session rules of etiquette
TRANSCRIPT
NWEUG
2017
Session Rules of Etiquette
Please turn off or silence your cell phone
If you must leave the session early, please do so discreetly as
possible
Please avoid side conversations during the session
NWEUG
2017
Introduction
Ever wanted to have a sharper looking invoice or report?
Ever wanted to deliver the invoice or report via email?
Ever wanted the output to be saved to a network area?
We will look at the functionality offered by FormFusion. This session will give you
ideas of what can be done and what other institutions are doing with the product.
You can turn a basic text file into customized attractive output and you can route the
output many different ways.
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2017
Session Agenda
1. FormFusion Basics
2. Form Director
3. Map Form
4. Form Stamp
5. Capture Form
6. Examples at Oregon State University
7. Session Summary
8. Question & Answers
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2017
FormFusion Basics
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2017
FormFusion Basics
There are varying license levels. Depending on your license, you can have multiple
instances, unlimited numbers of processes, and the ability to save output to a network
drive or upload to an imaging system.
First step is to create a .LIS (text) file. This is usually submitted through job submission.
This gathers the data that is needed for the Process and routes the .LIS file to
FormFusion.
This job can be very simple or complex depending on the data you want to be
populated in the .LIS file that FormFusion will map to your invoice, report, or email.
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2017
FormFusion Basics
An activity inside Form Fusion is called a “Process”. At OSU, we name the process
with the same name as the job submission job.
The Process Tree menu looks like this:
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2017
FormFusion Basics
We have three instances configured to work with FormFusion:
Production (PROD)
Development (DEVL)
Development 2 (DEV2)
These work similar to windows explorer, just click the toggle to the left of the instance
you wish to see and it will expand.
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2017
I expanded DEVL to show the folders
under it. Then I expanded the Business
Affairs folder and the Grants billing
folder under it. Now I can see out
FRR0280 Invoice printing process.
Notice the folders will all have the
folder icon next to them. The Process
will have the two gears icon.
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2017
Under each process, you will have at
least one print parameter. If you have
different versions of the same invoice
or report, you can create additional
print parameters. In this example, we
had one for a generic invoice (OSU)
and a second one for a certified
invoice (OSUC).
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2017
At OSU, we use
Applications Manager
(aka Appworx) for our
job submission. We select
the send option at the
time we request the job
and pick the FormFusion
Print Paremeter we want
to use.
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2017
FormFusion Basics
Under each print parameter you must have the following:
Form Director – handles how the process output is delivered
(route to a printer, sent to someone via email, save to
network drive, or route to an imaging system, or a
combination of the above)
Map Form – this maps the .LIS (text) file that job submission
passed to FormFusion. If contains the data elements that
will be mapped onto the invoice, report, or email.
Form Stamp – the actual invoice or report that is generated.
The data from the Map Form will be displayed on the
Form Stamp. Then the output will be directed or routed
base on the configurations in the Form Director
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2017
FormFusion Basics
The following is optional under a print parameter
Capture Form – allows further SQL scripts or retrieval of data
from Banner. The SQL is stored under the items with the
green flag and the data it returns is stored under the
Variable Storage.
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Form Director
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This is an example where Form
Director is set to always print to a
specified network printer.
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This is an example where Form
Director is set to always email the
output to the Requestor (which in
this case is whoever submitted the
job through Job submission). The
Requestor’s email is part of the
.LIS file and is a variable mapped
in FormFusion.
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2017
Form Director is really quite
flexible. Here I have set it to
always email. But then I set it to
print only if the email does not
execute.
I might have something that I
always want a printed copy, but I
also want an email copy, I can
configure it to always do both.
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2017
Another feature is that you can
make multiple copies and then
configure Form Director to handle
each copy differently.
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Example of two copies and Form
Director is handling each of them
according to what is configured.
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Oregon State does not own the Imaging
Director License, but I did include a
screenshot showing that you can route the
image to shared network drive. I have
been told this can be configured to add
output directly to an imaging system.
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2017
Map Form
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The Map Form is the portion
where the .LIS file is
imported and then the data
is mapped to variables.
If this is a new process, you
will need to load an initial
.LIS file.
1) Open Map Form
2) Right click in blank
space
3) Select Sample File
4) Select Load From File
5) Open file through the
file browser
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The .LIS file needs to be the
same each time so the
mapping is consistent for use
with floating fields.
Tip: Intuitive names are
recommended. Also,
variable names cannot have
spaces. I use an underscore
to keep the names from
running together.
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Variable boxes can be
any size, but must be
rectangular. Most of
them in this example
are one line, though I
did combine the
address into one
variable and the text is
also one variable.
When you select the
variable, that box
becomes shaded in a
different color than the
other variable boxes
and has “handles” on
the corners and edges.
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TIP: Make sure you
variable is mapped to
accommodate the widest
value that will be
returned. If the variable
is defined with less
characters that what the
Banner field may return,
your value could be
truncated.
You may have to set the
Map Form Properties to
have extra columns and
or rows to accommodate
all the data on the .LIS
file.
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Variables aer
assigned by buttons
on the toolbar. The
left one is for
floating fields and
the right one is for
offset fields.
Floating fields are a
set place on each
line as shown in this
picture.
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Floating fields Can have
several formats: Unknown,
Date, Float, Integer, or String
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Form Stamp
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Form Stamp
Allows plain text, rich text format, and HTML text
Allows drawing of lines, boxes, and grids
Allows addition of graphics and images
Alignment toolbar is very helpful in getting things lined up and looking
more professional
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Form Stamp – Drawing Toolbar
Rig
ht Justify
Cente
r Justify
Left Justify
Und
erline
Italics
Bold
Line W
idth
Line C
olo
r
Text C
olo
r
Fill Colo
r
Add
or cha
nge im
age
Add
data
field
Add
HTM
L
Add
rich text fo
rmat
Add
pla
in text
Dra
w G
rid
Dra
w R
ecta
ngle
Dra
w Line
Dese
lect A
ll
Sele
ct
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Form Stamp – Alignment Toolbar
Lock S
ele
cted O
bje
ct
Force
ob
jects to
meet
Force
ob
jects to
interse
ct C
ente
r obje
cts vertica
lly
Cente
r ob
jects ve
rtically
Alig
n sele
cted
by to
p
Alig
n sele
cted
by rig
ht
Alig
n sele
cted
by le
ft
Alig
n sele
cted
by b
otto
m
Tog
gle
grid
alig
nment
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Form Stamp – Preview Toolbar
Next P
age
Pre
vio
us P
age
Page N
umber
Refre
sh P
revie
w
Toggle
Pre
vie
w *
* Toggle Preview will toggle
between the Variable Name and
the value for that Variable as
shown on the .LIS form
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This is toggled to
show Variable Name
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This is toggled to show
variables value in the
.LIS file
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Drag a box around all the values
to select all at once. Then click on
Align Objects by their left edge.
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Capture Form
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Capture Form
Allows retrieval of values directly from Banner. To store the variable in the
SQL, use the following context between the Select and From statements:
Into :Variable_Name
Then this can be used just like any mapped variable. The variable can be
mapped onto the Form Stamp or as a variable in the email delivery and
no Banner (job submission) programming needed.
Most common use at OSU is that we want an additional data element that
is not in the .LIS file. Rather than submitting a request for programming
resources to make changes to the job submission code, I just inserted a SQL
statement to pull the additional data element and mapped the value in the
Variable Storage.
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2017
Example of the SQL
context to pull back the
Name of the Granting
Agency.
TIP: SQL is performed
after the .LIS file has
been received from job
submission, so you can
use the variables
defined in Map Form.
NWEUG
2017
Examples at Oregon State University
NWEUG
2017
Examples at Oregon State University
Grant Invoices (OSU invoices and SF-270)
Federal Financial Report (SF-425)
Grant Closeout Email
Financial Aid – email notifications
Human Resources – email notifications
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Generic Certified OSU
Invoice
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Certified OSU Invoice
with Category Detail
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Standard Form 270
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Federal Financial Report
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In this particular
example, I pulled the
agency name, Project
Title, and Responsible
Org and inserted them
into the email
notification.
NWEUG
2017
In this particular
example, I pulled the
agency name, Project
Title, and Responsible
Org and inserted them
into the email
notification.
TIP: The body of emails
allow HTML, so you can
make varied fonts, sizes,
colors, etc. in the email.
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2017
In this particular
example, I pulled
the agency name,
Project Title, and
Responsible Org
and inserted them
into the email
notification.
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2017
Examples at Oregon State University
Financial Aid – email notifications of the following:
Award
Warnings about academic status, probation, suspension, etc.
Human Resources – email notifications of the following:
Job Hire
Job Change
Job Reappointment
Job Termination
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2017
Banner Invoice Sample FormFusion Invoice
NWEUG
2017
Session Summary
We have looked at the main areas in FormFusion - creating a new
process, print parameter, Form Director, Map Form, Form Stamp, and the
optional Capture Form.
We have looked at some examples of how FormFusion is being used at
Oregon State University.
Hope this session have given you some ideas of how you can utilize
FormFusion to update your invoices and reports.
NWEUG
2017
Questions & Answers
