E-forms

E‑forms provide a way for associations to replace paper processes with online workflows. An administrator can design a template with one or more steps, assign each step to specific roles and collect information via various field types.

Accessing the E‑Form Template Editor

To manage templates, log into your Community Ally site as a site admin. Then:

• Navigate to Manage → E‑Forms → Manage E‑Form Templates.
• A table displays each template with columns for Name, Is Enabled, Status, Created and Action.
• Use the toggle in Is Enabled to make a template available or unavailable to residents for filling-out
• Use Clone to duplicate a template.
• Use Delete to remove a template (available only if no forms are currently using it).
• At the bottom of the page are buttons to Create New Template or Import Template from Catalog.

You can use the editor to create your own templates, but that can be a bit confusing for some users so you can import pre-made templates from our catalog or contact support with your own existing form and we’ll be happy to make it an E-form for you!

Creating a New Template

1. Click Create New Template on the template manager page.
2. In the new template editor, enter a Template Name that clearly describes the form’s purpose.
3. Under Who can create this form?, choose who is allowed to start new instances:
   • Anyone: any logged‑in resident can open the form.
   • Board Members: restricts creation to board members.
   • Board Members or Site Admin: only board members and site administrators can create the form.
4. (Optional) Check Form submits anonymously if you want the submitter’s identity hidden from assignees of later steps.
5. In the Instructions area, add introductory text or guidance for users (markdown formatting is supported in the editor).
6. Define steps and fields as described below.
7. When finished, click Save Template at the top.

Importing Templates from the Catalog

1. In the template manager, click Import Template from Catalog.
2. Browse the pre‑built templates and select one that matches your needs (e.g., “Covenant Violation,” “Maintenance Request”).
3. Click Import. The imported template opens in the editor, where you can rename it and customize steps and fields to fit your association.
4. Save the template when done.

Cloning and Deleting Templates

• Cloning: In the template manager, click Clone next to an existing template. A copy of the template opens in the editor. Rename it and adjust any settings, steps or fields. This is useful when you need a similar form but with slight changes.
• Deleting: Click Delete next to a template that isn’t in use. A confirmation prompt appears; once deleted, the template is removed permanently. If a template is being used by existing form instances, you cannot delete it until those forms are completed or canceled.

Configuring Template Settings

At the top of the template editor you’ll find settings that apply to the whole form:

• Template Name: this appears when users select which e‑form to submit.
• Who can create this form: controls who can open new instances.
• Form submits anonymously: if checked, the original submitter is not visible to later step assignees.
• Instructions: A rich‑text field where you can provide general instructions, policies or context for the form.

Adding Steps and Fields

Adding a Step

1. In the template editor, locate the Form Steps/Sections area.
2. Click Add Step (button usually at the bottom of the existing steps).
3. Enter a Step Name/Title (e.g., “Initial Submission,” “Board Review,” “Final Approval”).
4. Choose Who fills out this step? from the role list:
   • Reporter (Person that submitted the form)
   • Board President
   • Board Secretary
   • Board Treasurer
   • Any Board Member
   • Any Board Member or Site Admin
5. Proceed to add fields for this step as described below.
6. Use drag‑and‑drop arrows or move buttons to reorder steps.
7. Repeat for additional steps.

Adding a Field

1. Within a step, click Add Field.
2. Provide a Label that describes what information you need (e.g., “Description of issue,” “Requested date”).
3. Select a Type from the dropdown (see “Understanding Field Types” below).
4. Configure any advanced properties if necessary (e.g., mark required, set default values, add help text or placeholder text).
5. Use Move Up or Move Down buttons to reorder fields in the step.
6. To remove a field, click Remove Field.

Understanding Field Types

Different field types are available to collect various kinds of data. Choose the type that matches the information you need:

• Short Text: Single‑line text input for brief responses such as names, addresses or short descriptions.
• Long Text: Multi‑line text area for extended answers or comments. Useful for detailed descriptions or explanations.
• Number: Numeric input for quantities, counts or phone numbers. Validation ensures only numbers are accepted.
• Date Only: Calendar date picker with no time component. Use for due dates, meeting dates or deadlines.
• Time Only: Time picker without a date. Appropriate for meeting times or appointment slots.
• Date Time: Combined date and time picker, allowing users to specify both the date and time together.
• Checkbox List: Lets users select any number of options from a predefined list. Define the available choices in the field’s advanced properties.
• Radio: Presents a list of options where the user must choose exactly one. Define the options in advanced properties.
• Resident/Member Picker: Allows you to select someone from the association/group. Additionally, you can assign steps to members selected via this “Who fills out this step?” picker.
• File Attachment: Allows uploading of files or photos. Ideal for photos of maintenance issues, receipts, or additional documents.

Using Advanced Field Properties

When you check “Show advanced field properties”, additional controls appear for each field. These may include:

• Slug/Field Identifier: Internal name used by the system; auto‑generated from the label but can be edited.
• Required: Mark the field as mandatory. Users cannot submit the step until required fields are filled.
• Help Text: Short helper message that appears beneath the field to give users more context.
• Default Value / Placeholder: Pre‑fill a default value or show a placeholder for text fields.
• Options: For checkbox and radio fields, define each option label on a separate line.

Workflow Behavior

When a template is enabled, it appears in the “Submit a new E‑form” list on the association home page. The workflow proceeds as follows:

1. A user opens the form and completes all fields in Step 1.
2. Clicking Submit saves the step and notifies the assignee of Step 2 (based on the role chosen in the template).
3. The Step 2 assignee logs in, fills out their fields and submits.
4. The process repeats for each subsequent step.
5. After all steps have been completed, the form instance is marked as Complete.

If the template is set to anonymous, later assignees see “Anonymous User” instead of the reporter’s name. Users can usually track the status of forms they initiated or are assigned to via the e‑form widget or the View All Forms page.

Best Practices

• Use clear, concise labels for fields so users understand exactly what information to provide.
• Keep forms as short as possible—collect only the necessary information at each stage.
• Assign steps to the most appropriate role. For example, let the initial reporter provide details, then assign a board member to review, and finally assign a different role for final approval.
• Test new templates with a small group of users before rolling them out to the entire community.
• Review and disable old templates that are no longer needed to avoid clutter.

By following this guide, administrators can build effective e‑forms that streamline communication and task management within their community. When in doubt, start with a pre‑built template from the catalog and customize it to meet your association’s needs.