Platform Overview

Welcome to Sage Intacct Forms and Operational Flows: A Quick Guide for New Users

This article serves as a quick overview of the application's key features, providing you with a comprehensive understanding of its functionalities. Let's dive into each section of the left menu bar to explore how you can maximize your experience.

What Do We Do

We are a software platform designed to streamline business processes and improve workflow efficiency. It offers a range of features to help organizations digitize their operations, manage documents and data, automate tasks, and collaborate more effectively. Some key functionalities of include:

• Process Automation: Enables organizations to automate repetitive tasks and workflows, reducing manual effort and increasing productivity. Users can create custom workflows, define business rules, and automate notifications and approvals to streamline processes.
• Document Management: The platform allows users to centralize and organize documents, files, and data in a digital repository. Users can securely store, search, retrieve, and share documents, ensuring easy access and version control.
• Forms and Surveys: Enables the creation of digital forms and surveys to collect data from employees, customers, and stakeholders. Users can design custom forms, capture electronic signatures, and collect responses online, simplifying data collection and analysis.
• Collaboration Tools: Provides collaboration features such as task assignment, commenting, and real-time communication to facilitate teamwork and information sharing. Users can collaborate on projects, share feedback, and track progress within the platform.
• Analytics and Reporting: The platform offers reporting and analytics tools to track performance, monitor key metrics, and gain insights into business processes. Users can generate custom reports, visualize data, and make data-driven decisions to improve efficiency and effectiveness.
• Integration Capabilities: Integrates with third-party systems and applications, allowing users to connect data and workflows across different platforms. Integration capabilities help organizations leverage existing tools and systems while enhancing interoperability and data exchange.

Overall, Sage Intaact Forms and Operational Flows aims to empower organizations to digitize and optimize their business processes, improve operational efficiency, and drive innovation through automation, collaboration, and data-driven insights.

Dashboard

The menu bar to the left of the screen directs users to all areas of the software. Access to each icon is managed by permissions set at the organization level. Like the menu bar, the header bar at the top of the screen will always display. It contains quick access to a few features:

The Notification Center

Stay informed with our notification bell, where you'll receive updates on subscribed events such as form submissions or messages. This feature simplifies tracking important activities within the software

Help

Access to the Help Center containing our knowledge base and access to support requests. Our Information Center serves as a comprehensive support hub. Whether you prefer self-service through our knowledge base and instructional videos or seek personalized assistance through support ticket requests, we've got you covered. We welcome your feedback to continuously enhance your support experience. 

My Network 

As you engage with Sage Forms and Operational Flows across different business portals, your network connections will organically grow. These connections function like a network of friends within the portal ecosystem, facilitating collaboration and communication.

User Profile

At the top bar, you'll find a link to your profile. Your user profile allows you to personalize your display name, contact details, and signature preferences. You have the flexibility to fill out as much or as little information as you prefer. Additionally, this is where you can manage your password and update your signature with ease.

Home

The The Dashboard is the main screen that all users (with the exception of portal users) have access to upon login. Users can navigate back to the dashboard at anytime by selecting Home. The Dashboard consists of 3 panels for quick access to important data and action items. 

• Insights - users can pin their favorites and flag for notification their most important Insights to quickly engage with data
• Inbox - displays items your user is currently involved in a approving or reviewing as well as kept up to date with new comments on active conversations
• My Forms - quick access to all forms assigned to your user. They are organized by category and can be pinned and flagged for notification like Insights

Form Hub

• My Forms - access to your forms
• Drafts
- system auto-saves as backup for forms that are not yet saved or submitted. Are cleared upon logout.
• Saved - all of your saved, not submitted forms
• Submitted - all of your submitted forms with search and keyword capabilities
• Templates - 
all of your saved form templates and global templates

Inbox

Efficiently manage your tasks with the Inbox section. Monitor items awaiting your action, track in-progress tasks, and access a comprehensive history of all items that have flowed through your inbox. Take actions such as approving, holding, or rejecting forms, and invite users to collaborate as needed.

Inbox is broken into three tabs: To Do, In Progress, and All Items. The form will display in the center canvas area along with routing and chat in the right panel.

To Do

The To Do tab is the default tab of in the new inbox. It contains forms that require action before the form can progress to the next step or any form with a new chat. New activity will sort to the top of the inbox and be highlighted in a darker gray.

• Any form that is routed to the user for approval via a Workflow.
• Any forms the user has been invited into manually.
• Any form associated with the user with a new chat.
• Any task that has been generated for the user via a custom service. 

Once a user has approved or submitted actionable forms in the To Do section, the record will move to the In Progress tab until the workflow is complete.

In Progress

The In Progress tab is a record of form activity. This includes all items a user is involved in but it not yet 100% completed. The purpose is to declutter the To Do tab and allow the user to see a distinction between items to monitor and items that require action. New activity will sort to the top of the inbox and be highlighted in a darker gray.

• Any form that the user has submitted.
• Any form that the user has Approved or Rejected and does not currently require their immediate attention. 

Once a form had completed its workflow, the record will move to the All Items tab.

All Items

The All Items tab contains all forms the user has been involved with including the items from the To Do and In Progress tabs. New activity will sort to the top of the inbox and be highlighted in a darker gray.

Insights

Insights are the reporting feature for form data. They are built per form to report on custom criteria for repeat use. A single form can have multiple insights saved for reference. They are user specific unless shared to other users.

Start with basic insight options. Choose parameters such as date range, specific fields, and submission status to narrow down your insights.

Generate reports based on your selected parameters. Insights will compile data from form submissions and present it in a comprehensible format.

Dive into the data provided by insights. Analyze trends, spot outliers, and identify patterns in form submissions.

Experiment with customizing insights. Explore advanced options such as filters, groupings, and sorting to tailor insights to your specific needs.

Don't limit yourself to a single insight. Create multiple insights for different aspects of form analysis. For example, you can have insights for overall submission trends, specific field analysis, or comparison between different date ranges.

The ability to create an insight is managed by permissions by user or by organization using the checkbox: Allows access to Insights screen. 

Select the Insights icon from the left menu bar. A list of all existing insights will appear categorized by form. 

Building Insights

To create a new Insight, select the New Insight button. A modal will appear prompting users to select the entity as the source data for the Insight. Select Form as the Entity, then select the form from which to report and name it accordingly. (Note: Other Entities are available specifically for Intacct integrations) User's can provide an optional description. Click Create, then the Insight pane will appear with all the available filters.

Insight Filters

Insight filters are compromised of system fields collected by Omnidek and form answer as setup in the Form Designer. Form answer types are labeled as the Reference Name given in Form Designer. Filters can be turned on and off to affect the view of data in the grid. They are not permanent and can be manipulated as need for better reporting. Any changes made in the filters panel can be applied by pressing Apply Changes button.

Summary Tab

The summary tab correlates with all system fields and basic form answers types and header information from clusters and tab containers. They are grouped under the Header Column in the filter menu.  

Details Tab

The details tab displays individual line items of data captures on the form through tab containers and clusters. They are grouped by each section as titled in the form designer. Filters selected in groupings other than Header Column will only display on the details tab.

Channels

The Channels feature empowers users to initiate a thread of activity based on any asset mentioned in form submissions, fostering ongoing discussions related to that asset. Here are its main sections:

New Channel

Users can easily add multiple channels for subscription via the left-hand menu. A badge indicates new activity since the last viewing.
Asset Information
Positioned next to the Add Channel menu, this section furnishes details about the subscribed asset. Users can access information such as asset type and associated details.

Forms

Beneath the Asset Information section lies the Forms segment. It presents a catalog of forms where the asset has been utilized, along with submission counts and the latest submission date. Users can swiftly create new forms by clicking the "Create New" button.

Chronological Timeline

Adjacent to Asset Information and Forms, this section displays a timeline in chronological order, highlighting any mentions of the asset across forms or API processes. Users can employ date filters to narrow down specific historical periods or scroll to view previous activities.

Chat

Complementing the aforementioned features, there's a chat dialogue available for users to engage in ongoing discussions pertaining to the selected asset, facilitating seamless communication and collaboration.

Form Designer

The Form Designer is the 5th menu icon on the left. A list of all forms will display in a grid where administrators can easily view important information for each form as well as manage access, make edits and assign forms. Create a new form using the button at the top left of the screen.

The Form Designer 

The Form Designer comprises four primary sections:

1. Header: Located at the top of the form wizard, this section facilitates actionable steps for form creation, including:

• Naming the form
• Sorting questions and categories via the sort sections/questions toggle button
• Previewing the form's display on Mobile, Tablet, and Desktop
• Activating or deactivating forms for use
• Saving the form for testing purposes, allowing previewing in the Forms dashboard and Form Hub
• Publishing the form for finalization, enabling submission while restricting deletion of questions (only hiding is possible)
• Copying the form
• Creating a template
• Deleting the form

1. Form Elements: Positioned in the left-hand menu, this section serves as the source for dragging and dropping answer types onto the form to establish proper data collection formats. It includes:

• Answer Types: Singular/simple data point capture with various formats
• Clusters: Advanced/custom answer groupings catering to complex functionality for data capture and display on a form
• Features: Incorporating duplicatable or tab-containing questions as well as grid entry screens

1. Form Canvas: Occupying the center panel, this section enables users to design the layout of the form template. Users can create single or two-column sections and drag answer types into these sections to fulfill requirements.

2.  

3. Form Attributes: Located in the panel to the right, this section displays attributes of the engaged answer types. Users can modify attributes by clicking the desired question/answer on the canvas, prompting the right attribute section to update and offer advanced controls for question configuration.

Library

The Library contains pre-built forms that can be copied to Form Designer and edited as needed. It is a great place to get ideas for other ways to capture data. 

Workflow

Workflows can be managed from the left-hand menu bar. Every new form created has a default workflow that contains a start and end node. Workflows are grouped by form and listen in a grid for easy management. 

From this screen, admins can copy, edit, rename, and delete workflows. 

The workflow engine is robust, but not difficult and is comprised of a few main tools: 

Start Node

• Start Entity - A user, user question, crowd, or organization that is applied to the start node to indicate to the workflow engine to pickup that particular workflow. Example: If an HR Organization is applied, any user within the HR Organization that starts a submission will follow the workflow.
• Start Condition - Compromised of system data and form data the workflow engine uses to select route paths
• Priority - A numeric value assigned to workflows to distinguish their order or importance in being picked up by the workflow engine. Lower numerical values are evaluated first.
• Default - A flag that can be applied to workflow with certain criteria to act as catch all for submission that do not get evaluated
• Coordinator - A role assigned to a user from a workflow that gives access to specific actions on the submissions including rejecting, expediting, and editing submission in progress. 

End Node

The end node controls which users are notified once the form has completed its workflow. 

Adding A Node

There are a handful of node types: Approval, Conditional, Hierarchy, and Action. Add or remove nodes using the plus and minus icons below the node. Nodes can be named and used in Insights when using the current status system filter. 

Admin

This is the 9^th icon on the left-hand menu. This icon is mainly for administration use and contains the bulk of the administration settings. The admin section contains multiple tabs:

• Organizations: manage the structure of the organization as well as data security, user type and permissions. consider You can also manage tags and where the organization is references throughout the system.
• Portal Page: manage portal pages and data widgets
• Users:  manage new users, pending users, and existing users. Search and export a complete user list.
• Crowds: manage arbitrary groups of users that are not limited to a company’s organization chart
• Assets: manage lists, and spreadsheets that can be imported/created to be used as a dropdown selection on a form. Also manages synced data from Intacct. 
• Data Security:  manage what a user can and can’t access throughout the site. They can be managed on the forms/organizations/user levels, but we will go over this is our training session.
• Sequences: manage auto-increment numbers that can be used on forms
• Account
  This is where you can check on your account information and licenses.
• Integrations: manage and configure integration with Intacct and configure data sync.
• Snippets: manage build and edit snippets to use as content blocks on form submissions. 
• Submissions: manage submissions across forms, works like a fixed insight of system data. 

Settings