Email Forms

The purpose of Email Forms is to automatically process spreadsheet (.xls) forms sent in by users.

 

The frequency of processing such Forms is defined in the Queue Schedule record (Queue Type = Receive Email) linked to the Email Address defined for Response Email Address Style.

 

Entry and Display fields

 

Form Name: Enter the name of the Email Form.

 

Description: Enter a description of the Email Form.

 

System Request SQL: This is the SQL statement provided with the system. This will only be filled in where the Email Form is a standard, system-supplied one. It cannot be modified, but can be copied and used in the Company header SQL.

 

Company Request SQL: This is where you could enter your own SQL statement to generate the required fields instead of using the System Request SQL.

 

Spreadsheet Filename: This is the full path for the Spreadsheet File.

 

KeyField Required: Tick this box if a KeyField is required.

 

 

Buttons

 

Close: This will close the screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will send the cursor to a new line for entry of a new record.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This will immediately delete the current record from the list.

 

Email Forms can be used in a variety of ways. For example:

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An estimator may be using an excel spreadsheet to generate all the information required to prepare a quote. If this spreadsheet information is prepared in a certain prescribed form, he could email it to Ostendo and a quote could be generated in the system without having to re-key in the information into the Ostendo Quote Detail and Lines screens.

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Service personnel could be emailed service sheets in the form of spreadsheet attachments. They could use tablets or laptops in the field to view the job information in the spreadsheet and at the same time fill in notes, time & material usage. The completed spreadsheet form is then emailed back to a designated email address where a Queue Service script can be run at regular intervals to update the relevant job or timesheet tables.

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A spreadsheet form can be designed to collect all sorts of data. Ostendo Email Forms can facilitate such data collection needs by receiving the emailed forms, processing them, and updating any Ostendo system or user-defined tables.

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Email Forms can replace paper forms. Paper forms are often required to be filled, reviewed, and approved before the data in those forms can be loaded into Ostendo (for example New Customer process). A spreadsheet form can be designed for the same purpose. Instead of pushing paper, the spreadsheet can be circulated via email and filled in by various individuals before finally being sent to a designated email address and a new Customer record is automatically generated in Ostendo.

 

To learn how to implement Email Forms, request for the Email Forms package from HelpDesk. The package consists of sample Forms, scripts, and a tutorial.