is added to LincDoc in the dynamic format, LincDoc will not be able to parse the fields and nothing will appear in the fields/section. You can find the format by editing the PDF in the LiveCycle designer and select form properties.

If the form is dynamic you will need to "Save As" and save the format as Static.

Note: All fields must have a title, otherwise the parsing engine will not detect the field when it is imported into LincDoc.

4.3. LincDoc markup - MS Word/OpenOffice

This page describes the syntax used by the LincDoc system when marking up a Microsoft Word or OpenOffice source document.

Fields

• Can only be composed of letters, numbers, and underscores
• Must start with a letter or underscore
• Must be 63 characters or less

Hidden fields

These fields never display in a generated document, but they will be part of the data entry process: <<firstName[hidden]>>

Codelists

There are 2 types of field widgets backed by a codelist: listboxes and comboboxes. By default, when a document is generated the code is inserted; in order to insert the actual code this syntax should be used (assume we have a field called product): <<product.code>> Similarly the label can be explicitly set like this: <<product.label>> The multi-value fields syntax for using the code is this: <<product#.code>>

Multivalue (a.k.a. multirow) fields inside tables

Sometimes a document needs to query the user to input multiple values for a particular set of fields that are to go into a table in the final document, and the number of values required is only known when executing the eForm. LincDoc will recognize this situation when any source document contains a simple 2 row table with the first row being a header row and the second row containing a template which describes what values are to be gathered at data entry time. Here is a simple example of such a table:

Note how the field references end with a pound sign which tells the LincDoc system that these fields are to contain multiple values. At data entry time the user will have the capability to enter as many rows of values as necessary. 

Multivalue table assumptions/notes

• This technique does NOT work for PDF source documents. You must either use .doc, .docx or .odt (OpenOffice).

• The first row of the table is a header row, if and only if the table has 2 rows. In other words, the header row is optional (in which case you would have a table with just one row).

• The first cell in the 2nd row of the table must contain at least one field reference, and that reference must be the type that ends in a pound sign as demonstrated above.

• The table must be a simple table with no split or merged cells.

• The field names in the table must not end with a digit. For example, do not do this:

• Similarly, you must not create a field that ends with a digit, and the prefix of the field name matches another field inside a multi-value table. Using the above example, you would not want to create a field (external to the table) named fname1.
• It is ok to embed multiple pound fields inside a single cell. For example,

Conditional text

Conditional text allows you to dynamically include paragraphs or text in your completed documents.  This functionality is only available in document packages in LincDoc's Enterprise Edition.   See Document Package Markup for more details.

4.4. Creating the eForm

Create a LincDoc eForm

In this section, you will create a new eForm using the LincDoc admin interface.

1. Login as an administrative user.
2. Select admin, then select new.
3. Choose eForm when asked, "What document type would you like to create?"
4. Enter a unique identifier for this new document; spaces or punctuation characters are not allowed.  Unique identifiers have a minimum length of 2 characters.
5. Enter a brief description for this form.  This will appear in the form list box within the user interface.
6. Click OK to save and create the eForm.

For example, Lorraine has been tasked to streamline collection of W4 data for her company's employees.  She enters "W4" as the unique identifier and the description of "W4 Employee's Withholding Allowance Certificate".

4.5. eForm basic settings

The first panel or tab of the eForm definition is eForm.   This section contains the basic parameters that govern the eForm's general description, state, and output format.

Status and Description 

Generation options

Token-based name for generated documents

This field allows you to name the generated documents using various predefined and form-specific tokens. In addition, you can specify any desired sub-directories, and if they do not exist, LincDoc will create them.

For example, say that there is a form where a user is prompted to input first and last name (fname and lname respectively), among other data.  Using the string illustrated above, suppose that the user John Doe has submitted the form.  The file that will appear in the system will be:  John_Doe_01_01_2010.pdf.   This allows you to easily configure LincDoc – on a form by form basis – to name files according to your organization's conventions.

Notes:

• This option is not available with a Laserfiche repository.
• If you do not have a file share set up for the external saving of documents, ie. the only storage is internal to the LincDoc VM, then there is no need to specify directories as the form will only be accessible through LincDoc.
• The pattern MUST NOT end with ".pdf" (or .doc, etc.)

Token tips:

• You can put any non-multivalue field name inside the << >>.
• <<LDuserid>> resolves to logged in user.
• Automatic tokens:

Output Format

This option specifies the document type of the generated documents.  Please reference the Source Format table for format limitations.

flatten generated PDFs?

Flattening a PDF does not allow the user to modify any data elements in the output document.

Data entry customization

Section long description format

This setting controls the format of your section headers.   See Data entry sections for more detail.

Field help format

The display of your field help entries may be customized.   See for Context sensitive help for more information.

Data entry header

You have the ability to control the left and right images when running an eForm.  See Data entry images for more information.

4.6. Setting the source document

Click on the Source Docs tab. On the left pane you see a list of all uploaded source documents that exist across all forms in the system. The right hand pane shows the source document being used for the particular form you are editing. Notice this implies that the same source document can be used with multiple eForms: if you change something in the source document and re-upload it, it will affect all eForms that reference it.

Uploading a source document

From the Source Docs tab, simply press the upload button. Use the file selection dialog to choose the source document file you wish to upload.  Once the document file has been uploaded you are given the option to add a version history comment.   Version history comments can be added to initial and subsequent document file versions to clarify your audit trail of updates.   To view the audit trail, right click on the source document and choose version history. 

Downloading a source document

When you want to make a change to an existing source document, right-click on it in the left pane of the Source Docs tab and choose download. Proceed to edit the file using your forms authoring tool. When you are satisfied with the changes, re-upload it.

Adding a source document to a new eForm

Select a document on the left hand pane, then press the add button. Notice that you can add multiple documents to an eForm, but only the first one in the list is used at generation time. Also note that even though only the first document is used at generation time, all fields from all selected source documents are configurable within the eForm.

Removing a source document from an eForm

Select the desired document in the right hand pane and press remove. Notice that all fields from that source document will disappear (permanently, once saved) from the Fields/Sections tab (exception: if a field is referenced by another source document that is part of the eForm definition then it remains in the Fields/Sections tab).

4.7. Field/section attributes

Notice there is a Fields/Sections tab where you get to specify the finer details of section and field objects in the eForm. Refer to the chapter on Field Attributes for the details of setting individual field configuration items.

The field/section tree

The left hand pane of the Fields/Sections tab shows all of the eForm's sections and fields in a simple tree structure. The order of the items in this tree dictates what the end user sees when completing the eForm.  Field sections may be collapsed or expanded by toggling the arrow icon that immediately precedes the section name.

Creating a new section

Simply press the create new section button. This will immediately add a new section to the tree, and it will be labelled NEW SECTION by default.

Deleting a section

To delete a section grouping, right-click on the section name and select delete section.  All of the sections fields will be moved to the OTHER section.

The OTHER section

There is a special section that always exists in any eForm called OTHER. This a just a placeholder section to hold fields that have not yet been configured: whenever a new document is added into an eForm, all the fields go into OTHER. Notice that this section is never shown at run time: in order for an end user to interact with any field it must first be moved to some other section.

Changing the order of fields, sections

Notice that fields and sections in the tree can be dragged with the mouse to re-order the items. Multiple fields can be selected by holding down the control key and left clicking on each item.   The selected fields can either be dragged into position or moved to a different section by pressing the move field(s) button and choosing the new section.

Reparse

Use the reparse button to force the system to rescan a modified (re-uploaded) source document.   Any new fields that are detected will automatically go into the OTHER section. Any removed fields will disappear from the field/section tree.

Conditional paragraphs

Conditional text/paragraphs are only used in document packages, not eForms. Refer to the chapter on document package administration (link) for further details.

Auto field setup

The auto field setup button allows you to quickly apply preconfigured field information from the global fields library.

Form validation

After a user has completed the data entry process, sometimes it is desirable to run one or more checks to ensure the data being submitted meets predefined requirements. This is where the form validation conditions button comes in to play. By pressing this button you are presented with a dialog in which you can configure one or more conditions to be checked at submit time. If one or more conditions fail, you can display a customized alert message showing instructions to the user on what they need to do to proceed.

Section attributes

Section attributes are available whenever a section is selected in the left hand pane. 

4.8. Search configuration

The Search tab is used to configure various options available to end users when they search a document repository. Note: searches are done by choosing an eForm from the eForm pick list (on the left side of the top desktop toolbar), then pressing the search button.

Setting searchable fields

You can choose up to five fields that an end user can use to help define filter criteria when they search the document repository for previously generated documents.  The order of the search results columns will mirror the order of your current search indexes.  Similar to the Source Docs tab, choose a field on the left pane and press add to make it a searchable field.  To remove a field index, select the field on the right pane and press remove.  

Note: Adding or removing index fields will result in a global change to all users who can search the form. 

A multirow field may not be used as a searchable index and are grayed out in the left pane.

Controlling search results

Notice several checkboxes in the lower left corner of the Search tab:

• disable "edit a copy of this data record?" from search results? - selecting this option prevents the user from launching a new eForm prepopulated with the data from any search result.
• disable "retrieve" from search results? - selecting this option prevents the user from viewing the generated document associated with any search result.
• enable "export csv" from search results? - selecting this option allows the user to download the data in CSV (comma separated value) format from any search result.

There are further controls that apply to searching in the Security tab, discussed later in this chapter (link).

4.9. Form storage location

Repositories

The Repositories tab configures the storage place for the eForm's generated documents. Repository options include the standard LincDoc repository as well as Laserfiche.  Please refer to the Repositories chapter for further information.

4.10. Actions

The Actions tab contains two panels that configure the steps taken on form completion.   Actions may be attached to direct user requests (button definitions) or events that occur during the processing of a form.   

The button tree

The left hand pane of the Actions tab shows all of the eForm's buttons in a simple tree structure. The order of the items in this tree dictates the order of the eForm's buttons from left to right.  Button definitions may be collapsed or expanded by toggling the arrow icon that immediately precedes the button name.

In the example on the right, Submit is the name of the first data input button.  Always is the button's display condition.   There are four associated actions with the submit button: clear hidden fields, validate, save, and view document.   There is an additional button named Cancel that is always displayed and has an action of close. 

Creating a button

To add a button, click on the arrow submenu on the Data Input line and select add button. This will immediately add a new button to the bottom of the tree, and it will be labelled NEW by default.

For a button press to have meaning, it should have one or more associated actions.

Adding an action

To add an action click on the arrow submenu on the button's definition line and select add action.   Select the desired action from the submenu.   Each action is detailed in the Actions chapter.

Editing an action

Certain actions may have attributes that may be edited.   To edit these action types, click on the arrow submenu on the action's definition line and select edit.   

Deleting an action

To delete an action click on the arrow submenu on the action's definition line and select delete.   The action will be removed from the button definition.

Editing a button

To edit a button, select the button's arrow submenu and select edit. A window with the button's attributes will be displayed. Each button has the following general attributes:

• Label.
• The Stop on Error attribute prevents the subsequent button actions from proceeding when an error is generated.
• The condition controls the button's visibility.   The standard conditions of Always or Never may be used or you may configure a dynamic condition.
• Image.  Select the arrow submenu to choose a button image from the standard set to display to the left of the button's label.

Deleting a button

To delete a button, select the button's arrow submenu and select delete. The button's definition will be removed from the eForm.

Changing order

Notice that button, actions, and rule definitions in the tree can be dragged with the mouse to re-order the item's precedence.

The event tree

The right hand pane of the Actions tab shows all of the eForm's events and related rules or actions in a simple tree structure.  Event definitions may be collapsed or expanded by toggling the arrow icon that immediately precedes the event name.   Follow the instructions above the configure the actions associated with an event.    There are three events displayed on the example shown on the right, After signing, On sync, and After viewing document.  After signing has two associated actions of save and view document.   After viewing document has a two conditional actions (set confirm close message and show HTML) based on the rule function of isOpenForm.

4.11. Form security

The Security tab grants access control to a document package or eForm to configured groups that have been created under the system's user/group maintenance option.   See the chapter on Security for instructions on group maintenance.

The major document package rights in LincDoc:

4.12. Import/Export forms

LincDoc allows you to export your document packages and eForms to a compact, portable archive file that can then be imported into another client ID or LincDoc installation.

Exporting an eForm or Document Package

To export a document package or eForm, perform the following steps:  

Select from the drop down list the document package or eForm that you wish to export.  Select admin, then select export.You will be presented with the Export Document Package window (as shown at right). Review the information, then click the Export button. When the export completes, you will be presented with a link to the archive file that contains your exported document package (see right).  Click the file link to download the export file to your local system. Close the Export window by clicking the Cancel button.

5.1. Overview

Document packages extend eForm functionality by allowing even finer control in the generation of form documents.   This control is on the individual document level (dynamic control of form language with conditional paragraphs) and on the document set itself (document inclusion logic).     

5.2. Doc package markup

LincDoc Enterprise Edition (EE) offers additional markup capabilities in order to enhance your document creation process.  By providing these additional constructs, LincDoc EE allows you to add business logic into your forms with a much finer granularity than SE.

Conditional text/paragraph(s)

NOTE: conditional text is only available in LincDoc's Enterprise Edition and when the form is a document package.

Conditional text uses a triple bracket notation, and a condition ID. The condition ID is a small string which will later be turned into a LincDoc condition. Consider this example: you are creating a document package to generate a student waiver document. You only want to show a particular sentence if the creator of the document is under 18 years old. Here is how it would look inside the source document:

<<< is_under_18 ? You must provide a note from your parent (or guardian) stating you have permission to attend.>>>

From this you should note the conditional text is comprised of the following:

• An opening triple bracket stanza: <<<
• A condition ID
• A question mark
• The conditional text/paragraph (it can even be multiple paragraphs)
• A closing triple bracket stanza: >>>

Once you save these changes to the source document:

1. Login to LincDoc and choose to edit the document package.
2. Go to the Source Docs tab and upload it.
3. Go to the Fields/Sections tab and press the reparse button.
4. The conditional paragraphs button should now be selectable.
5. Press conditional paragraphs and proceed to assign a condition to the desired condition ID; in the example above it is is_under_18, so it is likely you would assign a condition "age<18" (assuming the eForm has an "age" field).

Nested conditional text

It is fine to have nested conditional text in your document. Keep in mind that a closing >>> will always match back to the most recent <<<. Here is an example. The nested conditional text is shown in yellow, while the outer conditional text is in light green. Note that in order for the yellow text to even have a chance to render to the generated document, the outer condition must first be true.

<<< tax_year_before_2000 ?
Prior to the year 2000 you must also submit an itemized list for all capital expenditures that were the result of an IRA distribution.
<<< multiple_dependents ? Note that you are possibly eligible for further tax credits for your dependents, please call 585-555-1212 to see if you qualify.>>> Once you have completed your itemized list, please refer to Publication 5223 (Early Retiree Credits) to determine the proper set of next steps.>>>

5.3. Including/Excluding documents in a package

5.4. Repeating documents

Repeating documents

Sometimes there is a need for a source document to be repeated 1 or more times, but it is only known how many times it will be repeated once the user completes their data entry. Assume you are creating a document package to generate an apartment lease for 1-4 residents. The package is composed of 2 source documents: a base lease agreement and a resident application form. The base lease agreement contains a multi-value table to collect the 1-4 resident names, which we want displayed in the base lease. We make hidden fields to collect further details for each resident: we don't want to display the details in the base lease agreement, instead they will be shown in the application forms which will follow the base lease.

In the application form we might have something like this:

Resident name: <<res_pn#>>

Address: <<res_addr#>>

City, State Zip: <<res_city#>>, <<res_state#>> <<res_zip#>>

Configuring the document's inclusion

To include a document for each resident:

1. Open the document package for editing.
2. Right click on the document on the Source Docs tab's current documents pane.
3. Select inclusion logic from the submenu.  
4. In the Edit inclusion logic dialog, select Generate a copy for each instance of the field..
5. Select the table definition.
6. You may create a condition on its inclusion or leave the default condition of Always.
7. Click the OK button to apply the inclusion logic.

6.1. Global fields

Overview

Global fields allow the administrator to configure multiple fields with a single button click. This is done by configuring a field pattern to match against, along with the appropriate field attributes to be set with the matched fields. For example, you could have a pattern of *_dt to signify all date fields. The *_dt pattern would be configured with the date field type and a label of Date. When the apply global fields button is clicked, anything matching that pattern will have those field attributes applied to it.

Creating a global field

Use these steps to set up a global field using the example mentioned in the overview.

1. From the admin icon in the top toolbar, select global fields.
2. The global fields window should appear.
3. Press the new button.
4. See a new row added to the global fields list called NEW. Click on it.
5. Change the name to all dates.
6. Change the pattern to *_dt.
7. Change the label to Date.
8. Change the field type to date.
9. Press the save button.

Applying global fields to an eForm

Edit any eForm that contains one or more fields whose names end in _dt. Go to the Fields/Sections tab and press apply global fields. When prompted, choose to apply to all fields. All the matching fields should now be labelled Date, and have their types set to date.

Applying global fields selectively

Notice that when you press apply global fields there is an option to only apply the global field settings to new fields. New fields arise when you have an existing eForm and its source document is modified to add one or more new fields. Once the source document is saved and re-uploaded, press the reparse button on the Fields/Sections tab and the new fields will appear in the OTHER section. At this point you can now press apply global fields, and utilize the option to just apply the settings to new fields.

NOTE: changing the attributes of an existing global field has no effect on any field that was previously matched against that global field. The only time global field settings are applied is by pressing the apply global fields button.

6.2. Overview

Field attributes define the data entry widget type and how that widget performs in a LincDoc form. For example, you may have a phone number or date field in your form and you want the user to enter the correct number of digits in the number and pick a date from a pick list. Setting the field attributes will control how this field performs. In addition, there are other attributes that control how and when the field is displayed in the form.

The following are a list of the most common field attributes:

Item	Description	Advanced
Field name:	The name of the field as configured from the source document.
Appears in:	Lists the first source document encountered that contains the field.	X
Label:	Enter the Label that appears to the user in the data entry process.
Short label:	Defines the label that appears for this field when performing searches or modifying the set of index fields.	X
Field type:	This is a drop down list of the data types of each field in the data entry process.  See Field Types for further information.
Maximum number of rows	This option is available only on multiline fields and controls the maximum number of repeating sets that may be entered by the end user.
Condition to display:	Defines whether a field is displayed or not.   The default selection of Always will display the field to the end user.   Never will not display the field.   Conditions may be configured to dynamically display the field based upon previous input.  See Condition to Display for more information.
Required:	A value of Always/Never defines whether or not the field must be completed before proceeding in the data entry process.  Conditions may be configured to dynamically require the field based upon previous input.  Required conditions are discussed further here.
Read Only:	A value of Always/Never defines whether or not the field value may be entered by the user.  Conditions may be configured to dynamically prevent the field from being edited.  See Read Only Conditions for more information.	X
Input constraint:	Defines the format criteria on how the user must enter a value in a field. For example, entering the value of "###-###-####" the user must enter a numeric value of 555-555-5555.  '#' signs denote numeric characters, 'X' denotes alpha characters.  Typical Input constraints descriptions can be found in the Custom Strings documentation.   Other options include all caps and proper name.  All caps forces entered text to capital letters. Proper name forces the capitalization of the first letter of each word.
Constraint warning message:	Defines the text that is displayed to the user if the Input constraint is not entered correctly.
Alert condition:	Defines a message box alert and its triggered condition.   Alert messages are warnings for the end user.   They do not prevent the user from continuing.    To create an alert condition, select new condition from the option menu and configure the condition with the condition wizard.  Once the condition or the standard Always option is selected, select edit alert message to enter the alert text.   The alert text can contain previously entered user data.	X
Width:	Numeric value that defines how wide the field text area.	X
Max length:	Numeric value that defines the maximum number of characters that can be entered in a text area.	X
Calculated field?	Calculated fields are values generated by the system in response to some user input.   See Calculated Fields for more information.	X
Button calculation?	Calculations that are executed in response to a button press.	X
Default calculation?	Defaults a fixed or dynamic value in the field.   See Default Calculations for more information.	X
Clear value when hidden:	When selected, this option will clear the field's value from being saved if its condition to display becomes false during user entry.	X
Actions and Buttons:	Configures the actions executed in relation to a user's interaction with the field.  For example, an action may be triggered by the on change event of a field.	X
Exempt from flattening:	A value of Always/Never defines whether or not the field is flattened.  Conditions may be configured to dynamically prevent the field from being flattened.	X
Field help:	Context senstitive help that appears to the end user. When this is defined for a field a help icon will automatically appear to the right of the field. HTML syntax can be used to configure the text that is displayed.

Watch this video to learn more about field attributes.

• Field attributes.

6.3. Field types

LincDoc provides a rich set of field types to choose from. Setting the field types is a critical step in the forms setup process, because it will dictate how each field can be used in the DANG system.

TIP: the field types for all fields should be assigned very early on in the setup process, as changing field types later in an eForm can lead to confusing behavior, in particular when the field is used in calculations for other fields.

The field types fall into these basic categories:

• strings/custom strings
• numbers
• dates/times
• checkboxes
• signatures
• barcodes
• upload files

Strings

• text: alphanumeric entries such as names, addresses, etc.
• text area: use this to capture larger text inputs, e.g., a field to type in comments; allows for multiple lines of input

Custom strings

• codelist: codelists display as a drop down choice list to the user; see here for more detail
• codelist-custom: same as a codelist, but also allows the user to type in a value that does not appear in the list
• email: requires entering a string that matches an email address
• phone number: for convenience, numbers can be typed with no dashes/punctuation and the system will format it automatically; for example, typing in 5855551212 the system will reformat it to (585) 555-1212.
• social security number: similar to phone number, the SSN will reformat 111223333 to 111-22-3333
• state: US state or territory
• zip: US ZIP code

Numbers

• currency: currency values (uses 2 digits after decimal place)
• decimal: numeric with a decimal point
• integer numeric entries only.

Dates/Times

• date: gives the user access to a calendar widget. Dates are formatted as month/day/4 digit year.
• time: the time field accepts and auto-converts abbreviated inputs; for example, entering 9a the system will convert this to 9:00 AM

Checkboxes

Checkboxes are not directly selectable as a field type. See here for details.

Signatures

See here for an in depth coverage of signature fields.

Barcode

Code 128, Code 39, and PDF 417 barcodes are supported; use a calculation to control the data going in to the barcode.

There are options also for orientation, alignment, and scaling. Generally the defaults are acceptable.

File upload

This allows users to upload a file.

 NOTE: uploaded files are NOT inserted into the generated document, only the names of the files will show.

6.4. Codelists

Overview

LincDoc fields may be assigned to be either a codelist, or codelist-custom, field type. Codelists present themselves as drop down choices for the user to select one particular value. Custom codelists are exactly the same, but they also allow the user to type in a value that does not appear in the choice list.

Internally, codelists are database objects that consist of an ordered list of codes and descriptions of those codes. They may reside either inside LincDoc's internal database, or in one of the supported 3rd party databases (currently Oracle, Microsoft SQL Server, MySql, and PostgreSQL).

NOTE: a 3rd party database can only be used if the Database Integration module has been purchased and configured.

Creating a new codelist

Open any form for editing. Go to the Fields/Sections tab. Select any field. In the right pane, click on the drop down list in the codelist(s) section; choose new. You are then prompted to enter an ID for this codelist, and you must select a type:

• Manual entry - this is the default and it will allow you to manually type in the values
• JDBC - presents an interface to choose codes/labels/descriptions from a 3rd party database
• JDBC Advanced - same as JDBC, but allows you to type in your own SQL queries

NOTE: the JDBC types can only be used if the Database Integration module has been purchased and configured.

Manual codelists

There are two types: simple and advanced. 

Simple

Simple codelists are codelists which contain codes (or short text phrases) that have obvious meaning to the user, and therefore do not require a description. For example, a yes/no codelist:

Advanced

Enable the advanced checkbox and you can now edit a description and a label:

At run time, this is what the user sees:

Conditional codelists

Conditional codelists allow a field to present a different choice list to the user based on one or more conditions. For example, imagine a scenario where the field make asks the user to choose a particular copier manufacturer. Then the field model is a list of models from the manufacturer. The model's codelist depends on the copier manufacturer; it is conditional based on the value of make. To configure a conditional codelist, click on the advanced checkbox as shown here, then press the configure button:

Note the codelists behind a conditional codelist may be a mix of manual entry and JDBC.

Conditional codelists based on SQL query

There is an alternate method to create a conditional codelist. When creating the codelist, the type will be JDBC Advanced:

When you get to the configuration screen, choose your data source. Then type in your query. LincDoc field names can be used in the where clause to conditionally select data. Just delimit each LincDoc field with << >>, as shown below for field city.

Once you have the query typed in press refresh, if there are no syntax errors then you be able to map database fields to the code, label, and description attributes of the codelist. Note that you can re-use the same database column for both the code and label. Also note that mapping the description is optional.

A note about "where" clauses

The where clause is free to use any function supported by the underlying database; refer to your database's documentation for details. Here is an example (building on the example shown above) assuming your database is Microsoft SQL Server: suppose you want to select only those companies that are in cities whose name contains the string as typed by the user into LincDoc field "city", and it should match case insensitively: select * from dbo.companyinfo where lower(city) like '%' + lower(<<city>>) + '%'. So if the user had typed in for into field city, this query would return companies in Fort Worth, Rockford, New Hartford, Fort Lauderdale, etc.

As another example, consider a situation where you have a table of copier manufacturers, called manufacturers, with column manufacturer:

Then another table of manufacturers' copiers (table name copiers) with columns manufacturer and copier_model. This table relates manufacturers to their respective copier models:

Further assume you have a LincDoc eForm with fields of the same names as the database columns. The LincDoc field manufacturer would be set up as a simple codelist to the manufacturers table, and a "JDBC advanced" codelist would be used for LincDoc field copier_model. To select copiers based on the currently selected manufacturer the "JDBC advanced" codelist would use the query: select * from copiers where manufacturer=<<manufacturer>>

.

6.5. Checkboxes

Radio Groups

LincDoc does not have a radio button widget, but radio button functionality can be implemented using a combination of PDF radio buttons in a source document and a drop down list in LincDoc. This will allow the user to select one and only option. Use the following instructions to enable radio button functionality in your form (NOTE: for XFA forms see the section below):

1. Create a group of radio buttons in your PDF source document. Note: the radio button group name is specified for each radio button (in Adobe Acrobat, under the General tab, "Name").
2. Login to LincDoc.
3. Locate the field corresponding to the group of radio buttons, and make this field a list box (in this example, chicken_or_beef) - Note: the use of combo boxes are not allowed for this feature.
4. Edit/create a code list for the list box.
   • Make sure the label in LincDoc is the same value as the button value (in Acrobat under the Options tab) of the radio button in the PDF document.
   • For example, if the radio button value in your PDF is 'chicken', your label would also be 'chicken'.
     • Note: Case matters - the label and field name must match exactly.
5. Select OK to save and close.

Your radio button group will now be controlled by the list box that was just created.

Radio Buttons in LiveCycle XFA forms

NOTE: XFA forms are only supported in LincDoc 2.2 or higher. As noted above, LincDoc does not currently have a radio button widget, but a drop down list can be used to select a specific radio button in an XFA form. There are a few configuration steps that need to be followed to enable the use of XFA radio buttons.  The first is to create an exclusion group that will contain all the radio buttons for a specific LincDoc field. An exclusion groupis Adobe's term for a group of radio buttons. Only one radio button in the exclusion group can be selected at a time. The exclusion group name will be the name of the field that appears in LincDoc. Create a code list containing the unique values for each radio button in the exclusion group.

1. Open the Livecycle designer
2. Add individual radio buttons (see these Adobe instructions)
3. Using the control key on your keyboard select the individual radio buttons that make up the exclusion group
4. Right click on the exclusion group and select "Wrap in New Radio Button Group" (You may get an error saying at least 2 radio buttons have the same value)
5. Select the exclusion group
6. Check "Specify Item Values" in the exclusion group object configuration box
7. Select an individual radio button from the exclusion group (the value of that button will be highlighted in the value list in the object configuration box)
8. Double click the highlighted value and enter the corresponding value that will exist in your LincDoc code list
9. Save and commit your XFA form to LincDoc
10. Login to LincDoc
11. Edit the form, and press the reparse button from the fields tab
12. Select the exclusion group name in the LincDoc field list
13. Select list box or combobox
14. Create a new User Input code list
15. Enter values for the code and label that match the values entered in step 8
16. Save the code list
17. Test the form

In the example below we have an XFA form that has 3 radio buttons, Red, Green and Blue. We have a LincDoc form that will select one of those colors in the PDF when generated. You can download and import this example into your clientID by clicking this link. Follow these instructions to import this test form. Watch this video to see how to prepare your radio buttons in Adobe Livecycle. Watch this video to see how to create the code list in LincDoc and the resulting output.

6.6. Signatures

The following page gives a brief overview of the use of digital and electronic signatures in LincDoc. LincDoc has four digital signature types (or signature providers): Topaz pad signatures, LDAP signatures (authenticated), mouse signatures, mobile signatures, and one electronic signature type, clickwrap.

NOTE: it is assumed that the terms final document or generated document as used below refer to a PDF generated by LincDoc.

Topaz

A Topaz signature pad captures the user's handwriting/signature and converts it into an electronic format. This process creates an image and captures biometric data of the signature. When using a Topaz pad to sign documents in LincDoc, LincDoc will capture this image and biometric data and store it in the generated PDF document.  The biometric data that is collected by the Topaz pad is also encrypted with the unsigned document.  This means that not only can this method be used to verify that someone has signed the document, but we can also verify that this is the document that they signed and that the biometric data has not been tampered with.

This signature process begins after the data entry steps are complete and the user has reviewed the draft copy of the document.  The following is breakdown of the steps:

1. The user completes the data entry process and generates the PDF form/document.
2. LincDoc displays the form in the document viewer window for the user to review.
3. Once reviewed, the user clicks on the sign button on the document viewer window.
    
4. LincDoc prompts the user for the signer of the document.
5. The user selects the signer and clicks OK.
6. LincDoc then initializes Topaz pad.
7. The user signs the pad.
8. LincDoc merges the image of the signature into the form
9. LincDoc stores the biometric data from the signature along with the data record.
10. LincDoc locks the PDF form with a digital signing certificate.
11. LincDoc displays the signed form in the document viewer window.

This is best illustrated in an example. Sally Jones comes into the office and sits down with John Doe (assume he is an office clerk) to complete an application. The data is gathered and the document is ready to be signed.

• The preview button is clicked in LincDoc; a watermarked PDF document is generated (possibly even printed) and displayed to Sally for her to review all of the information.
• Once Sally is satisfied, the sign button is clicked in LincDoc, the Topaz signature pad that is connected to John's computer is initialized and Sally signs the document.
• LincDoc inserts the image of the signature into an Adobe signature field and stores the Topaz biometric information in the LincDoc database.
• If the document is tampered with in any way, then anyone opening the document gets an immediate visual indication that the signature is no longer valid.
• In order to validate the Adobe signature, the LincDoc Trust Certificate must be installed on the computer of the user who is validating the signature. This is a one-time, 2 step process performed inside of Acrobat Reader.
• In addition, the user has the ability to upload the PDF document to the LincDoc server to run it through the aforementioned hashing validation process.

Click here for configuration details...

LDAP signatures

NOTE: you must have purchased the LDAP Integration Module in order to do LDAP signatures.

An LDAP signature validates the user by challenging that user for his password when he executes an LDAP signature. Once validated, LincDoc will apply a digital signature certificate to digitally lock the document.  This signature process begins after the data entry steps are complete and the user has reviewed the draft copy of the document.  The following is breakdown of the steps:

1. The user completes the data entry process and generates the PDF form/document.
2. LincDoc displays the form in the document viewer window for the user to review.
3. Once reviewed, the user clicks on the sign button on the document viewer window.
4. LincDoc prompts the user for the signer of the document.
5. The user selects the signer and clicks OK.
6. LincDoc then prompts for the current logged in user's password.
7. LincDoc will then validate that password against LDAP or Active Directory.
8. If success, LincDoc will digitally lock the PDF with the digital signing certificate.
9. If fail, LincDoc will prompt the user's password.
10. LincDoc displays the signed form in the document viewer window.

Click here for configuration details...

Mouse signatures

The mouse signature applies the same process that Topaz uses but instead of using a Topaz pad, the user simply uses their mouse to draw their signature on the signature canvas. The type of signature requires the use of an HTML5 compliant browser:

• Internet Explorer 9+
• Chrome 8+
• Firefox 4+
• Safari 4+

The following is breakdown of the steps:

1. The user completes the data entry process and generates the PDF form/document.
2. LincDoc displays the form in the document viewer window for the user to review.
3. Once reviewed, the user clicks on the sign button on the document viewer window.
4. LincDoc prompts the user to select the appropriate signer.
5. LincDoc displays a canvas for the user to draw their signature using a mouse or stylus.
6. The user must click Accept to apply the signature.
7. LincDoc displays the signed form in the document viewer window.

Click here for configuration details...

Mobile signatures

Currently, LincDoc only supports iPads for use with Mobile signatures but will be coming out with support for the iPhone, and all mobile devices that support a webkit browser. This type of signature allows the user to complete a form on their iPad and have a user sign directly on the screen of that device, as illustrated above.

The user must download and install the LincDoc Mobile  iPad application. Once installed and configured with an activation key, the user is able to access the forms on their LincDoc Server.

The following is breakdown of the steps:

1. The user launches on the LincDoc Mobile application
2. The user completes the data entry process and generates the PDF form/document.
3. LincDoc Mobile displays the form in the document viewer window for the user to review.
4. Once reviewed, the user clicks on the sign button on the lower toolbar.
5. LincDoc Mobile prompts the user to select a signer.
6. Once selected, a canvas is displayed for the user to sign.
7. The user must click Accept to apply the signature.
8. LincDoc Mobile displays the signed document.

Clickwrap

Clickwrap signatures are electronic signatures that do not require a digital certificate or signature capture pad. Clickwrap signatures in LincDoc offer a simple method of obtaining electronic evidence of user acceptance to the data entered into a LincDoc form. The data entry question/answer process ensures a level of authentication that the user is who he/she says they are. This can be configured in LincDoc to collect any information including:

• User's name.
• User's personal information, such as mother's maiden name, can be used to verify identity.
• Statement to show that the user certifies and agrees with the document they are signing.

Once the user provides this information, the data is written to the document, and cannot be changed because it is written to an image format or a secured, read-only PDF document.

Click here for configuration details...

7.1. Overview

DANG is LincDoc business logic engine that is the driving force behind all the conditions, actions, events and calculations contained within a LincDoc form. This is the replacement for the custom scripting that was done in Javascript in earlier releases of LincDoc.

To understand DANG, it is important to first know certain terminology:

• Conditions: an expression that evaluates to either be true or false. For example, total_cost > 1000 or day_of_week is "Tuesday". Conditions can also be combined using and and or operators, e.g., total_cost > 1000 AND day_of_week is "Tuesday".
• Actions: actions are discrete units of work that are executed when a condition is true. Examples of actions are displaying an alert message; sending an email containing a link to a document; displaying a document; saving a document to the database; and many more.
• Events: events denote key moments in time when an eForm is being executed. For example, if an eForm contains a signature field, then when the user signs the document it triggers the after signing event. When an event happens, it may fire one or more actions; each action fires (or not) based on evaluating the condition assigned to it.
• Functions: functions take zero or more input values (typically form fields) to produce a single output value. For example, to combine first_name with last_name you would use the Concat (concatenation) function. An example of a function that takes zero input values is Username, which simply returns the username of the logged in user.
• Calculations: calculations assign values to fields, often by combining one or more functions. Calculations can be mathematical, but not necessarily: for example, a form may have a calculation to derive a field called full_name by concatenating fields first_name and last_name.

7.2. Configuring conditions

Conditions are user configured boolean (true or false) expressions that drive system behavior.   A condition statement or clause may be singular or may be evaluated in conjunction with other clauses using AND (All of the following) or OR (Any of the following) to create more complex expressions.

Condition name

Each condition must have a unique name.   Once the condition is defined it is available throughout the eForm or Document package's condition lists.

Condition field

The comparison field is selected from the eForm's field set.   The field's type controls the operator list and comparison values.   For example, if the comparison field is numeric, numeric comparisons are available.   If the comparison field is a drop down list, the comparison values are automatically filled with the drop down list's options. 

Condition operator

The operator controls the type of comparison.  

Condition value

Comparison values may be any constant value such as a given text string or number.   They may also be other eForm fields.   

Condition Examples

A simple example of a condition would be a test of a field's value.  For example, evaluate the value of a preferred contact list (shown below).

Here the condition's name is contact_ph_required.  The condition's field is contact_optlist.  Its operator is set to Equal, and its value is the "Home Phone" selection.

A more complex example, would involve displaying a preferred contact time if the user entered a home phone number or a cell phone number.  Note in the example below "Any of the following"  is selected. 

7.3. Condition to display

The Condition to display option is used to dynamically display or hide a field or section based on a value or condition of another field. This option evaluates to true or false, depending on the condition. If the result is true, then the field is displayed but if the result if false, then the field is not displayed.

For example: Let's say you would to display fields based on the type of leave an employee is requesting. If the leave type is Personal, only display the personal fields. If the leave type is Professional, then only display the professional fields.

Thus, when a user selects "Personal" from the leave_type drop down list in the data entry process, the section that contain the fields for personal leave will be displayed. If the user selects "Professional" then the section containing the fields for professional leave will be displayed.  This streamlines data entry to the point where only the necessary fields are presented to the user for a cleaner and clearer data input.

7.4. Required condition

Required conditions allow the administrator to force entry of a field's value based upon information only available during execution of an eForm.    

For example, consider the situation where multiple points of contact for a customer are desired, but you would only require them to enter one.   The required contact point is designated by the user as their preferred point of contact.   In this example, the form would have data fields for home phone (contact_ph), email (contact_email), and cell phone (contact_cell_ph).   There is an additional list (contact_optlist) where the user selects the best contact option from the three.   The field that is required is based on the user's selection.

1. On the Fields/Sections tab, select the contact_ph field.   
2. Click on the Required submenu arrow and select new condition.
3. You may leave the defaulted condition name or change it.
4. In this example it is a simple condition based on a single field value.   Select the field contact_optlist in the first drop down list.
5. Our comparison selection should be Equal.
6. When the field selection is a list type the value field is automatically filled with the list's options.   Select "Home Phone" as the value.
7. The condition is now defined as "contact_ph_required when contact_optlist equals Home Phone".
8. Select OK to continue.
9. The new condition "contact_ph_required" is now listed as the condition selection for the Required attribute.
10. These steps would be repeated for the contact_email field where contact_optlist equals Email and for the contact_cell_ph field where contact_optlist equals Cell Phone

7.5. Read-only condition

Read only conditions dynamically prevent the end user from editing a field's value based on information available only on execution of a form.   This functionality is useful when a field's defaulted value is based on your best business practice.   However, there are situations where you may allow its value to be overridden by the user.   The field's read only condition gives you the ability to allow edits only when necessary.

7.6. Document inclusion rules

Document inclusion rules control the presence of each of the documents included in a document package.   The logic to include or exclude is executed when running a document package.  For example, a generic lease package may contain multiple addenda that should be included based on property characteristics.

1. Select the document package that you wish to edit in the form drop down list.
2. Click on the admin icon and select edit.
3. On the Source Docs tab of the admin screen, right click on the conditional document in the current documents pane.
4. Select the option inclusion logic from the sub menu.
5. The condition is defaulted to Always.  Click on the sub menu arrow and select new condition.
6. Name the condition and enter its logic, i.e., the property allows pets field has a value of Yes. 
7. Select OK to create the new condition.
8. Select OK to confirm the condition's application to the document.

7.7. Calculation wizard

Calculated field values are derived from previously entered data or system functions.   To configure a calculated field select the Calculated field? checkbox on the field's attributes panel.   Access the submenu arrow and select calculation wizard.  The calculation wizard guides you through the setup of one of 4 calculation scenarios.    

• Set the field value to a manually entered value.   
• Set the field to the value of another field.
• Set the field based on an IF/THEN/ELSE condition.
• Set the field based on a function.

Manually entered value calculations

Select the "Set the field value to a manually entered value" option.  Enter the constant in the value field and press OK to continue.   In the example below the preferred contact method option list is defaulted to the Cell Phone selection.

Field to field value calculations

Select the "Set the field to the value of another field." option.  Select the source field for the current field's value.   Press OK to continue.

Function based calculations

Function based calculations are found under the "Set the field based on a function" option.  In this example, the contact's age is calculated from the entered birth date.

Logic based calculations

The If/Then/Else calculation choice enables the user to use cascading boolean logic to determine the field's value.   In the example below, if the contact has entered a preferred contact method (contact_optlist) of home phone or cell phone, then schedule a follow up call in a week.   Otherwise, default the scheduled follow up to the day the contract information was entered (contact_entry_dt).

7.8. Calculations

You may also directly edit the calculation without using the calculation wizard.   This method gives you full control over the calculation's definition.

Calculation window

In the example below, the contact_optlist is the target field that will be set to the calculation's output value.   The calculation is configured to set the contact_optlist field to a manually entered value or constant of "Cell Phone".   Manual value entries are accessed using the pencil icon  to the right of the value field.

Here is an example of defaulting a date field to the current date.   The function CUR_DATE is made available in the value field by selecting the function icon .

Functions may require zero or more input values or parameters.   In the example above, the current date function (CUR_DATE) does not need an input value.   An age calculation using the YearsSince function has one input value, the contact's birth date (contact_birth_dt) field.   Fields are listed in the input value list when the field option button  is selected.

In the case of the implementation of a W4 form, lineH is the sum of lines A through G.  Additional values were created by clicking the plus button on the value field row.  

7.9. Advanced calculations

Certain calculations may entail multiple steps that require temporary fields to hold interim values.   For example, a payment may be due on the last day of the month, but you may wish to schedule it for the day before.

In this case you need a variable field to temporarily store the end of month date.   You can then use this field in the MinusDays function to calculate your final answer.

Creating a temporary variable

1. Click on the submenu arrow to the right of the calculation's target field.  
2. The New variable window is opened.   Name the variable and select the variable's type.   
3. Select the new temp_EndOfMonth variable in the calculation's target field and configure its calculation.   
4. Click on the plus button to the far right of the calculation's definition to create another calculation level.
5. Complete the calculation of the pmt_dt field using the MinusDays method and the temp_EndOfMonth variable. 

7.10. Functions

The following string functions are available:

Boolean functions are described in the condition operator's table. 

The following numeric functions (integer, decimal) are available.   Decimal fields retain precision.  Integer fields results are rounded to the nearest integer. 2.5 is rounded to 2.

7.11. Default calculations

Default calculations allow you to pre fill field values to streamline data input.   For example, consider the situation of a company monthly expense report.   You may wish to default the start date to the first of the current month and the end date to the last day of the month.   This is accomplished by setting up default calculations.

1. On the Fields/Sections tab, select the Expense_Period_Start_Date field.
2. Check the checkbox for Default Calculation attribute.   
3. Click on its submenu arrow and select edit calculation.
4. Select the function icon and choose StartOfMonth from the function menu.
5. Select its parameter of CUR_DATE.
6. Press the OK button to complete the set up.
7. Configure the default calculation for the Expense_Period_End_Date in a similar manner using the EndOfMonth function.

8.1. Overview

Actions are units of work in LincDoc that are conditionally triggered by form or field events or button clicks. An action can be something as simple as saving data to a database or generating a document. This allows the user the ultimate flexibility by allowing the user to fire specific actions at different parts of the form process. 

Some common actions include:

• Generating a form (clicking the Submit or Generate button)
• Saving data to the LincDoc database
• Emailing a user or group when a form is submitted
• Writing a document to an external Document Management System

8.2. Configuring actions

Buttons

Buttons may be associated with a particular field's row or on the form itself.   Form level buttons are configured on the Actions tab of the admin interface.  Field level buttons are configured from the field's definition pane.   

Adding a field level button

1. On the Fields/Sections tab of the admin window, select the field that would be associated with the button.
2. Verify that the advanced checkbox is checked.
3. On the Actions and Buttons attribute, click on the arrow submenu button.
4. On the Buttons pane Field row, click on the arrow submenu button and select add button.
5. A button named NEW with the condition of Always is created.  
6. At this point the button may be edited and an action or rule applied through the button's arrow submenu.

Editing a field level button

To edit a button, select the button's arrow submenu and select edit. A window with the button's attributes will be displayed. Each button has the following general attributes:

• Label.
• The Stop on Error attribute prevents the subsequent button actions from proceeding when an error is generated.
• The condition controls the button's visibility.   The standard conditions of Always or Never may be used or you may configure a dynamic condition.
• Image.  Select the arrow submenu to choose a button image from the standard set to display to the left of the button's label.

Select save to apply your button attribute changes.

Deleting a field level button

A button's definition is removed by selecting its submenu arrow and selecting delete. 

Events

Events occur on both a field and eForm basis.   Each event can be configured to perform one or more actions.   These actions may also be subject to a rule evaluation or condition.  The following events are available in LincDoc:

Named actions

Certain actions may be needed at multiple points during an eForm's lifecycle.   A shortcut to defining repeated actions is available in LincDoc as a "named action".   Named actions are saved action configurations that may be reused or act as a defaulted template for new action definitions. 

Adding a named action

1. On the action line, select the edit option from the arrow submenu button.
2. In the action's attribute window, select the save with name option.
3. Enter a unique name for the button configuration.

Using named actions as templates

1. On the action line, select the edit option from the arrow submenu button.
2. In the action's attribute window, select the load named action and pick the configured named action from the drop down menu.
3. The named action's attributes are automatically defaulted in the action's attribute window.

8.3. Rule

Overview

A rule is a configured action or set of actions dependent upon an evaluated condition. 

Creating a rule

A rule definition may be attached to a button click or event or even to another rule .  

To create a new rule:

1. Select the arrow submenu on the button, event, or rule row and choose add, new rule.  
2. A blank rule definition row will appear beneath the selected button, event, or rule.
3. Select the arrow submenu on the blank rule row and choose edit.
4. Edit the rules attributes.
5. Save the rule definition.

Rule attributes

• Stop on error - If an error occurs, the subsequent actions will not be executed.
• Condition - select from a list of previously configured conditions, or create a new condition using the condition's arrow submenu.

 

Editing a rule

To edit a rule's attributes, select its arrow submenu and choose edit.

Deleting a rule

To delete a rule definition, select its arrow submenu and choose delete.

Named rules

A named rule has been assigned a unique name through the save with name option on its attributes.   Once named, the rule definition is available for reuse on other buttons, events, or rules.

8.4. Close

Overview

The close action exits the data entry window and is generally associated with a Cancel button.

Configuration

The close action has an attribute of "Prompt before closing".   If selected, before the user can close the data entry window they must confirm the message: 

8.5. Email

Overview

The email action sends an email to a configurable set of recipients.   The email may have the generated document as an attachment.

Configuration

The email action has the following attributes:

8.6. Fileshare

Overview

The export to Windows share action writes a copy of the generated document or document set to Windows share.

Configuration

Access to the share and the path name are configured in the action's attributes.

8.7. Show HTML

Overview

The show HTML action opens a browser window with the specified HTML.   This action is typically used when an eForm is executed in OpenForm mode.  The webpage may include any combination of static and dynamic text based upon the user's input.  You may also redirect a user to another site, for example:

<head>

<meta http-equiv="refresh" content="1;url=http://www.anysite.com">

</head>

Configuration

The HTML is configured in the action's attributes.  A drop down list is provided that contains the eForm's data and system fields.  Selecting a field will insert its definition mapping into the HTML window.  Link references are available for mapping as well.

9.1. Creating a repository

Repositories are configured in the system settings of LincDoc.    To create a new repository select repositories under the system icon of your administrator interface.

Select the new icon at the top right corner to open the Create new repository window.

Name your repository by entering a unique id.  Select the repository type and click on the create button to add the new repository definition.

A LincDoc Repo repository type does not need further configuration.   See the LaserFiche repository page for more information.

9.2. Laserfiche Repo

10.1. Overview

Access control to a document package or eForm is configured using group settings created under System, User/Group maintenance.

The major document package rights in LincDoc:

The users are created and assigned to particular groups to control access.

10.2. Managing groups

Once a group is created, system groups can be added to the newly created group to allow inheriting of rights that are assigned to those groups. 

System Group:

To create a group:

1. Type the group name in the text box and click the create group button
2. Add any system groups that may be required
3. Edit your eForm and select the security tab
4. Select the groups to edit and run the document package

10.3. Managing users

To access secure forms in LincDoc, individual users must be created and assigned to groups with rights to access various parts of the system.

To create a new user:

1. Login as an Admin user
2. Select system, User/Group maintenance
3. Click on the User tab
4. Enter the username and click create user
5. Add the user to an appropriate group

10.4. Active Directory

Setting up Active Dirctory 

You must first go to LWSA and configure a "bind" account to Active Directory. The steps are:

• choose the radio button for "other LDAP directory"
• for the LDAP URI, type in ldap://AD_server:3268 (replace AD_server with the hostname or IP address of your AD server)
• search base DN: this is the base distinguished name from which all users and groups utilized by LincDoc are children; for example, ou=Human Resources, dc=example, dc=com
• bind DN: the fully qualified distinguished name of a service account (the dsquery user command is useful for identifying the DN)
• password for the "bind DN" account
• group DN for administrative LincDoc users: normally this field is left blank (only use if instructed by LincDoc personnel)
• save changes, and restart services if the system instructs you to

In order for an AD user to login, they must first be granted the "login" role. To set this up, click on the System icon (upper right) and choose User/Group Maintenance. 

• go to the Users tab and find the desired AD user
• ensure the AD user has at least the "login" group assigned to him/her
• alternatively, go to the Groups tab and pick an AD group that the user is in and grant "login" to the group
• save changes
• note: it is not possible to add or change AD users, nor AD groups, from inside LincDoc: you must use standard mechanisms in Active Directory for those types of operations
• note 2: LincDoc does NOT use single signon via NTLM authentication at this point, so the user will be forced to login for each new browser session

Active Directory user attributes

You can prepopulate LincDoc fields from attributes from the logged in user's Active Directory record. 

In Admin / Edit / Fields/Sections, in Advanced Field Attributes, check Default Calculation to be on, then hit the "details" arrow on the right, select Edit Calculation, make sure the function icon is selected, , and then select the UserAttribute function from the drop-down. Then select the desired attribute in the new drop-down. Currently, only username, full name, or email address are available.

10.5. Shibboleth

10.6. Form security

11.1. Overview

LincDoc 3.0 has the ability to configure and save searches. This will provide more flexibility when trying to find previously saved documents and eForms.

The search is executed at the form level and shows results for only that particular form.

11.2. Using search

Search documents

The search documents window is accessed by selecting the desired form in the form selection listbox and clicking on the search icon on the LincDoc Desktop.  The search window contains three components, the search definition, search criteria, and the search results table.

The search filter definition automatically defaults to Default Search.  The Default Search criteria filters the search results to documents generated by the current user within the past two weeks.  The result listing is not generated until the user selects the search button on the top right hand side of the window.

Search Criteria

Search results are controlled by the listed search queries.   Multiple search queries may be defined to narrow the search results.  Results will be returned if they match any of your criteria (Any of the following) or if they match all of your criteria (All of the following).  In the example below, two have been set: the document's user must be equal to docUser and the document must have been created or modified within the last two weeks.

Queries may be added or removed using the plus or minus buttons to the far right of the row.   A query consists of a searchable field selection, a comparison operator, and optional comparison values.

String fields have the following operator options:

• Equal - Value of the field must equal the value specified.
• NotEqual - Value of the field is not identical to the value specified.
• Contains - Value of the field includes the specified characters.
• OneOf - Value is identical to one of the specified values.

Date fields may use:

• Equal - as above.
• LastMonth - Includes date values within the past calendar month.
• LastTwoWeeks - Includes date values within the past 14 days.
• LastSixMonths - Includes date values within the past 6 calendar months.
• NotEqual - as above.
• OneOf - as above.

Search Definitions

Each user has the ability to define custom search definitions and save them for executing at a later date.  Users may update the Default Search definition or create additional definitions for each form.  Once the search is defined,  click on the sub arrow button to the right of the search definition drop down list to access the search option menu.  Select save to store your search parameters under a new name or overwrite the selected search criteria.   Selecting delete will immediately remove the search definition.  The clear option clears any search criteria currently selected.   The results per page limits the number of results that are displayed on each page of the search.

Search Results

Search results are displayed that match the criteria when the user clicks the Search button.  

The results display table includes three system columns by default: username, last_modified, and filename.  The user has the ability to change the order of these fields by dragging and dropping them to the desired location.  The column's up/down arrows control the column's sort behavior.   This will only effect your user session and will not impact another user.

Additional columns are made available in the configuration of the eForm or document package.    Refer to the eForm Administration's Search configuration page for more information.

11.3. Retrieving documents

Depending upon the eForm's security and search settings the user may have a combination of the following options in the search results window:

Editing a copy

Select a document in the results window and click on edit copy to execute the form with the data from the original document pre filled in a new document's window. 

Editing a document

Select a document in the results window and click on edit to open the original form for editing.  Changes will be overwrite the original document's data.

Retrieving a document

The retrieve button opens the selected document for viewing.

Downloading files

If a eForm or document package has files attached that were uploaded by the user, the files button gives the user the option to download them to the local computer.

Removing files

The remove button deletes the selected documents from the system.  

Exporting to csv

The selected document's field data is exported in CSV format when the user clicks on the export csv file.  The exported data file is named with the eForm or document package identifier and has a file extension of .csv.

12.1. Overview

The following page gives a brief overview of the use of digital and electronic signatures in LincDoc. LincDoc has four digital signature types (or signature providers): Topaz pad signatures, LDAP signatures (authenticated), Mouse signatures, Mobile signatures, and one electronic signature type, Clickwrap. Each type of signature is outlined below but please see the individual signature type documentation for more information. Note:it is assumed that the terms final document or generated document as used below refer to a PDF generated by LincDoc.

Topaz

A Topaz signature pad captures the user's handwriting/signature and converts it into an electronic format. This process creates an image and captures biometric data of the signature. When using a Topaz pad to sign documents in LincDoc, LincDoc will capture this image and biometric data and store it in the generated PDF document. The biometric data that is collected by the Topaz pad is also encrypted with the unsigned document. This means that not only can this method be used to verify that someone has signed the document, but we cal also verify that this is thedocument that they signed and that the biometric data has not been tampered with. This signature process begins after the data entry steps are complete and the user has reviewed the draft copy of the document. The following is breakdown of the steps:

1. The user completes the data entry process and generates the PDF form/document.
2. LincDoc displays the form in the document viewer window for the user to review.
3. Once reviewed, the user clicks on the sign button on the document viewer window.
4. LincDoc prompts the user for the signer of the document.
5. The user selects the signer and clicks OK.
6. LincDoc then initializes Topaz pad.
7. The user signs the pad.
8. LincDoc merges the image of the signature into the form
9. LincDoc stores the biometric data from the signature along with the data record.
10. LincDoc locks the PDF form with a digital signing certificate.
11. LincDoc displays the signed form in the document viewer window.

This is best illustrated in an example. Sally Jones comes into the office and sits down with John Doe (assume he is an office clerk) to complete an application. The data is gathered and the document is ready to be signed.

• The preview button is clicked in LincDoc; a watermarked PDF document is generated (possibly even printed) and displayed to Sally for her to review all of the information.
• Once Sally is satisfied, the sign button is clicked in LincDoc, the Topaz signature pad that is connected to John's computer is initialized and Sally signs the document.
• LincDoc inserts the image of the signature into an Adobe signature field and stores the Topaz biometric information in the LincDoc database.
• If the document is tampered with in any way, then anyone opening the document gets an immediate visual indication that the signature is no longer valid.
• In order to validate the Adobe signature, the LincDoc Trust Certificate must be installed on the computer of the user who is validating the signature. This is a one-time, 2 step process performed inside of Acrobat Reader.
• In addition, the user has the ability to upload the PDF document to the LincDoc server to run it through the aforementioned hashing validation process.

Click here for configuration details...

LDAP Signatures

An LDAP signature validates the user by challenging that user for his password when he executes an LDAP signature. Once validated, LincDoc will apply a digital signature certificate to digitally lock the document. This signature process begins after the data entry steps are complete and the user has reviewed the draft copy of the document. The following is breakdown of the steps:

1. The user completes the data entry process and generates the PDF form/document.
2. LincDoc displays the form in the document viewer window for the user to review.
3. Once reviewed, the user clicks on the sign button on the document viewer window.
4. LincDoc prompts the user for the signer of the document.
5. The user selects the signer and clicks OK.
6. LincDoc then prompts for the current logged in user's password.
7. LincDoc will then validate that password against LDAP or Active Directory.
8. If success, LincDoc will digitally lock the PDF with the digital signing certificate.
9. If fail, LincDoc will prompt the user's password.
10. LincDoc displays the signed form in the document viewer window.

Click here for configuration details...

Mouse Signature

The mouse signature applies the same process that Topaz uses but instead of using a Topaz pad, the user simply uses their mouse to draw their signature on the signature canvas. The type of signature requires the use of an HTML5 compliant browser. This excludes the use of Internet Explorer as it does not follow the industry standards that Chrome, Firefox and Safari follow. The following is breakdown of the steps:

1. The user completes the data entry process and generates the PDF form/document.
2. LincDoc displays the form in the document viewer window for the user to review.
3. Once reviewed, the user clicks on the sign button on the document viewer window.
4. LincDoc prompts the user to select the appropriate signer.
5. LincDoc displays a canvas for the user to draw their signature using a mouse or stylus.
6. The user must click Accept to apply the signature.
7. LincDoc displays the signed form in the document viewer window.

Click here for configuration details...

Mobile Signatures

Currently, LincDoc only supports iPads for use with Mobile signatures but will be coming out with support for the iPhone, and all mobile devices that support a webkit browser. This type of signature allows the user to complete a form on their iPad and have a user sign directly on the screen of that device, as illustrated above.

The user must download and install the LincDoc Mobile iPad application. Once installed and configured with an activation key, the user is able to access the forms on their LincDoc Server.

The following is breakdown of the steps:

1. The user launches on the LincDoc Mobile application
2. The user completes the data entry process and generates the PDF form/document.
3. LincDoc Mobile displays the form in the document viewer window for the user to review.
4. Once reviewed, the user clicks on the sign button on the lower toolbar.
5. LincDoc Mobile prompts the user to select a signer.
6. Once selected, a canvas is displayed for the user to sign.
7. The user must click Accept to apply the signature.
8. LincDoc Mobile displays the signed document.

Clickwrap

Clickwrap signatures are electronic signatures that do not require a digital certificate or signature capture pad. Clickwrap signatures in LincDoc offer a simple method of obtaining electronic evidence of user acceptance to the data entered into a LincDoc form. The data entry question/answer process ensures a level of authentication that the user is who he/she says they are. This can be configured in LincDoc to collect any information including:

• User's name.
• User's personal information, such as mother's maiden name, can be used to verify identity.
• Statement to show that the user certifies and agrees with the document they are signing.

Once the user provides this information, the data is written to the document, and cannot be changed because it is written to an image format or a secured, read-only PDF document. Click here for configuration details...

12.2. Topaz signatures

LincDoc supports the use of Topaz signature pads with PDF source documents.  In order to use this technology, several steps must be followed to properly configure your form, the LincDoc application and Adobe Reader. Currently we support SignatureGem and SigLite pads. For a list of Topaz products please visit click here.

Prerequisites

• Valid LincDoc Signature Capture license
• Signing certificate - this can be acquired through LincWare or any of Adobe's CDS providers
• PDF document with signature field(s)
  • Note: the minimum size of a signature field is 20 pt x 20 pt (using Adobe Acrobat measurement tools)
  • Note: Word source documents are not supported with this signature type at this time
• Topaz signature pad (SignatureGem and SigLite pads are currently supported)
• Java Runtime Environment installed on the workstation that pad is connected

Set-up Procedure

1. Upload the signing certificate (Note: This step must only be completed once. Once the certificate is set up, it can be used repeatedly, and for any signature type.  If this step has been completed, move to step 2)
   • Under the desktop System menu, select upload signing key
   • Fill in the appropriate fields
     • Format - the format of the certificate.  If LincWare is your signature certificate provider, it will be a Java keystore.  If the certificate is from Adobe, it will be of the PKCS#12 format.
     • Upload file - upload your certificate file
     • File password - the certificate password
     • Private key password - the private key password
2. Add an Adobe digital signature to your PDF document
3. Commit the document and reparse to enable configuration in LincDoc
4. Set up the appropriate fields via the administrator interface.
   • Set the field type to signature
   • Select Topaz signature pad from the list of signature providers
   • Choose which person will be signing this field
   • Select the certification level:
     • None
     • Not Certified
     • Form Filling Allowed
     • Form Filling and Annotations Allowed
     • No Changes Allowed
   • Choose which fields to lock (if any)
   • Check exempt from flattening
5. Set the trust levels for the certificates in order to validate signatures.  (Must be completed only once)
   • When a document is signed, the signing certificate is used to validate the signature and raise a warning when the document is changed.  When you see the Validity unknown mark inside the signature, that means that the PDF viewer does not have the certificate installed.  In order to do that, do one of the following:
     • Read these instructions
     • Click on the validity unknown icon in the upper right corner of the screen and follow the directions contained within.

Signature provider

Defines the type of signature. Types of signatures can be:

• Topaz
• Mouse
• LDAP

Signer name field

Defines the field value that will be used in the signature signing process.  This must either be the current LincDoc user or a field in the document that will be filled out with the signer's name.  For example, suppose a document has a field called "first_signer", which will be filled with the name of the person who will be signing the document.  By placing first_signer into Signer name field, when the user selects sign inside the generated document, the name typed into first_signer will be used to populate the list of signature fields to sign.

Certification Levels

• Not Certified: Additional signatures may be added. Changes to the document and the form data may be made. Document meta-data may be added.
  • Use case: You have a document detailing a proposal.  In order to fill this out the form must be approved.  However, the contents of the form may be subject to change (new sections, schedules, etc...).  This certification level would be used in this case.
• Form Filling and Annotations: Additional signatures may be added. Editable form fields may be changed or locked. Annotations may be added. Document meta-data may be added.
  • Use case: Suppose that your documents need to be annotated after signing, you must choose this option.
• Form Filling: Additional signatures may be added. Editable form fields may be changed or locked. Document meta-data may be added.
  • Use case: Suppose that there is an office only section of a form that must be completed after the rest of the form is signed. This certification level will allow this functionality
• No Changes Allowed: No additional signatures may be added. All form fields are set to read-only. No changes may be made at all.
  • Use case: You have a document that once signed, such as a contract, that cannot be modified.  This certification level will essentially lock all fields.

Note:These options only affect the ability of the PDF to be modified through Adobe Acrobat.

Fields to lock:

These are the fields that will be locked - which prevents the user from changing the values after a signature has been applied to the document.  Consider the following:In this example, once the signature is applied, the fields Order_Number and Total_Price will be locked.  They can no longer be edited through Adobe Acrobat.  If a document is reopened in LincDoc, the signature is removed - the document is no longer signed.

Exempt from flattening:

This must be selected for any signature field if flatten generated PDFs is checked under PDF options on the Other Options tab. If it is not, the signing process will fail and an error will be shown.

12.3. Mobile signatures

12.4. Mouse signatures

12.5. Clickwrap signatures

Clickwrap signatures

Clickwrap signatures are electronic signatures that do not require a digital certificate or signature capture pad. Clickwrap signatures in LincDoc offer a simple method of obtaining electronic evidence of user acceptance to the data entered into a LincDoc form. The data entry question/answer process ensures a level of authentication that the user is who he/she says they are. This can be configured in LincDoc to collect any information including:

• User's name.
• User's personal information, such as mother's maiden name, can be used to verify identity.
• Statement to show that the user certifies and agrees with the document they are signing.

Once the user provides this information, the data is written to the document, and cannot be changed because it is written to an image format or a secured, read-only PDF document.

Prerequisites

• eForm or Document Package with fields corresponding to required information

Set-up Procedure

1. Upload the document with standard text fields (can be a PDF or Word source document).
2. Create a section for the signature.
3. Add a statement to show that the user certifies and agrees with the document they are signing.  This can be added to the section's long description.
4. Continue setting up the text fields.

12.6. LDAP signatures

12.7. Validity unknown

12.8. Adding a signature field to a PDF

13.1. Overview

LincDoc database lookups are designed to read data from external databases and prepopulate data into a LincDoc form. A lookup can be configured on one or many fields to refine a search to a single or many records. To enable a lookup, a LincDoc administrator must first fully understand the data being read and the field types being prepopulated in the LincDoc form. The process starts by configuring a datasource at the LincDoc server level using the LWSA screen. Once configured, a lookup can be defined and configured on a specific field in a LincDoc form; the same lookup can also be used on multiple fields inside multiple forms.

13.2. Datasource configuration

A datasource defines the connection parameters to the database server. This database name is used to refer to the database when performing a query.

To configure a datasource:

1. Go to the LincWare System Administration (LWSA) portal: https://servername/lwsa/
2. Click the show details button next to JDBC connections:.
3. Enter the database name.
4. Select the JDBC ID (JDBC driver type).
5. Enter the database username.
6. Enter the password.
7. Enter the database server name/IP address.
8. Enter the TCP/IP port used to connect to the database server. Commonly used ports: MS SQL Server: 1433; Oracle: 1521; PostgreSQL: 5432; MySQL: 3306. Click here for more information on finding MS SQL server ports.
9. Click the test button to ensure proper connectivity.
10. Repeat these steps for every database that needs a connection. Note: LWSA only provides the ability to add one database at a time; you must save changes after adding each database.

13.3. Database lookups

A LincDoc lookup is made of two parts, the SQL query to search for data in a database and a mapping of the retrieved database fields/columns with the LincDoc fields in your form. Use the following steps to configure a JDBC lookup.

Configuring a lookup action

1. Add the lookup action to the appropriate field button.  See Configuring Actions for more information.
2. Click on the lookup action's arrow submenu and select edit.   
3. Configure the lookup attributes.
4. Select an option for a single result.  A selection of Load will map the queried results to the form fields automatically. Prompt will display a message option to the user before loading the results.
5. The option for multiple results controls the behavior of the lookup when the search criteria has generated more than one match. Prompt to Select One will display them in list format for the user to narrow further.  Load All will return all of the results.
6. If desired, enter a message to return to the user when no match is found.
7. You may configure a condition that must be met before the lookup is executed. Refer to Configuring conditions for more information.

Creating a lookup

1. On the lookup action screen, select the lookup drop down list.
2. On the drop down list menu window, select the new box.
3. The New lookup window will be displayed.
4. Enter the lookup ID: an arbitrary identifier string for this lookup.
5. Select the lookup Type: of JDBC.  See the next page for information on JDBC Advanced lookups.
6. Choose the add action at the top of the New lookup window to add the new lookup.
7. The lookup definition window will then display. 
8. The Description will be used to further identify the lookup in lookup selection lists.
9. Select the Data source from a list of the server's configured data sources.  See Datasource configuration for more information.
10. Select the Table/View that will contains the data.
11. The Sort column sorts the match results in the selected Sort direction of either ascending or descending.
12. The condition defines the table's selection criteria.  In this example, the table's row information will be returned if the entered contact_pn field exactly equals the cName column in the Contacts table.
13. Click the refresh button to update the lookup fields column.
14. Drag and drop the lookup fields on the left to match the LincDoc field on the right.
15. Save the lookup definition by clicking on the save action. 

Editing a lookup

1. On the lookup action screen, select the lookup drop down list.
2. Each configured lookup will be listed.
3. Select the edit icon  to edit the lookup's attributes.
4. The lookup definition screen will be displayed (see above).

13.4. Advanced lookups

Advanced JDBC lookups

When you select JDBC Advanced as the lookup type when creating a lookup, the lookup definition window gives you control over the query itself.   Enter a description and select a data source as you would for a JDBC lookup.  For help on defining the query, see below.

Defining the Query

The query is a standard SQL SELECT statement. Each column returned by the query can be mapped to a LincDoc field.

A special property of lookup queries is that you can use field names from your LincDoc form in WHERE clauses. Field names should be bracketed with double less-than and greater-than symbols (for example <<name>>).

Some example queries will help to explain the functionality. Let's say you wanted to lookup applicant information from a permit application based on the application number entered on your form in a field called app_number. You might enter a query like the following:

SELECT applicant, app_city, app_prov, total FROM demo.permit_app WHERE app_no=<<app_number>>

You could then map applicant, app_city, app_prov and total to fields on your LincDoc form.

Let's say that the user completing the form does not know the application number and wants to choose an application from a list of HVAC permits filled out in the last 30 days. To do this, you would set the On multiple results option to Prompt to Select One and provide a query like the following:

SELECT app_no,applicant,app_city,app_prov,app_zip,hvac_fee,total,CURRENT_DATE-CAST(app_dt as date) as "age" FROM demo.permit_app where disciplines='HVAC' and (CURRENT_DATE-cast(app_dt as date))<=30 order by age

Several interesting features are being used here.

1. When the user is presented with a list of results to choose from, the columns in the list will appear in the order in which they're specified in the query.
2. The SQL CAST() function is being used to convert the app_dt field from the timestamp type to the date type.
3. The SQL CURRENT_DATE keyword is being used to calculate the number of days between now and the application date.
4. The SQL "AS" keyword is being used to give the calculated column the name "age". You will notice that when you click refresh columns, you will see a column called age in the Query Result Column list, and you will be able to map this column to a field on your LincDoc form. Also, when the user is presented with a list of results to choose from, the column heading will use the names specified with the "AS" keyword.
5. The SQL ORDER BY clause is being used to sort the results. You will notice that when the user is presented with a list of results to choose from, that list will be in the order you specify in the query.

The CAST() function is a good way to make sure that the data type of the database column matches the data type of the field on the form. For example, if the app_zip column in the database is an integer field and the zip code field on your LincDoc form is a string, you could use CAST(app_zip, VARCHAR(5)) to convert the column to a string type.

Let's say that you wanted to search for records based on a partial match of a person's last name. Assuming that your LincDoc form has a field called lastname and your database table has columns called person_first, person_last and person_city, you could use a query like the following:

SELECT person_first, person_last, person_city FROM demo.job_apps WHERE LOWER(person_last) LIKE LOWER(<<lastname>>)

The first thing to notice is that we've made the search case-insensitive by using the SQL LOWER function on both the database column and the field from the LincDoc form. So a database record with the value "Smith" in the person_last column will be included in the query results regardless of whether the user types "smith", "SMITH" or "Smith" in the lastname field on the LincDoc form.

The second thing to notice is that we have allowed partial matches by using the SQL LIKE keyword. It is very important to note that using LIKE will perform exact matches unless there is at least one SQL wildcard character in the search string. So in our example above, if the user types "Smit" in the lastname field on the form, the query results will not include the record where the person_last column is "Smith". To make the partial match, the user will need to type something like "Smit%" in the lastname field. The percent sign wildcard matches multiple characters at any point in a string, so our "Smith" record would be included in the results if the user typed "s%h", "%mit%" or "%ith" in the lastname field on the form.

As a final example, let's say that your query is likely to return more than one result, but that you wanted to choose one of the results automatically rather than having the user pick from a list. You could accomplish this with a combination of an SQL ORDER BY clause and an SQL LIMIT clause, as in the following query:

SELECT app_dt,app_no,applicant,app_city,app_prov,app_zip FROM demo.app_permit WHERE disciplines=<<permit_type>> ORDER BY app_dt DESC LIMIT 1

This will cause only the first result to be returned, thus preventing a list of results from being presented to the user. In this case, the first result will be the most recent application because of the ORDER BY clause.

(Note: Older versions of Microsoft's SQL Server do not support the LIMIT clause. To get the same functionality, you would use "SELECT TOP 1 ...")

Database Lookups and Multivalue fields

When setting up a lookup using a multivalue field, it is important to note the syntax – don't include the # inside of the lookup query.  Take the example.  Suppose that there are three fields in a multivalue group: description, upc, and price. In the database, the fields are item_description,item_upc, and item_price. In order to do a lookup for the price based on the entered UPC, the necessary query would be:

select item_price from price_table where item_upc = <<upc>>

Normally, when working with multivalue fields, you would have done upc#.  But that will not work with lookups.

14.1. Overview

14.2. LincDoc Connector to Laserfiche

1. Verify a 32 bit Java Runtime Environment (JRE) is installed (even if the OS is 64 bit). Type java -version from a Windows command prompt. You will see a version number if a JRE is installed. If you see 'java' is not recognized as an internal or external command then you will have to search the c: drive for java.exe, cd into the java.exe's directory (screenshot below), then rerun the command. What you should NOT see is something like java version "1.6.0_18" Java(TM) SE Runtime Environment (build 1.6.0_18-b07) Java HotSpot(TM) 64-Bit Server VM (build 16.0-b13, mixed mode) << note how this specifically says "64-Bit".
   
2. Verify the JRE's automatic updates are turned off:
1. Open your Control Panel and select the Java icon.
2. On the Update tab, uncheck the "Check for Updates Automatically" check box.
3. Select Never Check on the warning dialog message.
4. Select OK to save your changes.
5. Verify that the setting was changed by selecting the Java icon and viewing its setting.
3. If a SSL certificate has not been installed to the LincDoc VM:
1. Go to the LincWare System Administrator page.
2. Go to the "download .exe to install SSL certificates for Java on Windows" section and click on the link.
3. A new window will open with further installation instructions and a download button.
4. Download and run the install-.lincware.com-https-cert-java-32.exe file from lwsa.
4. Download the connector_setup.exe from here.
5. Run connector_setup.exe.
6. Click Next> or set the install path location (default: C:\Program Files\LincWare\Connector).
7. Click install to install the Windows service.
8. Click Next> on the LincDoc Connector Setup: Completed screen.
9. Click Close to close the setup and launch the Connector configuration screen.

Note: if the LincDoc Connector configuration screen does not launch it is because a valid Java Runtime Environment is not installed.

LincDoc Connector - Service Configuration

The LincDoc Connector - Service Configuration is a small Java application which allows an administrator to start and stop the 3rd party windows service, as well as configure the LincDoc connector.

The first thing to do upon executing the configuration application is to set the URL of your LincDoc VM. Select Test to determine if the URL that you have entered is correct, and that the LincDoc server is running. The next step is to ensure that the Windows Service is registered. To check this, look at the Status information. If the connector is registered, the status will be either Stopped or Running.

Note: When the connector is installed, it should automatically register the service. However, if it is unregistered for any reason, simply click Register to register the service with windows.

LincDoc Connector Components

The LincDoc connector has two components to its configuration, a handler and a connector. A handler defines the configuration of the local system LincDoc needs to write to. In this case, Laserfiche is the local system. The handler defines the server, path locations, and user credentials used to access the Laserfiche system. The connector defines the configuration parameters for connecting to the LincDoc system. Once both of these components are defined, the handler can be mapped to an individual connector.

LincDoc Server Connector Configuration

1. Install the LincDoc Connector (see above).
2. Login to LincDoc as the admin user.
3. Press the Administrator icon in the upper right portion of the window, then switch client ID; choose the appropriate client ID.
4. Select >system>connectors from the admin UI menu (towards the upper right portion of the window).
5. On this screen, type in the ID for a new connector and click Add to create it. Note: connector IDs are case sensitive.
6. Once the connector is added, right click on the connector. You should see something similar to this: 
7. Select View passphrase to create a new password. You will need to copy and paste this password into the configuration screen for this connector.

Using the connector to view connection status

Once the connector is configured, you can use LincDoc to view any sessions using the connection. Additionally, you can set up a monitor to send out an alert if the connector can no longer communicate with the external system. Both of these actions are accomplished through LincDoc's connector menu.

• Log into LincDoc.
• Select >system>connectors.
• Click on the connector on which you want to set up a monitor or view current sessions.
• Select either the Monitors or Sessions tab.
• To set up a monitor:
  1. Click on the Add button to add a monitor recipient.
  2. Enter an email address to receive notifications.
  3. Set the Timeout (in seconds) - this is the amount of time that must elapse from communication is lost before the monitor starts to send out alerts.
  4. Set the Repeat (optional) - this is how long the monitor will wait before attempting to reconnect and send out a new alert.

Connector Configuration - Laserfiche

 Create and configure Laserfiche handler

1. Select >Configuration>Add Handler>Laserfiche.
2. Set the following attributes.

Create and Configure Laserfiche Connector

1. Click on the Connectors tab.
2. Select Configuration -> Add Connector from the menu.
3. Set the attributes as in the table below.
4. Click File|Save Configuration.
5. Return to the launch screen and select Start.

14.3. Troubleshooting - Laserfiche Connector

Overview

This page describes steps to take when troubleshooting connectivity issues between LincDoc and Laserfiche. The basic goal to be accomplished is to get to a known state. Some of these steps may seem superfluous, and all are not absolutely necessary, but should guarantee getting things running again. With that in mind, these are the steps to follow (in this order):

1. Turn off all Laserfiche workflow tasks that are associated with any of the folders that LincDoc may be attempting to save files to.
2. Confirm you can login to the Laserfiche server using the thick Laserfiche client software and same username and password as used in the Connector configuration.
3. Verify the same login used above can also save a new file into Laserfiche (while running the thick client).
4. Verify the same login used above can also edit and save data in every template field (while running the thick client) that LincDoc may be attempting to write data to.
5. Ensure you are logged in to the Laserfiche server as Administrator.
6. Stop the LincDoc Connector service.
7. Unregister the service from the Connector Configurator.
8. Close the Connector Configurator.
9. Open the Task Manager application, look for any java.exe or javaw.exe processes. Force them to stop.
10. Uninstall all previous versions of Java.
11. Re-install 32 bit Java SE 6 (regardless of your server OS, 32 bit must be used because the Laserfiche DLLs are still 32 bit).
12. Go to https://lincdoc.example.com/lwsa/ (substitute for the appropriate local LincDoc hostname/IP address), login as admin, then download the SSL .exe installer (see screenshots below); run it on the Laserfiche server.
13. Verify the .exe installer properly worked: open Windows control panel, and open the Java preferences. Go to the Security tab, select the Signer CA type, and System tab. You should see the web site certificate listed. In this screenshot (taken from a Windows Server 2008 R2 system), it shows that lw3el0.lincware.com's SSL certificate was properly imported.
     
14. Re-install the LincDoc Connector software.
15. Run the Connector Configurator, set up a handler first and then a connector (remember the names of handlers and connectors are case sensitive); double check all the settings are correct, and all test buttons report success.
16. Ensure the enabled checkbox is checked in the configurator.
17. Ensure you have saved all changes for the connector and handler you just set up.
18. Register the connector as a Windows service by clicking the button.
19. Start the service by clicking the button.
20. Login to LincDoc. From the system icon choose connectors.
21. Choose the connector that was just configured. It should show an enabled status, and a last hit value in the last 30 seconds or so. A value of 0 or -1 indicates a problem, in that case try pressing the refresh button. It should look similar to this screen shot.
     

Log files

System log files exist under c:\Program Files (x86)\LincWare\Connector\log. The service.log file captures messages when the connector service is running. You may want to open this file in notepad and look for the phrases "exception", "error", and "permission denied".

SSL issues

If you see this in service.log (see above), or in a warning dialog:

Error: sun.security.validator.ValidatorException: PKIX path building failed: sun.security.provider.certpath.SunCertPathBuilderException: unable to find valid certification path to requested target
javax.net.ssl.SSLHandshakeException: sun.security.validator.ValidatorException: PKIX path building failed: sun.security.provider.certpath.SunCertPathBuilderException: unable to find valid certification path to requested target

it means you should stop the connector service if it is running, close the connector configurator window, and use Windows Task Manager to ensure all java.exe and javaw.exe processes are stopped (by force if necessary). Next, go in to LWSA, download the SSL .exe installer, and run that .exe:

Restart the connector service and/or the connector configurator. Similarly, if you press the test button:

And you get this warning:

It means you must follow the same steps noted above to run the .exe.

14.4. File Share

15.1. Overview

You have the ability to change the LincDoc user interface images to your own branding. There are three main images that can be changed. The logo on the LincDoc Desktop and the two images in the data entry interface.

15.2. Data entry images

LincDoc Data Entry Images

Use the following steps to change the data entry images to a custom image (.jpg, .gif, or .png) for each form. 

1. Log into LincDoc.
2. Select your eForm from the forms drop down list.
3. Under the Admin menu, select edit.
4. On the eForm tab, click on the upload button for either the left or right header.
5. Select your image file.  Note that the default image has a height of about 60 pixels.
6. You may enter an optional comment in the change tracking prompt or accept its default and click OK.
7. Your image appears to the right of the set up buttons.
8. Click reset to revert back to the standard LincDoc image.

15.3. Data entry sections

Section Title - Long Description

You have the ability to provide a long description for a section or field.  LincDoc provides you with a WYSIWYG editor to give you real time feedback while creating this description.  Once the description is to your liking, save and test.

You may control the width of the section's long description and its border.   The setting for this is found on the eForm tab in the Data entry customization section.  Select the arrow submenu button and set the width in pixels and add an optional border.

15.4. Context sensitive help

Context sensitive help

You can create automated help screens to assist a user in better understanding the purpose or intent of a specific field. To enable context sensitive help, simply add the help language or explanation to the Field help: attribute. This attribute can be found by clicking the advanced checkbox at the top of the Field attributes: window. When this attribute is active, LincDoc will display a help icon to the right of the field in the User interface. LincDoc will then display that text in a help window when the user clicks the icon. This display of the text can be controlled using our WYSIWYG editor. 

You can also control the width and border of your Field help window.   These settings are accessible in the eForm tab's Data entry customization section:

The final output looks like this:

18.1. Overview

Overview

18.2. Preparing an eForm for iPad deployment

Overview

There are three points of consideration when creating an eForm that is intended for mobile deployment.

• Document source
• Database lookups
• Signatures

Document source

Documents produced on the iPad may have a source type of Word or PDF.  However, if the document source is Word, the iPad user will be unable to view the generated document.  PDFs do not have that limitation.

Database lookups

Consider that mobile users will be working in either online or offline environments.   If they are offline, they will not have access to database lookups.  To set up the eForm for online mobile lookups:

1. Open the eForm for editing.
2. On the Fields/Sections tab, select the field for editing.
3. If the eForm's Allow use with LincDoc Mobile? setting is on, an additional field attribute of iPad Lookup(s) is available.
4. Select the arrow submenu to open the lookups window.
5. Follow the database lookups steps to complete the iPad lookup setup.

Signatures

Mobile signatures are used with iPad documents.  Please refer to Mobile signatures for more information.

18.3. LincDoc offline settings

Offline settings

A number of options are available for controlling the behavior of your mobile devices.   The offline settings menu is accessed from the system menu.

18.4. iPad setup

App Store installation

1. On your iPad, open the App Store app.
2. Enter "lincware" in the Search field and select lincware from the Results list.
3. Select the LincDoc 3.0 Mobile app and tap on the FREE button.
4. The button changes to INSTALL APP.  Tap on it to install.
5. Enter your Apple ID and password to start the download. 
6. Apply the activation key as below.

Ad hoc installation

For special version installations, the app may be downloaded and installed from the lincware server.  Prior to downloading, the UUID of the iPad device must be sent to lincdoc support.   Once the UUID has been registered, follow the installation steps below.

Acquiring the UUID number

1. Start iTunes and connect your iPad.
2. Click on your iPad's name on the left-hand navigation within iTunes.
3. A new set of tabs will appear on the right.  Select the Summary tab to view the serial number.
4. Click on the serial number to display the UUID of the device.
5. This UUID must be registered with LincDoc before you can install it.

Installing the app

1. On your iPad, open the Safari browser.
2. Enter the URL: ipad.lincware.com/ipadapp/latest.
3. If the app has not been previously installed, install the provisioning profile.
1. Click on the "install provisioning profile" link.
2. The iPad will open the Settings app (as described on the page).
3. Click on "install" in the dialog to complete installation of the provisioning profile.
4. Return to Safari by double clicking the home button and selecting Safari from the running apps list.
4. Click on the "install the LincDoc3 Offline iPad App" to install the app.
5. On the confirmation message dialog varalpha.lincware.com would like to install "LincDoc Offline", tap the Install button.
6. The Home Screen will display the icon in a downloading status and then complete.

Applying the activation key

1. Once the LincDoc app has been installed, tap its icon to open it.
2. Tap the Options menu button (the gears symbol) on the Toolbar.
3. Tap on "Activate" and enter your activation code.  The code is case sensitive.
4. Tap the OK button to complete activation.

Uninstalling the app

Note:  Deleting the LincDoc app will delete all data associated with LincDoc (all documents, folders, settings, etc.).

1. Touch the LincDoc icon and hold it until you see a black 'X' appear at its top left.
2. Tap the X to delete the LincDoc app from your iPad.

18.5. Using LincDoc Mobile

Logging in

Whenever you open the LincDoc app you will be prompted to log in.

1. Enter your User ID by tapping on the User ID field.  The iPad keyboard will display.
2. Tap on the Password field and enter your password.
3. If you have logged in before, the Host and Client ID fields will automatically fill with your last entries.  Otherwise enter the host server and your client ID.  
4. Tap the Login button to continue.

Form update

eForm definitions are locally stored on your iPad to allow you to work offline.  These definitions are automatically downloaded to your device the first time you log into a new client site.  The updating forms window will appear with a download status bar.   Wait for it to complete and tap the OK button.

Toolbar 

After logging in, you are presented with the iPad workspace.  Placed at the top of the workspace is the LincDoc toolbar.   Here is where you will access forms, update and sync your documents, and configure your mobile client.

 Forms

The forms button is your access point to all eForms that have been downloaded to your iPad.  Here you can run a new eForm, organize your eForm definitions, and search for previously completed documents.   See the Forms page for more information.

 Update

The update button connects to your LincDoc server and downloads all eForm definitions to bring them up to date.  It also refreshes server configuration settings that control security.  See offline settings for more information. Tap the button and tap Yes when you are prompted with the Update forms from the server? confirmation message.  The updating forms window will appear with a download status bar.  Wait for it to complete and tap the OK button.

 Sync

The sync button uploads all of your completed documents to your LincDoc server for further processing.

 Options

The options button lets you view program information, change settings, and log out.

Program Information

The Program Information tab summarizes the current state of your mobile client.  The UserName, Host, and ClientID display the current connection parameters are in use.  Build reports your LincDoc mobile version number.   Forms is a total of your downloaded eForm definitions.  Saved Docs is a total of all locally saved documents that have yet to be uploaded to the server.

Wallpaper

The wallpaper option lists standard backgrounds that you can pick to customize the look of your LincDoc workspace.

Change Password

To change your LincDoc password, select the Change Password option.   Enter your current password, and your new password (twice for confirmation of entry) and select the Save button.

Log Out

The log out option logs you out of your mobile client and presents you with the log in screen.  

If you wish, you can completely close the app by clicking the Home button to return you to the home screen.  Click the Home button twice and a list of your running apps will appear at the bottom of the screen.  Tap and hold on the LincDoc icon until a red minus sign appears on its top left corner.  Tap on the minus sign to close the app.

 Help

The help button accesses the online help screens.

18.6. iPad forms

 Overview

The Forms tab is your access point to run an eForm, open and edit previously created documents, or search for documents on your iPad or the LincDoc server. 

The forms screen is the heart of LincDoc mobile.  From here you can manage and run your forms, search for information, and view, edit, sync, and delete saved documents. 

 All Forms

All Forms lists the form definitions that are available on your iPad.   

Folders

You may organize your forms into folders.   For installations that include pages of forms, folders allow you to easily locate the forms you need.

Creating a folder

1. Tap the Forms icon to open the Forms panel.
2. Tap on the New Folder button on the top right.
3. Enter the Folder's Name and Description.
4. Tap the Save button.
5. The folder will now appear in the list.

Forms are moved into folders by tapping on the Form and holding your selection until it turns grey.  Then, drag your selection into your folder or move it to a new place in the list.  To move the form out of the folder, tap on the form name and quickly swipe left.

Editing a folder

1. Tap the Forms icon to open the Forms panel.
2. On the Folder entry, swipe right.
3. Tap on the Edit button that appears.
4. Edit the Folder Name and Description fields.
5. Tap the Save button to update the folder.

 Deleting a folder

1. Tap the Forms icon to open the Forms panel.
2. On the Folder entry, swipe right.
3. Tap on the Edit button that appears.
4. Tap on the Delete Folder button.
5. The folder's contents will be moved to the parent folder.

 Search 

This is where you can search for forms and saved documents. 

1. Tap the Forms icon to open the Forms panel.
2. Tap the Search icon on the bottom of the Forms panel.
3. Select a search scope:
1. All - Searches both form names and saved documents.
2. Forms - Searches form names only.
3. Saved - Searches in all fields of saved documents.
4. As you enter your search phrase in the search field, documents or forms (depending on your scope selection) that contain your search phrase will be listed in the results pane.

 Top Forms

A list of all of your forms, with the ones you use most often at the top.

18.7. Creating documents

Document creation

To run an eForm or create a new document, simply open the Forms tab, navigate to the form listing and tap to open.   The form opens in a new document page for your completion.

The iPad form layout is optimized to make data entry quick and efficient.  There are a number of field types that aid you in entering data.

In the example on the right, an expense report form is being entered.  There is a lookup action available for the Payee Name field.   Tap on the Payee Name field to enter the name and then tap on the lookup icon to retrieve the payee details.  If found, contact fields will be auto-completed.   Date fields may be typed in manually or selected using the calendar widget.  Multiple entries, such as the expense items, are created by tapping the green plus icon at the end of each row.   Tap the red minus icon to delete the expense row.  The image button allows you to attach supporting image entries to your expense item.

Note:  If a field's background turns yellow, your entry is not valid.   Please correct the entry before saving the form.

The form's cancel button will close the form without saving your data.   The finish button will save the document and open it in the document viewer.

Incomplete documents

Note: The document will save in an incomplete state if you switch to another iPad app or close the LincDoc app without tapping the Finish button.  

Viewing a document

When you finish a document entry, the document will automatically open in the document viewer.   In the document viewer you may close, sync, sign, view attachments, and email the document.

Syncing the document

Tap on the Sync and Close button to upload your document to the server and close the viewer. 

Signing a document

Document signatures are entered at the point of viewing the completed document.  When the form has a signature field, the document viewer will have a pen option button on the bottom toolbar.  

To sign a document:

1. Tap on the Signature button.
2. A list of document signers appears.
3. Select the correct name and tap on the Sign button.
4. This opens a paint screen for your finger signature entry.
5. Sign and tap on the Accept button.  Clear will clear your entry. 
6. Your signature is merged with the document file.

Viewing attachments

Document attachments are listed when you tap the camera button.  Tap on the attachment entry in the list to open it for viewing.

Emailing the document

Tapping on the email button will open an email message with the document embedded as an image.

18.8. Saved documents

Overview

Documents that have not been uploaded to the server are stored on your iPad.   These are called Saved Documents.   Saved Documents may be viewed, edited, or synced to the server.

Accessing Saved Documents

Saved documents are accessed and grouped by their form listing.

1. Tap on the Forms icon to open the Forms panel.
2. On the All Forms list, locate the form and swipe right.
3. Tap on the Saved Docs button that appears.
4. Select the document state:
1. All - Lists all local documents for that form regardless of state.
2. Complete - Lists all local documents that have passed form validation.
3. Incomplete - Lists all local documents that have not been validated.
4. Server - When on-line, enables to user to locate documents that have been uploaded to the LincDoc server.  

Saved Documents listing

Working with Saved Documents

Depending on a document's state, you have the option to View, Edit, Delete, or Sync your local document.

• Edit - You may edit incomplete, complete, or signed documents.   Note when a document is signed, the user is given the option of editing a copy of the document or clearing the documents signatures and editing the original.
• View - Complete or signed documents can be opened in the document viewer.
• Delete - Documents can be deleted regardless of state.  Deleting the document will remove it completely.
• Sync - Documents can be individual uploaded to the server if they have been completed or signed.

19.1. Start Here

LincDoc Support

LincWare is dedicated to providing its customers with the most efficient and affordable pathway to benefiting from our products. Each LincDoc solution is designed around ease of use, exceptional cost-to-benefit value and rock-solid architecture.

Backing those product principles is a knowledgeable, 24/7 web based technical support structure dedicated to solving any issue that arises in as little time as possible. In fact, one call is typically all it takes.

If a support ticket needs to be opened, the entire process is monitored by upper management through a series of automated ticket reports. If it any time your problem is not solved to your satisfaction, the chain of command is readily available to address it.

As always, do not hesitate to contact support@lincware.com.

19.2. Remote Administration

Remote Support

LincWare has the ability to quickly and easily troubleshoot any issues you may have by communicating with your local LincDoc VM through our LincWare Management Server (LMS). This server allows LincWare technical support personnel to remote in and review trouble logs, assess the state of the VM, and make any appropriate adjustments. This allows LincWare and the LincWare reseller community to be proactive, instead of reactive when any issues arise. To enable communication to the LMS the LincDoc administrator must turn on the LincWare remote administration service on the LincWare System Administration (LWSA) screen. This page can be found at https://<lincdoc-server>>/lwsa/.

1. Open a browser
2. Enter your LincDoc server URL - https://eforms.acme.com/lwsa/
3. Click on the LincWare remote administration service button
4. Ensure the status says started
5. If not, you may need to click the button again

19.3. Contacting Support

20.1. Overview

20.2. Reseller

20.3. Customer

1. eForms design

General best practices

• Use standard naming conventions for fields so you can utilize the global fields library. For example, all date related fields end with the suffix _dt, phone number fields end with _phone, address fields end with _addr, etc. If you plan to integrate your eForms with an external repository, it is recommended to try to keep the names consistent there as well. For example, if saving documents/data to Laserfiche, keep the field names consistent with the Laserfiche template field names.
• Early on in a new eForm set all the field types first before diving into calculations, lookups, etc. Be sure to press save after setting all the field types.
• Make small incremental changes to existing, stable eForms. For example, make a small change (like altering a calculation), test that it works as desired, and then save the changes. Then move on to other changes (if necessary). Alternatively, use the export/import feature to work on a copy of the eForm without having to worry about breaking existing functionality.
• When editing eForms, it is recommended to use Firefox 9+, or Google Chrome 16+. This is because these browsers have very fast Javascript engines, and it is very Javascript-intensive when editing eForms.

Adobe Acrobat tips

• Note the file size of PDF source documents prior to building eForms and then just before rolling them into production. It is not unusual for a PDF over the course of many small edits to continuously grow in size. The bigger the PDF, the longer it will take to process, and the longer it will take users to download, view, and possibly sign. A PDF can be shrunk by printing the document to a new PDF, and then copying the fields from the large document to the small. If the source doc is a scanned PDF there is an option in Acrobat to optimize the scanned PDF, which works well too. In one recent example, the former method was used and it shrunk the PDF from 2.2 MB to 300 KB.