Capturx for SharePoint / Capturx Forms Service

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Capturx for SharePoint / Capturx Forms Service

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Why Collect Digital Data

Digital data streamlines your business process, so you can act on information strategically. With Capturx, you can acquire structured data quickly to enhance business intelligence.

How to Use This Guide

This guide is organized according to the workflow you’ll use to integrate digital, structured data into your business practices. It follows a six-step path:

Now you’re ready for the Capturx solution.

The latest version of this document may be found at:

http://www.adapx.com/support/capturx-sharepoint-server

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TABLE OF

G

ETTING

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TARTED

If you collect, manage, or use data in your organization, this guide is for you.

Capturx®_{Forms Service (software and servers hosted by Adapx) and Capturx for SharePoint}®_(software

and servers hosted by your organization) solutions enable teams to instantly digitize form data as they write with digital pen on paper, or complete forms with Apple®_iPads®_{, Microsoft}®_Windows®_{tablets, or}

PCs. The data is quickly made available, as converted text and digital handwriting, on a Microsoft SharePoint server you can access based on a login.

With Capturx, you will be able to:

 Design forms in Microsoft Excel®

 Publish forms from Excel to a website on a Capturx server

 Distribute forms from the website, either digitally or by printing Capturx-enabled forms  Upload digital data directly

 Review, edit, and approve form data

 Approve data to kickoff workflows and analysis

This guide will introduce you to the key concepts of collecting structured digital data and help you get started with your Capturx solution.

Software Installation

Based on your role in data collection, you may need to install one or more of the following:

If you will... You need to install…

Add author name to a digital pen Upload digital pen data from a PC

Capturx Pen Manager

Print forms for use with digital pens Capturx Print Utility

Design forms Capturx Forms for Microsoft Excel®

Upload pen data with a BlackBerry Capturx Mobile for BlackBerry®

If you require, and have not received access to, any of these products, check with your Capturx administrator.

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Picking the Right Input Device – Capturx Technology Options

The data collection environment helps determine which Capturx technology option is a best fit. The following table will help you determine what device you need based on the work environment where data collection takes place, your remote network capability, and whether you require one-way or two-way data flow with mobile data collectors.

Requirement Digital Pens Tablets & PCs iPads Work Environment Office X X X

Manufacturing or Other Industrial Location X X X

Vehicles X X X

Moderate outdoor conditions X X X

All weather (e.g., harsh weather and heat conditions) X

Remote Network Connectivity

Persistent X

Online/Offline X

Offline X

Data Flow

One-way access (backend applications, analysis) X

Real-time, two way access (backend applications, analysis

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1 – D

ESIGNING A

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Capturx leverages existing knowledge of Excel, so you can begin designing form templates with Capturx for Excel once data collection and utilization requirements are gathered.

The time needed to design a form depends on its complexity. A simple one-page form with user-friendly features like checkboxes can be completed in as little as 2 hours. A multi-page form with many

handwritten data fields may require a day or more, including testing. Once you implement a template, you can use Excel to update it as needed.

Planning for Capturx Formatting

It’s a best practice to first review your planned data collection and backend processes before starting template design. The design needs to support the way data will be collected, reviewed, edited, approved, applied to workflows, and used for analysis.

Design team members should be familiar with how Capturx formatting works, why some formatting styles are preferable for some data collection uses, and how the method of data collection helps determine which formats are most effective.

As a first step, review these references before beginning design:

 Best Practices: Designing Forms for Use with Capturx Mobile Forms

 Capturx Forms for Excel Quick Start Guide

 Capturx Forms for Excel User Guide

Using Wordlists with Capturx Form Templates

Another decision form design teams must make is what type of Wordlist is best suited to your data collection practices.

A Capturx Wordlist is a closed list of terms that are used to populate onscreen dropdowns and to limit handwriting-to-text conversion results. To create a Wordlist for your form, you apply the Capturx wordlist format as part of designing the form template.

There are two ways to define a Capturx Wordlist: enter a list of terms within Excel (Excel wordlist) or use a pointer to refer to an existing SharePoint list (SharePoint wordlist). You can also upgrade an existing form template so it uses a Capturx Wordlist in SharePoint.

Defining Wordlists in Excel

If your Capturx Wordlists do not change often and are not used on multiple form templates, the simplest approach is to define the Wordlist while designing the form template in Excel. The items in the Wordlist are stored along with each form template as it is published. Your Capturx site will use the latest version of the list that someone has published from Excel.

For instructions, see theCapturx Forms for Excel User Guide.

Defining Wordlists in SharePoint

You should consider using Wordlists in SharePoint instead of in Excel if:  The Wordlist is shared across multiple forms.

 The data already exists in SharePoint or is imported from some other line of business (LOB) system.  The Wordlist is frequently updated.

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If you need to add new terms regularly to a form field, you can define the terms in a SharePoint list and update the list as needed. As a result, you can update the list’s terms without re-publishing the Capturx form template from Excel. Also, you can easily share the same list – for example, a list of customer names – across multiple forms.

The new contents for the Wordlist will be used for all subsequent Capturx data. Capturx uses the latest definition of each Wordlist, regardless of form version, or when the form was printed. You can continue to use forms you have printed and the text conversion will still benefit from the expanded Wordlist content.

NOTE: The name given the Wordlist in Excel – the name of the named range – must be the same in the

“old version” and in the “new version.”

For information on how Capturx form templates on iPads are updated with new SharePoint wordlists, see “Accessing Updated SharePoint Wordlists for iPad Users.”

The following sections describe how to set up SharePoint Wordlists for Capturx forms.

Upgrading a Form from a Wordlist from Excel to SharePoint

If you need to upgrade forms that have already been printed, it is important that you not change the name of the Excel named range. Determine the URL (described in Step 3 of “Creating a SharePoint Wordlist for Capturx – New Users”) and add it as the first entry in the existing range. Other terms defined in the range will be ignored, or can be removed.

After republishing, existing forms will use the terms defined in the SharePoint list for recognition and correction.

You can use standard SharePoint features for copying terms from Excel to the SharePoint list; for example:  Use Import Spreadsheet when creating the list.

 Create a datasheet list by copying and pasting into Datasheet View. Also see “Using the Datasheet View.”

 For more control, use Open With Access to Create a linked Access database table, and then copy and paste the terms.

Creating a SharePoint Wordlist for Capturx – Experienced Users

If you are an experienced Capturx and SharePoint user publishing a new form, follow these steps:

1. Create a SharePoint list and add the terms in the Title column. If needed, modify the view of the list to filter for the terms that you want to populate the Capturx field.

2. Copy the list’s URL while displaying the desired list view.

3. In Capturx for Excel, paste the list URL into any available cell (not within the page layout of the template).

Alternatively, pasting the list URL into the first cell of the named range on your Wordlist worksheet will make the template more easily reusable.

4. Create a new Excel Named Range that only contains the cell with the URL. 5. Apply the Capturx wordlist format to the desired form fields.

6. When prompted, choose the named range defined in Step 4.

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Creating a SharePoint Wordlist for Capturx – New Users

If you are new to working with Capturx for SharePoint, follow these steps.

1. In Capturx for Excel, create a Wordlist and assign it a named range. Give your named range a name that associates it with the SharePoint list. For more information on Wordlists and named ranges, see theCapturx Forms for Excel User Guide.

2. If the SharePoint list already exists, start with Step 3. If you need to create a new list in SharePoint, either:

a. Start by creating a custom list for the terms of your Capturx Wordlist.

b. Or, if you already have a list of terms in an Excel file, select Import Spreadsheet and click Create. For information on creating a Capturx Wordlist, see theCapturx Forms for Excel User Guide. You can also use standard SharePoint features to import terms from other data sources.

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3. The list should be named using a standard naming convention, and end with a descriptor that reminds you of the list's purpose, such as "Regions_CapturxWordList" or "Regions_CWL".

If the list name ends with "\", Windows and iPad users will not be able to create or view a Capturx form that is based on a template that uses that list as a Capturx Wordlist.

4. Return to the standard view. When viewing the entire list, copy the browser URL; for example: https://somesite.com/lists/Regions_CWL/allitems.aspx

For more information on URLs, see theTechnical Notessection.

5. In Capturx for Excel, go to the Capturx Wordlist field you created. Instead of adding terms to the named range, paste the URL for the SharePoint list into the first cell of the named range on your Wordlist worksheet.

6. After publishing the form template to the Capturx server, test the wordlist by visiting the site and either creating or viewing an existing form. Confirm that the desired terms are present in the drop list. Before deployment to digital pen users, publish and print several copies of the sample form. On the forms, fill in the appropriate form field with different, valid words from your Wordlist. Upload the data to SharePoint to review and edit.

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Accessing Updated SharePoint Wordlists for iPad Users

When viewing a form online, the browser will detect an updated wordlist. When the form template is next opened to create or edit a form, the iPad user will see the new list terms in the field dropdown.

You can set up email alerts to notify tablet users when a template has been updated.

Technical Notes

Special Character Restrictions

 The Capturx field name cannot contain special characters such as “?”, “/”, or “:”, or else publishing of the Wordlist will fail.

 Wordlist terms cannot contain question marks “?” and cannot begin with a curly brace “{“.

General URL Conventions

 The SharePoint wordlist column data type must be “Single line of text.”

 If the terms of the wordlist are not in the Title column in SharePoint, use the following format: URL:Column

For example, using the Regions example from above, if the data collector must write the abbreviation of a region name, and there is an Abbreviation column, you would use the following format to define the SharePoint URL in the Excel named range (bold for emphasis):

https://somesite.com/lists/Regions_CWL/allitems.aspx:Abbreviation The column name also can be appended to the URL variations described below.  For filtered or alternate list views, simply use the URL of the desired view. For example:

https://somesite.com/lists/Regions_CWL/Northwest.aspx

Publishing Wordlists to Multiple Servers

 If the protocol and server name are omitted, the URL is evaluated relative to the server hosting the form. In this case, the URL must be wrapped in curly braces { } to distinguish it from a normal Wordlist term.

 If the same form will be published to multiple servers (e.g., staging and production servers, or multiple regional servers), the http:// or https:// prefix must be omitted at the beginning of the reference, and the reference must be wrapped in curly braces { }. For example, to find the Regions list on any of several SharePoint site collections, you would use this reference:

{/lists/Regions_CWL/allitems.aspx}

This is a best practice for developing a form on one server before deploying to another. The SharePoint wordlist with the terms must be deployed on both servers as well.

 If a complete URL is specified, the protocol and server name must match the server where the form is published.

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Specifying a Relative Path

A relative path may be specified by omitting the protocol, server, and leading slash (/). In this case, the list is located relative to the form itself. Again, the URL must be wrapped in curly braces { } to distinguish it from a normal wordlist term.

If regional subsites share the same form, but need distinct wordlist definitions, the path may be specified relative to the form, rather than relative to the root.

For example, a reference to:

{../../lists/Regions_CWL/allitems.aspx} could be published to:

https://somesite.com/US/forms/ReviewForm

and

https://somesite.com/Mexico/forms/ReviewForm yet refer to different terms. These paths respectively resolve to:

https://somesite.com/US/lists/Regions_CWL/allitems.aspx

and

https://somesite.com/Mexico/lists/Regions_CWL/allitems.aspx

It is also possible to make a path relative to the site collection by starting the path with a leading slash (/). For example, a reference to:

{/SharedSite/Lists/Regions_CWL/allitems.aspx} could be published to:

https://somesite.com/sites/SiteCollection/US/Forms/ReviewForm and the relative path would be resolved to:

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Using the Datasheet View

When adding items to your list, you may wish to view the site in Datasheet View. Add the list items into the Title column, either by typing or by cutting and pasting them from Excel.

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2 – P

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Once the form design is complete, you publish it as a template to the Capturx server from Capturx for Excel. Publishing is a one-time task per form template, until you make changes later (i.e., add a new field). Preparing the template for use includes mapping Capturx fields to columns, associating workflows with the form, assigning site access permissions to team members, and constructing views so that only forms assigned to certain people are visible to them. You can gather requirements collaboratively to determine which Capturx form fields will provide input for databases and other applications.

Creating new workflows, integration into existing workflows, setting up notifications, assigning site access permissions, and other customized implementation tasks can be managed by the Capturx administrator and additional development resources as required.

Publishing Templates

Planning for Publishing

Before publishing the form template to your Capturx site, review the design by looking at the page layout, the assigned Capturx formats per field (use the Capturx Highlight feature), and the names defined for each Capturx field. Once the template design has passed review, it is ready for publishing.

When you publish a Capturx template, a new SharePoint list is created for the form. The list will have the same name as the template. Depending on how many types and variants of forms you will be publishing, you can create a site hierarchy so related forms can be grouped together. For example, you can keep different types of invoices (e.g., equipment, contract services, consulting) together in one “Invoices” site, and different types of inspections (e.g., building, electrical, plumbing, grounds) in one “Inspections” site.

NOTES:

 You will need Full Control site permission to publish form templates to the Capturx site.

 You may publish updated versions of a form to the same list. Pages printed from earlier versions will still upload and be correctly processed.

 Changing the name of the template, during the publishing process, will create a new list with a new name. Uploaded forms will be available under that new list.

Publishing Capturx Form Templates from Excel

After designing a form template, the next step is to publish it to the Capturx server so that it is available via the Web for printing, on-screen data collection, and data upload. Each form template corresponds to a single Capturx List on the server. Uploaded, completed forms will be items in that list.

Once you have a Capturx-enabled form template, you are ready to publish. At least one sheet in the workbook must be Capturx-enabled to publish to a Capturx server.

To publish a form:

1. Open the form template to be published in Capturx Forms for Excel. 2. Select Publish on the Capturx ribbon.

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3. On the Publish to a Capturx server dialog, enter a destination site URL and a name for the form template, and click Publish. If you have not yet saved your workbook, you will be prompted to do so.

4. If prompted, login with your Capturx user account that has Full Control permissions on that site. 5. Each published form template creates a list from which you can print empty forms to be filled out by

data collectors with a digital pen. You can use the list to load templates onto iPads, as well as access it directly from an iPad, Windows tablet, or PC for onscreen data collection.

The following image shows the home page of a Capturx site. New templates will be shown in this list as they are published; for example: Inspection Form.

Test the Published Form

Test the set up and form design by actually uploading data from digital pens or iPads, and then confirm the resulting data meets your requirements.

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Preparing the Capturx Server for Data Collection

Before you distribute your form template, you need to configure it for use. This includes mapping Capturx fields to columns and constructing views so that users see the relevant forms and columns that they need to do their jobs.

Mapping Capturx Form Fields and Managing Capturx Columns

After you publish a form template, the next step is to decide which Capturx-enabled field values need to be mapped to Capturx site columns. Mapping the field will associate it with a column, so its completed values will appear in the list view of uploaded form data.

When you first publish a form, no form-specific columns are mapped. It is up to you to decide which and how many Capturx-enabled fields are mapped to columns. Once mapped, the chosen fields will be visible in the site list views. The ink and data for all fields, mapped or unmapped, will be visible in on the form view page and in exported PDF files.

The three primary reasons for field-to-column mapping are:  if a field will be used in List Views,

 if a field will be used for calculations, or  if a field will trigger an automated workflow.

If a field meets any or all of these criteria, it should be mapped. Otherwise, it should not be mapped. Do not map columns unless you have a good reason. Adding columns to the list will affect its performance. You do not necessarily need to map fields to columns to export data. There are other alternatives discussed in the section below.

The best practice is to use the Manage Capturx Columns screen to set up the mapping before users start uploading forms. Once you are finished with setup, you should upload a test form to ensure that the site is configured correctly before mobile users start adding forms data.

The Manage Capturx Columns screen is used to:

 View the current mapping between form fields and columns.  Add or delete mappings.

 Synchronize the fields and columns of previously uploaded forms after changing the mapping.

NOTES:

 Decisions about which form fields to map may change over time. The Manage Capturx Columns feature allows you to update the column mapping and apply the new mapping to previously uploaded forms through synchronization.

 Mapping fields to columns is not needed to export form data, unless you plan to export directly into an Excel spreadsheet.

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Adding Field Mapping

1. From the list view of the template you want to map, select Manage Capturx

Columns on the Capturx ribbon.

2. When you select Manage Capturx Columns, you will be directed to the Mapped Fields page. Click the Add button to add a mapping to the form.

3. While on the Choose Form Field page, select the Capturx form field that you need to map to a column.

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4. Selecting a field will display the Map form field dialog.

Make the following selections and then click OK.

Value to store

 Recognized value: Text converted from ink.

 Ink author: Person who wrote the ink (based on PenID in the Pen Status list – see “Assigning Authors to Digital Pens – The Pen Status List”).

 Ink time: Time when the ink was written. For tablet forms, this selection is only applicable to fields

formatted as “Handwritten Ink.”

SharePoint column

 Create new column: Choose the SharePoint column name. The naming of a new column MUST

adhere to the Excel naming conventions; e.g., the SharePoint column name cannot start with a number or contain any special character (dashes, parenthesis, …).

 Use existing column: Choose column of appropriate type.

NOTE: The default column name is based on how the Capturx Fields are named in Excel. A best practice

is to type a column name that will be easily understood by the form users or developers of your custom SharePoint workflow (not “B1”).

5. One by one, continue mapping form fields until you are done. Then click the Close button on the Choose Form Field Dialog.

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7. If you have previously uploaded forms and want to apply the new column mapping to them, click

Synchronize. The time it takes to run synchronization will depend on the quantity of uploaded forms

and complexity of those forms.

If you do not have any uploaded forms, or do not want to apply the new mapping to older forms, click Close.

Note that manual synchronization of all form instances is only necessary if you have previous forms and have added new mappings. In normal use, mappings are applied to forms as they are uploaded from digital pens, tablets, and PCs. Individual forms are synchronized after uploading ink or editing field values.

Deleting Field Mapping

If you later decide that a field mapping is unnecessary and you want to delete it, you can do so from Manage Capturx Columns.

1. From the list view of the form template, select the Manage Capturx Columns button, located under

List Tools  Items  Capturx.

2. Select a row (the mapping you want to delete) and click Delete.

3. When prompted to confirm that you want to remove the mapping to the corresponding form field, click OK. You can optionally choose to delete the mapped SharePoint column.

4. Click Close to exit the Mapped Fields page.

NOTE: The field values will remain in the form, and can be remapped later if desired. If you delete the

mapping but not the column, the column values will no longer be kept in sync with the values on the form.

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Adding Capturx Workflow Actions

Workflows let you integrate business processes with your Capturx forms.

Common Workflow Scenarios

Capturx workflow actions can be embedded into SharePoint Designer 2010 workflows. The primary scenarios that the Capturx workflow actions support include:

 Reporting support via synchronization of form details.

 Email notification to team members, both internal and external to an organization.

 Representational State Transfer (REST)1_{based data export (GET and POST) to external systems,}

such as databases.

 Simple Object Access Protocol2_{(SOAP) service invocation for backend applications.}

 Population of Capturx forms data by external systems.

 Archiving – conversion of copies of forms into PDFs/XML associated with content type metadata, as well as a means to programmatically remove copies of forms from the SharePoint server. Capturx files can also be transferred to an FTP site or a file system location.

For more information about common custom workflows, seeSection 6 – Using Capturx Data.

Advanced Capturx Data Collection Add-on Workflows

Capturx offers customized workflows that are available to all hosted Capturx Forms Service customers and that can be installed as an add-on to Capturx for SharePoint. For more information, see the feature guides atadapx.com/support.

Capturx Add to Wordlist Workflow

It is common for data collectors to write a term – such as a customer name or part number – that is not in a current Capturx Wordlist. Once approved by a reviewer, the new term is added to the existing Capturx Wordlist.

Capturx Term Lookup Workflow

In the SharePoint list, you can create a column with related terms for the Capturx Wordlist terms. For example, “A.B.E.” can relate to a standard term “A.B. Engineering” or to standard customer ID “13579”. Capturx will look up the related term and will populate a hidden or read-only field that is available for export.

Capturx Multiple Choice Buttons Workflow

The Capturx Multiple Choice Buttons Workflow simplifies integration of Capturx data into line of business systems. It gives Capturx administrators the ability to treat Capturx checkboxes as radio buttons. The administrator assigns checkboxes to a group that is restricted to a single output value for data export. The

1_{http://en.wikipedia.org/wiki/Representational_State_Transfer} 2_{http://en.wikipedia.org/wiki/SOAP}

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output value is determined by which checkbox was modified most recently, and will populate a hidden or read-only field that is available for export.

Creating SharePoint Group Permissions

Managing who can access resources on your site is a fundamental part of site security. SharePoint lets the site owner control which users, or groups of users, can access the Capturx sites.

NOTE: You must have Full Control permissions to create and manage groups, assign them permissions,

and create views. If you have problems creating groups and views, contact your SharePoint administrator.

Once you assign permissions, you can construct views so that only forms assigned to certain SharePoint groups are visible to them. By assigning permissions to groups, you can ensure access is available as appropriate to different team members on a “need-to-know” basis. Individuals can be added and removed from groups as needed.

The following table lists the Capturx roles and how they correspond to the four default SharePoint group permission levels.

SharePoint group name Default permission level

Site name Owners Full Control

 All Capturx-related actions  Download pattern

 Reprocess ink Site name Members Full Control

 Publish forms  Print forms  Upload ink

 Review and change text on an uploaded form  Map and synchronize Capturx fields to columns Site name Visitors Read

 Export a completed form to a PDF file  View an uploaded form

Site name Designer Can customize the SharePoint site

To create a group in SharePoint:

1. Go to the parent directory for your SharePoint website. 2. Select the Library tab, and then click Customize Library.

3. In SharePoint Designer, select Customization  Permissions for this library. 4. Select Create Group.

If this selection does not appear in the ribbon, click on the link to the parent directory, and then select

Create Group.

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6. Under Give Group Permission to this Site, assign one of the four SharePoint site permissions; for example, “Contribute” for data collectors, managers, and others who will be uploading and editing data.

7. Click Create. You can now grant access to SharePoint site features to the group.

More Information on Managing Permissions and Groups:

The following Microsoft reference materials provide more detail on how to manage permissions in SharePoint.

 For an overview of managing groups in SharePoint, go toAbout Managing SharePoint Groups and Users.

 For information on creating a group and assigning permissions in SharePoint, go toManage SharePoint Groups.

 For more information on assigning group permissions in SharePoint, go to go toCreate, Configure, and Manage Groups and Term Sets.

 For more information on managing permissions, go toManage Permissions for a List, Library, Folder, Document, or List Item.

Creating Views and Assigning View Permissions

To create views and assign them group permissions, you will use standard SharePoint features.

To create a view:

1. Go to the list (form template) in SharePoint that you want to create a view for. 2. Select the List tab, and then click Create View.

3. In the Create View UI, under Choose a view format, select Standard View.

Alternatively, if you have already created views, you can select a view from the Start from an existing

view list.

4. On the Create View page, enter a Name for the view. 5. For Audience, leave Create a Public View as the default.

6. Under Columns, select the checkboxes for the columns you want to show in this view. Leaving a column name unchecked will hide the column in the view.

7. Configure the other settings for your view, such as Sort and Filter.

8. When you are finished defining your view, click OK. You can now assign groups to the view.

To assign view permissions:

1. Go to the list item, select the List tab, and then click Settings  List Permissions.

2. Select Stop Inheriting Permissions. Alternatively, go to the root site and turn off inheriting permission.

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4. Under Select Users, enter the names of the team members who will be added to the group. You can search for names in your corporate email directory by clicking on the browse icon and using the

Select People and Groups dialog.

5. Using the Grant Permissions dropdown, add the users to the SharePoint group you created earlier. Optionally, you can send them a welcome email.

6. When you are finished, click OK. The individual team members will now have a defined group permission to a specific view of Capturx data.

For information on SharePoint views, go toCreate, Modify, or Delete a View.

Managing Capturx Site Feature Settings

If you have Full Control site permission, you can activate or deactivate specific site features to tailor Capturx to meet your team needs.

1. Select Site Actions  Site Settings.

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This opens the site features shown and described below.

Site Feature How this feature is used

Capturx Digital Pattern Downloads additional pattern used for Capturx printing to the user’s account.

Capturx Enabled The user can review the ink records; for more information, seeSection 5 – Reviewing, Editing, and Approving Data.

Capturx Ink Record Processing

Uploads the pen data to the SharePoint site; for more information, see:  Uploading Data from the Digital Pen

 Uploading Data from Capturx Mobile for BlackBerry

Capturx PDF Generation Creates a PDF file with annotations, text, and ink; for more information, see “Exporting a Form to PDF.”

Capturx Printing Prints a form from the form template; for more information, see “Printing Capturx Forms.”

NOTES:

 To use Capturx for SharePoint, the Capturx Enabled feature must be active on the root site. It cannot be enabled on subsites.

 The other features may be activated on any site or subsite and will activate all sites below the current site in the SharePoint hierarchy.

 If you create new subsites, you must activate the Capturx Enabled feature before use.  If you do not use digital pens (only iPads and PC), then you only need to activate the Capturx

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3 – D

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How you make Capturx forms available depends on the input devices used by those who fill out the forms – your team's data collectors.

 For digital pens, teams have access to the templates in the form of paper printouts.

 For Windows tablets and PCs, teams can access templates through a web browser and a Capturx login.

 For iPads, teams can complete forms while either online or offline, and can access templates through the Safari browser and a Capturx login.

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Printing Capturx Forms

Once a form template is published to a Capturx server, forms can be printed from the Capturx ribbon on the website. For a list of Capturx compatible printers, see:

http://adapx.com/support/printing

NOTE: You MUST install the Capturx Print Utility in order to print Capturx forms. To print a form:

1. From a Windows device, select the list for the form you want to print. 2. Select Print Blank Form on the Capturx ribbon.

3. Depending upon your browser settings, you may be prompted to open or save a file. Choose Open to launch the Capturx Print Utility. From the print dialog, select a printer and choose the number of copies to print.

4. For best performance, leave Optimize for multiple copies and Use compression checked. These options may be disabled to improve compatibility with certain printers.

Pre-Populating Data in Printed Capturx Forms

Many scenarios require automated filling of form fields before printing. The forms are printed with one or more fields that contain information unique to each form, such as names, phone numbers, dates, and addresses.

A simple example is pre-numbering printed forms. With pre-numbering, the forms are printed with one or more fields that contain a unique sequential number on each form.

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Assigning Authors to Digital Pens – The Pen Status List

To view a person’s name as “Author” when reviewing a form on the Capturx server or in an exported PDF, the person (“SharePoint User”) must be associated with the PenID (Serial Number) in the Pen Status List. To maintain author information, it is important to assign pen users before data collection. This is done in the Pen Status List.

To access and update the Pen Status List:

1. Select Site Actions  View All Site Content.

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3. The list will display in SharePoint, with a row for each pen that has been connected to the Capturx server.

4. To edit the information for a pen, select the row and click the Edit Item button in the ribbon, or mouse over the Title value, click on the arrow, and select Edit Item from the dropdown menu.

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6. Perform the following steps:

 Rename the title to a distinct name.

 Fill in the information (E-Mail, Company/Department, Phone, and SharePoint User fields).

The Serial Number of the pen will now be associated with the SharePoint User.

To manually add information about additional pens:

You will need to have the pen serial number to use this method. 1. Select List Tools  Items.

2. Click Add new item, or alternatively, select New  New Item  New Item from the ribbon.

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Preparing iPads for Working with Capturx Data

If the data collectors on your team will not access the Capturx server directly, a supervisor or other administrator will need to install Capturx form templates onto iPads to be used for data collection.

Installing Form Templates on an iPad

To download form templates to an iPad, follow these steps:

1. Confirm the iPad has iOS version 6.0 or later (Settings  General  About  Version). 2. While online, open Safari, enter the Capturx website URL, and log in with your username and

password.

3. In the left column of the Capturx website, tap on the name of the form template to be used on the iPad. This will navigate to the form list.

4. Select New Form on the Capturx ribbon.

5. The form template will automatically download and a blank form will display.

Important: Wait for the “Downloading …” message to clear before proceeding.

6. Tap the List View button to return to the form list. 7. Repeat Steps 3 through 6 for each form template

8. Tap the Local Forms button to view the Capturx Local Forms page. 9. Confirm that all form templates are listed in the left column.

10. Tap the Safari bookmark button, and then bookmark the URL. Return to this Capturx Local Forms bookmark to create and fill new forms.

Creating an Email with Form Template Links

If you need to send offline instructions to iPad users, you may wish to send the links in an email message. 1. Using an online iPad, open Safari, enter the Capturx website URL, and log in with your username and

password.

2. In the left column of the Capturx website, tap on the name of a form template to be used on the iPad. 3. Tap New Capturx Form on the Capturx ribbon.

4. The form template will automatically download. Wait for the “Downloading …” message to clear before proceeding.

5. Copy the new form URL from the Safari address bar. a. Tap in the address bar.

b. Tap again to open the context menu. c. Tap “Select All.”

d. Tap “Copy.”

6. Paste the URL into an email message. 7. Repeat Steps 2 through 6 for each form.

8. Back in Safari, tap the Capturx Local Forms button on the Capturx ribbon. 9. Copy the URL for Local Forms.

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Sample email message content:

To install Capturx forms for Offline use, follow these steps:

 Tap *each* of the following form links to open a form template in Safari.  Log in with your user name and password if prompted.

 Wait for the “Downloading …” message to complete.

https://mysite.com/Lists/InspectionForm/1/CapturxForm.aspx https://mysite.com/Lists/ReviewForm/1/CapturxForm.aspx

 Open the Local Forms page by following this link:

https://mysite.com/_layouts/Capturx/CapturxLocalForms.aspx

 Make sure each different form template name shows in the left-hand column.

 Create a Safari bookmark to the Local Forms page, so you can create new forms at any time.

NOTES:

 Warning: Clearing Safari Cookies and Data will clear all form templates and form data saved locally on the iPad.

 Updated versions of Capturx Forms will be automatically downloaded to the iPad when a new form is created (and the device is online.)

 All Form Templates viewed on the iPad will be available in the Local Forms View.

 If you work with more than one Capturx Server, you will need a separate Local Forms Bookmark for each server.

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4 – C

OMPLETING AND

S

UBMITTING

C

APTURX

F

ORMS

From wherever they are during the workday, data collectors gather data and complete Capturx forms using digital pens, iPads, Windows tablets, or PCs. In situations where teams collect data collaboratively – for example, where additional information at a centralized office supplements field data – other

contributors can add additional data to a form after the author uploads it to the Capturx server. Data collectors upload completed forms to the Capturx server depending on how they collect the data.

 With digital pens, data collectors upload digital ink via the Capturx Pen Manager or Capturx Mobile for BlackBerry.

 With iPads, data collectors upload forms to the Capturx server via a network connection.

Completing Forms with a Digital Pen

If you manage your team’s digital pens or upload your own data from a digital pen, you will use Capturx Pen Manager software. For more information, see theCapturx Pen Manager User Guide.

Data collection team members – including those who collect, review, and approves data – will benefit from learning how to use the digital pen most effectively by readingBest Practices for Writing on Capturx Forms.

Using a Digital Pen for the First Time

1. Power on the digital pen by removing the cap. When you replace the cap, the pen turns off. 2. If you need to place the ink cartridge in the pen, take a cartridge from your product box and gently

slide it into the hole at the tip until it is completely seated and does not fall out. It’s normal for the cartridge to have some movement.

3. Attach the docking station to a PC or laptop via the USB port. 4. Fully insert the pen in the docking station.

5. After you connect the docking station to the computer’s USB port and dock your pen, you must initially keep the pen in the docking station for 3 hours to fully charge.

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Pen Indicator Lights

On the front of the pen are three pen status indicator lights. Off  The digital pen is turned off.

 The battery has no charge. Green  The digital pen is ready to use.

 All written data will be stored in the pen's memory. Blinks green The digital pen is in standby mode after a pause in activity. Blinks green The digital pen is communicating with an external device.

Blinks red An error occurred during communications; for example, the digital pen and external device cannot communicate with each other or use services.

Blinks green  The charger is connected and the battery is being charged.  If the battery has no remaining charge, it will take approximately

10 minutes for the battery indicator to blink green after charging has started.

Green Charging is complete, and the charger is still connected. Off The charger has been disconnected.

Blinks green slowly The battery has about 20 minutes of power remaining. Charge the battery as soon as possible.

Blinks red slowly The battery is almost dead. Recharge immediately.

The pen turns on automatically when the cap is taken off. You will know the pen is on when it briefly vibrates and the power-on green indicator light displays.

The pen automatically turns off when the cap is put on and the lights will not be lit.

Keep the pen capped when not in use. Re-capping the pen is how you turn it off, which conserves the battery power and life. Only the original cap will reliably turn the pen off and preserve the battery charge.

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Filling Out Capturx Forms

Capturx forms are designed to recognize specific data in each field. Make sure you write the response within the appropriate box. The form is printed using a special dot pattern so it can be read by the digital pen. The dot pattern is unique for each page and appears as a light background on printed forms. The digital pen has a sensor that reads the dot pattern as you write, tracking its position as you enter data on a Capturx form.

Handwriting Styles

 Print or use cursive writing.

 Avoid block printing or all CAPS (capital, or block) letters.  Write in the same orientation as the printed form.

 For signatures, initials, and note fields, stay within the boundaries of the field; form fields may have a border or be shaded. Handwriting that overlaps a form field border is not converted to text.

 Use a 1/2-inch margin from the edge of the page to ensure your ink is correctly captured.

 Capturx evaluates whether ink was intended to be written inside of a field. If you intentionally write outside of a field, in the margins, your ink may not be converted. However, if your writing starts in the field and extends beyond its boundaries, Capturx will assign that ink to the intended field. It is better to write clearly and exceed the boundaries than to “cram” your writing into a field, making it illegible.

Numbers

 Write numbers from left to right.

 Numbers with a decimal point should start with a “0” followed by a thick decimal point (e.g., 0.0625 or 0.25).

 For dates, use the month-day-year convention (e.g., 11-21-2012). Do not use slashes in dates (11/21/2012), as they may be interpreted as 1's.

Punctuation

 Exaggerate your punctuation marks so they are recognized more easily. Use thick decimals, periods, points, and apostrophes.

 Exaggerate forward slashes to avoid their looking like the number “1.” Slashes should be sloped at 45o

and be as tall or taller than adjacent letters or numbers.

 Dollar signs should be written as $ with a single vertical line. Dollar signs are not needed in cells formatted as “Currency,” because Capturx will add them.

 Do not use double-quotation marks (“) or the word ditto to mean “the same as above.”

Addresses

 Street Addresses: Include spaces between numbers and letters (2413 Pacific Avenue).

Checkboxes

 Mark each checkbox separately with an X or a checkmark ().

 Be careful that handwritten checkmarks or X's do not enter an adjacent checkbox. The adjacent checkbox could mistakenly be selected by the software.

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Wordlists

 A wordlist is a list of acceptable terms. When Capturx converts your writing into text, it will look for an exact match between your writing and the list of terms defined. Entries that are not exact matches will return either no result or results that are the closest match to what was written. Capturx may identify something as a close match that has a stroke-sequence that is close to the input’s stroke-sequence, even though the words themselves are not an apparent good match.

 If you write abbreviations or partial terms, Capturx will not find a match and will return an empty field.

Using the Capturx Eraser

 To correct writing mistakes, you should cross out the original writing, touch the eraser with the pen tip, and then immediately write the correct value. Capturx keeps all handwriting, but only uses the newest text for conversion.

 For checkboxes, touch the eraser and then touch the incorrectly marked checkbox to retract the initial checkmark. Then make a checkmark in the correct checkbox.

 Do not rest or tap the point of the digital pen on the paper form – you can accidentally mark a checkbox or other field.

 Crossing out a mistake is not required to use the eraser. It provides a written record on the paper form that you have changed that field.

Uploading Data from the Digital Pen

If you have access to a computer with Capturx Pen Manager installed, you can upload your pen data to the Capturx server. For detailed instructions, see theCapturx Pen Manager User Guide.

1. Write on Capturx-enabled forms as described above.

2. Fully insert the pen into a docking station attached to a PC. The gold connection points on the pen and docking station need to be aligned and the pen needs to be firmly placed in the docking station. 3. Capturx will automatically download your writing from the digital pen and upload it to the Capturx

server in your Capturx Pen Manager settings.

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Uploading Data from Capturx Mobile for BlackBerry

If you have access to a BlackBerry with Capturx Mobile installed, you can upload your pen data directly to the Capturx server using the Pen Utility Card. For more information, see theCapturx Mobile User Guide. 1. Once the pen is paired with the Blackberry, write on Capturx-enabled forms as you would with any

other pen on paper.

2. Touch the ink tip of your uncapped pen to the Send Pen Data to Phone box on the laminated Pen Utility Card, or the Send to Phone tick box printed on your form.

3. This action will send your data, via Bluetooth, from the digital pen to the BlackBerry. Once the data is on the BlackBerry, it is no longer on the pen. The digital pen is empty and ready to be used again. 4. Capturx will automatically download your writing off the digital pen and upload it to the Capturx

website in your Capturx Mobile settings.

5. You can track the progress of your ink submission, though the data will be uploaded whether you have your BlackBerry open and the Capturx Mobile application visible or not:

 The digital pen will buzz twice to let you know that it is sending the data to the BlackBerry.  On the Activity Screen, you will see a timestamp and Receiving pen data…

 The digital pen will buzz three times to let you know that it has finished sending the data to the BlackBerry.

 On the Activity Screen, you will see a timestamp and Pen data received.

 On the Activity screen, you will see a timestamp and Starting upload: To followed by the configured server URL and user.

 On the Activity screen, you will see a timestamp and Upload complete.

Revising a Form after Submitting Data

The original handwriting, from a digital pen or onscreen ink capture, can be appended – not erased. Text, whether typed on a tablet/PC or converted from digital pen ink, can be edited.

Any ink written on a Capturx form at any time using a digital pen is saved data. Because a Capturx form is a direct source of data, you can make changes to the form as needed, even after you initially upload the data from the digital pen. You will need to dock the pen again to upload the new ink records, or submit it via Blackberry.

If a form is lost or destroyed, so long as the data has already been uploaded, it can be edited or updated on the Capturx server. Once a form is uploaded to the Capturx server, it is available for viewing, approval, and archival workflows.

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Maintenance and Troubleshooting

Normal Operations

 On a single charge, the pen can be used for 2 hours continuously, and holds up to 50 pages of letter-sized paper completely filled with single-spaced writing.

 The Capturx pen stays charged for 5 to 7 days of typical use.

 To prevent your battery from running low, do not leave the cap off the pen for extended periods.  Keep the pen cap in a safe place. If the cap is lost, the dock can be used to avoid loss of charge.  The pen can be used in inclement weather and rain, but it is not submersible.

 Dock the pen at least once a day if possible.

Pen Vibrations

The following table describes the most common pen vibration indicators.

NOTE: The digital pen does not collect data when it is vibrating.

Indicator Condition

Long "buzz" and pen stops working Low battery. The battery has a 0-1% charge.

Long "buzz. Memory full. If full, you cannot store new data in the digital pen. A memory check is available by opening Capturx Pen Manager and checking the approximate remaining space of available pages.

Pen Battery Status

When the battery has about 20 minutes of power remaining, the pen’s battery indicator light will blink green slowly. When the battery is almost empty, the light will blink red slowly. If your pen is docked, Capturx Pen Manager displays the battery status.

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Battery Status with Capturx Mobile for BlackBerry and the Pen Utility Card

You can check the battery power of your digital pen by sliding its tip across the battery meter on the Pen Utility Card. The pen will vibrate when you reach the current battery level.

Dead Battery

If the battery dies, the data you’ve collected remains on the pen until you download the digital forms to a computer or reset the digital pen using a Master Reset Procedure. If the battery has no charge left, dock the pen so it can recharge and download any remaining information stored in memory.

Skipped Ink

If you wrote something and some letters were skipped or the ink is light, do not retrace ink. The digital pen is still storing all of your handwriting.

Pen Runs Out of Ink

If the pen runs dry, it will still record the data from your motions on the form, though no ink appears on the paper. You should replace the ink as soon as possible if the paper copy is critical.

Changing Ink Cartridges

1. To remove the ink cartridge from the pen, use small pliers or use the hole in the pen cap to grab the ink tip, angle the cap, and pull.

2. To place the cartridge in the pen, take one of the ink cartridges and gently slide it into the hole at the tip until it is completely seated and does not fall out. It’s normal for the cartridge to feel slightly loose.

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Completing Forms with an iPad

If you will collect data on Capturx forms using an iPad, this section will help with your training. Using standard iPad actions, you can create and upload new forms based on templates that are saved locally on your iPad. This functionality is available whether your iPad is online or offline (no network connectivity).

Using Capturx with an iPad

The overall process for completing and submitting data with your iPad is simple and intuitive. 1. Create a new form on the iPad.

2. Fill in the data.

3. Submit the form to the Capturx server.

Preparing to Collect Data

Your administrator should email you a set of instructions that include a site login, a link to each of the form templates you will be using, and a link to your site’s Local Forms page. To set up your iPad for offline use, you will visit each template and wait for it to download.

As a final setup step, you will bookmark the Local Forms page. For instructions to create this email message, see “Creating an Email with Form Template Links.”

1. Open one of the form template links. This will display a blank form based on that template. Close this browser tab after the download finishes.

2. Repeat Step 1 for each form template link.

3. Open the Local Forms link, and tap the icon toward the top of the display. 4. From the popup, tap the Bookmark icon.

5. In the Bookmark dialog, the name of the bookmark defaults to the current view (e.g., “Capturx Local Forms”). Tap Save.

Now you’re ready to collect data.

NOTES:

 Do NOT clear Safari data, or you will lose all forms that have not yet been uploaded; Settings 

Safari  Clear Cookies and Data will remove all forms and form templates from the iPad. You will

lose data and have to do the setup steps again.

 Do NOT use a home screen icon for the Capturx iPad app. To use Capturx both online and offline from an iPad, you need to enter Capturx from Safari – through a bookmark or by entering a URL.  To avoid confusion, only have one Safari browser open to Capturx at a time, and only one Capturx tab

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Creating and Completing a Form on an iPad

It takes just minutes to be productive with Capturx on the iPad. You open Safari, choose the Capturx Local Forms bookmark, and then you’re up and running to start collecting data with familiar iPad features. 1. Open Safari and choose the Capturx Local Forms bookmark. If prompted, log in with your username

and password. You will see a list of templates on the left, and any in-progress forms on the right.

To the left appears a list of all templates stored locally on the iPad, with a count of the number of locally-saved forms per template (“Service Division…1”). The total number of forms is displays to the right of All Forms.

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Alternatively, if you use Capturx from the site’s home page, you can create forms by selecting a template (list) on the left and then the New Form button on the Capturx ribbon.

3. Complete the form using the onscreen keyboard, date spinner, dropdown lists, handwriting and checkboxes. Tap on any field to edit.

 Keyboard: Tapping on a text field will display the iPad keyboard, while tapping on checkbox, ink,

and date fields does not. If it is not needed, the keyboard can be closed by touching the button in the bottom right corner.

If you prefer “tabbing” instead of tapping on each field, use the Previous and Next buttons on the top of the keyboard. Next navigates in left-to-right/top-to-bottom order, and stops at all fields except checkboxes, dates and fields formatted for handwriting.

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 Date Picker: Tapping anywhere in the field or navigating into a date field displays a date picker.

Select the date. To close the date picker, tap anywhere on the form. Today’s date is the default; the field will change to whatever you select.

 Dropdown Lists: Wordlists are often designed into Capturx forms as dropdown menus to help you

quickly and accurately select from a list of terms.

For fields with dropdown lists, you can scroll and tap to select an item. To reduce the amount of scrolling, use the keyboard to type a few characters and narrow the displayed wordlist items. If there are more than 500 items in the list, only the first 500 (alphabetically sorted) will be

displayed. Typing characters will re-filter the list. For example, if you type a “z”, you’ll get the first 500 terms that contain the letter “z”.

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 Handwriting Fields: Tapping on a field for signatures, initials, or sketches auto-zooms the field so

you can write using a stylus or your finger.

Tapping the Clear button clears the field. Ink strokes that have been submitted online to the server cannot be cleared.

Tapping Done accepts your “ink,” closes the auto-zoom, and returns you to the previous view of the form.

 Checkboxes: Tapping on a checkbox selects it. Tapping it a second time deselects it.

4. Once you modify a form by entering data in any field, the form will be auto-saved and appear in the

Drafts section of the Local Forms view with a “New” status.

5. Before submitting the form, review it on the iPad to double-check your work.

Submitting Your Forms

When you have completed filling in the form, tap Submit. If you are online, Capturx will immediately attempt to submit the form to the SharePoint server. The form will close and you will return to the previous view.

If Capturx cannot reach the server for any reason, including if you are currently offline, the form will be queued in the Outbox in the Local Forms view. To ensure that all of your “submitted” forms have been uploaded to the Capturx server, open the Local Forms view on a regular basis, select All Forms, and check the Outbox to see if any “Ready” forms are waiting for upload. To upload forms in the Outbox, tap

Upload All when you have network connectivity.

While uploading, leave the application open or it cannot successfully upload your forms. If you have tapped Upload All and there is an error uploading a form, an alert box will display the number of forms successfully uploaded and the number of errors. The forms that failed to upload will remain in your Capturx Outbox, so you can try again later. To see the details about why a specific form failed to upload, open it from the Outbox and tap Submit.

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Editing Local Forms on an iPad

Data collectors typically fill out a variety of forms during a shift, and return to the same form several times before it is complete. Once a form is created and edited, or submitted but waiting to be uploaded, you can find the form in the Drafts and Outbox sections of the Local Forms page.

You can continue editing any locally-saved form by tapping the corresponding row in the Local Forms view. Once finished, double-check your work and submit the form.

To delete a form, select the template and tap the Trash Bin button at the top right of the page. Red delete control buttons will display for each form. Tap the red button. A Delete button will display in line with the form description. Tap it to delete the form. Tap the Trash Bin button again when you have no more forms to delete.

Editing Forms Submitted to the Server

Since users will switch back and forth between being online and offline, sometimes unknowingly because connectivity is dropped, both online and offline iPad users should use the Local Forms page.

In addition, online iPad users can use the Capturx site’s home page to view, edit, or approve previously submitted form, and to export forms as PDFs.

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2. To view, edit, or approve a tablet form, tap the Edit icon for the form. A view of the form will display. If needed, make edits or Approve the form. If you need to pause before finishing, the form will be listed in the Drafts list of the local view with an “Edited” status. When you are finished, tap Submit.

3. To view, edit, or approve a digital pen form, the only difference is that there is extra functionality when reviewing forms submitted by digital pen users. To view images of the original handwriting, select Ink from the top bar. When done, tap Text to return to the text view.

Exporting a Completed Form to PDF on an iPad

To Export an online form as a PDF, tap to select the row and then tap Export Completed Form to PDF. When you select Export Completed Form To PDF, you will see an empty template. The PDF can be emailed as-needed. To view the PDF on the iPad, the Adobe PDF Reader iPad app is required.

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5 – R

EVIEWING

, E

DITING

,

AND

A

PPROVING

D

ATA

Once your team has uploaded form data from mobile workers, the next step is to prepare it for business purposes by reviewing the data, editing it as needed, and approving it.

 Review: For digital pen forms, Capturx lets you confirm the content by viewing the data collector’s original digital ink and the converted-to-text handwriting on the Capturx server. As a reviewer, you can then take the next step of editing, if needed, or approval.

 Edit: While online, you can make corrections to forms saved to the Capturx server. If your

organization requires original authors to make their own corrections, they can make the changes on the original paper form with the same digital pen and resubmit it. Or, if they have permission to edit forms on the Capturx site, they can make the corrections online and save the form for subsequent review.

 Approve: Depending on your organization’s procedures, a supervisor or another team member may be tasked with approving the form. Once the data is approved online, it can trigger workflows and populate additional backend systems.

The Online List View of the Capturx Site

Select the form template (list) from the left column. Once the data is successfully uploaded, the completed form is visible in the list view as a row. Its status will be “Imported.” You can select which form to review by scanning columns for identifying information.

NOTE: Refresh the web browser to see the most current uploads.

Columns will appear in this window based upon the step of mapping Capturx fields to SharePoint columns (see Steps 1 – 4 of “Adding Field Mapping”).

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The values in the Status column show the state of the form. Most reviewing and editing is done on forms with an “Imported” status.

Status Description Note

New A new, empty, SharePoint row was created without printing.

Populated A form was created with data filled by a custom application.

The rows for forms in this state are hidden by default.

Printed A form was printed, but no ink has been imported.

The rows for forms in this state are hidden by default.

Imported An inked form has been imported, or a tablet form has been initially Submitted.

Under Review The form was edited and saved (PC) or submitted (iPad).

Approved The form has been reviewed and the "Approve" button was clicked.

The InputSource column can be used to distinguish forms that were created on paper or a digital device. The column value will be “Paper” for forms that were initially printed, and “NonPaper” for forms created on a PC or iPad.

Once you have found the form, click on the Edit icon to open a view of the form with the handwritten ink and converted text.

Capturx for SharePoint / Capturx Forms Service